5 Ways to Make Your Next Event More Sustainable—Starting With the RFP

“Sustainability isn’t just a buzzword; it’s a way to ensure the exhibit and event industry continues to thrive while making a positive impact,” says Jessica Sibila, executive director at The Exhibitor Advocate. Yet, translating sustainability goals into actionable steps for RFPs and contracts can be a challenge.

The truth is, sustainability isn’t just about what happens on site—it starts long before the first badge is printed, hotel reservations are made or your crates are packed. And while many exhibit and event pros want to plan greener events, it can be difficult to turn those values into real-world decisions when working with suppliers.

Whether you’re taking your first steps towards greener events or looