How to Plan Sustainable, a Zero‑Waste Event in the United States

Waste might be the last thing to cross your mind when planning an event, large or small. Striving to leave almost no environmental impact from an event is not just a growing trend—it's a necessity of the present time. With growing concern regarding climate change and global warming, the depleting resources, and the mountain of waste, organizing a zero-waste event is important. In the USA, the people are now strategically planning from big to small events, through reduction, reuse, recycling, and composting, diverting equal to or greater than 90% of waste from landfills. In this blog, we will explain events like community festivals, corporate conferences, or weddings and how people in the US are now slowly turning towards zero-waste event planning. We will also look into some events that have already achieved a zero-waste target.

Why Zero-Waste Events Are on the Boom:

Events, ranging from intimate dinners to sprawling music concerts, come with their own set of waste, from single-use plastic and leftover food to even simple decorations. The U.S. Food and Drug Administration reports that food waste is a significant contributor to the waste piled up in the landfills. Food waste, together with other forms of waste, not only damages the ecosystem but also leads to unnecessary productivity loss. By planning for zero waste, you are contributing towards the achievement of the United Nations' Sustainable Development Goal 12, which focuses on food wastage and responsible consumption. Sustainable events are also an asset to your firm due to the publicity and brand image they create, motivate the attendees, and enable saving the environment through better use of materials.

Step 1: Set Clear Zero-Waste Goals:

The primary purpose of zero-waste events is to create a clear-cut goal and purpose. For instance, a dry run for zero waste is to divert 90% of waste from the landfill and other waste dump sites. Ensure that targets are interactive and there is progress measured against milestones, for example, composting of all food waste or 15% of food waste per capita. Look for an estimate waste audit report on events conducted in the past or have a rough estimate on similar events and try to check on the probable bulk sources of waste food, packaging, and promotional materials. This will give you an idea of the order of priorities to be tackled. Ensure that the goals and the mission statement of the event are communicated with all the stakeholders. The vendors, the participants, and other personnel must be kept in the loop. A good reference is the University of Southern California (USC), which prioritizes sustainability issues and is committed to achieving zero waste by 2028. They urge events to actively advocate for sustainability.

Step 2: Choose a Sustainable Venue:

An event's location plays an important role in its ecological impact. It is best to choose a venue with established green procedures, such as composting and recycling, as well as energy- and water-saving devices. For instance, the University of Michigan's campus facilities are equipped with compost bins and have signage to encourage zero-waste events. If there is an option to use an outdoor venue, such as a park or garden, pick it, as it eliminates the need for wasteful decorations and use of decorative materials. Check that the venue can be reached with public transit or that it provides shuttle transportation, as this reduces travel-related emissions. Check the venue out in advance to confirm that they have the proper waste management and proper cooperation with the achievement of zero-waste goals.

Step 3: Partner with Eco-Conscious Vendors:

Vendors play a vital role in your strategy of zero waste. Work with caterers and other suppliers and decorators who prioritize sustainability. Regarding catering, select vendors that utilize compostable or reusable tableware and do not use single-use plastics, which are significant environmental issues—only 9% of worldwide plastic waste is recycled. Cooperate with local vendors and minimize transportation emissions and benefit the local economy. USC can be cited as an example, with its Salute to Toy events collaborating with vendors to offer reusable food containers and clear signage to sort waste. Ask your food suppliers and other suppliers about your no-waste policies. When giving swag, be environmentally friendly, such as with ForestNation tree kits, which leave no waste and encourage reforestation.

Step 4: Minimize Food Waste:

Food waste is a significant challenge at events, with the U.S. generating 335–349 pounds of food waste per person annually. To tackle this, accurately estimate attendee numbers to avoid over-ordering. Opt for family-style catering or locally sourced, seasonal menus to lower the carbon footprint, as animal-based foods have a higher environmental impact. Partner with local food banks to donate excess edible food, as practiced in cities like Gainesville, Florida. Ensure all food waste is composted by setting up clearly labelled compost stations and working with a local composting service. For example, the National Aquarium's zero-waste events achieved an 80% diversion rate in kitchens by prioritizing composting.

Step 5: Eliminate Single-Use Items:

Single-use plastic used to make bottles, cups, and cutlery is a significant barrier to zero waste. According to the U.S. Department of Energy, not all single-use plastics can be recycled, which only worsens landfill problems. Prohibit these things at your party and offer reusable options like metal or glass drinkware. When you cannot avoid using items that are single-use, make sure they are compostable and BPI-certified. Ask the attendees to carry their own reusable cups, or you can also serve them branded reusable mugs as a souvenir. Install hydration stations or water dispensers to avoid using plastic bottles.USC's ban on single-use plastic bottles and other items has put 5 million bottles out of landfills every year. When it comes to decorations, try to avoid disposable ones like balloons or plastic banners; instead, use reusable and natural items such as potted plants or fabric bunting that prove to be a good choice.

Step 6: Implement Effective Waste Management:

A zero-waste event can only be achieved by properly planned management. Established well-identified, color-coded recycling, composting, and landfill waste containers and signs, including pictorial representations of what should be where. Label these stations with trained volunteers or the staff to help stop contamination, since non-composted materials in compost bins can destroy the batch. An experiment during the Apple Festival at the University of British Columbia revealed that the number of volunteers and presence of a bin-top display played a big role in alleviating contamination. Provide services of a local waste management company, which will provide reasonable sorting and disposal after the event. An example of this is the curbside collection of organics available in cities like Austin, Texas, to aid in composting.

 Step 7: Engage and Educate Attendees:

A zero-waste event can be successful when participants are on board. Create invitations and event signage to announce your zero-waste objectives. Avoid paper waste by using digital platforms/tools to create and circulate invitations. Inform the guests during the event, whether by announcement or interactive activities. or eco-ambassadors, which is conducted by the University of Maryland, Baltimore County (UMBC). Promote actions such as carrying reusable material or disposing of waste properly. Emphasize the impact of their actions—share that doubling the lifespan of the clothing will reduce greenhouse gas emission by 44%. This not only creates a sense of participation but also encourages the guests to continue with sustainable practices even after the event ends.

Step 8: Measure and Report Impact

After the event, conduct a waste audit to measure your success. Calculate the diversion rate by weighing composted, recycled, and landfilled waste to confirm you’ve met the 90% diversion goal. Share these results with stakeholders and attendees to celebrate achievements and identify areas for improvement. For example, the National Aquarium used post-event reports to suggest tweaks for future zero-waste events. Consider purchasing carbon credits to offset any unavoidable emissions, supporting projects like forest reclamation. Transparency about your impact builds trust and sets a precedent for future events.
 

Real-World Examples of Zero-Waste Events

To illustrate these principles in action, here are some notable U.S. events that have successfully implemented zero-waste strategies, achieving at least 90% waste diversion from landfills:

• Waste Management Phoenix Open (Scottsdale, Arizona): This professional golf tournament, with over 700,000 attendees, has been UL-certified as zero-waste since 2013, achieving a 100% diversion rate. It uses compostable packaging, hand-sorts waste, and educates attendees through signage and a sustainability forum. Reusable items, like glasses made from recycled wine bottles, are provided in partnership with local artists.

• Three Rivers Arts Festival (Pittsburgh, Pennsylvania): Supported by the Pennsylvania Resources Council, this 2018 festival achieved a 78% diversion rate, using compostable materials and staffed waste stations to minimize landfill waste.

• Pittsburgh Marathon (Pittsburgh, Pennsylvania): Also in 2018, this marathon diverted 94% of waste through recycling and composting, with volunteers guiding proper waste sorting.

• University of Michigan Campus Events (Ann Arbor, Michigan): The university’s Zero Waste Events Program supports events with compostable tableware and clear signage, contributing to a 70% waste reduction goal by 2030.

• University of Virginia Admission Events (Charlottesville, Virginia): These events use compostable wares, water refill stations, and digital promotion to achieve at least 90% diversion, aligning with UVA’s single-use plastics ban.

• ALCOSAN Open House (Pittsburgh, Pennsylvania): In 2017, this event achieved a 98% diversion rate with comprehensive recycling and composting systems.

• San Francisco Public Events (San Francisco, California): The city’s ordinance mandates recycling and composting at all public events, supporting an 80% city-wide diversion rate with compostable foodware and clear signage.

• Boulder Special Events (Boulder, Colorado): Events on city land must achieve zero-waste status, supported by a rebate program and compostable materials, ensuring at least 90% diversion.

These examples highlight the power of strategic planning, vendor coordination, and attendee engagement in achieving zero-waste goals.
 

Overcoming Challenges

Zero-waste events come with challenges, like high costs for sustainable materials or limited venue infrastructure. Overcome these by researching cost-effective suppliers, leveraging technology for digital solutions, and partnering with local sustainability organizations. For instance, the University of Virginia collaborates with its Recycling Department to provide compostable wares for student events. Engage stakeholders early through virtual meetings to align on goals, as suggested by Reduction In Motion. Continuous improvement is key—each event is a chance to refine your approach.
 

Inspiring a Movement

Planning a zero-waste event in the United States is a tangible way to combat waste and promote sustainability. By setting clear goals, choosing eco-friendly vendors, minimizing waste, and engaging attendees, you can create an event that’s both memorable and environmentally responsible. These efforts align with national goals, like the EPA’s target to halve food waste by 2030, and global initiatives, such as the UN’s International Day of Zero Waste. Your event can inspire attendees, vendors, and other organizers to prioritize sustainability, contributing to a circular economy where resources are valued and waste is minimized. Start small, plan thoughtfully, and watch your event become a catalyst for change.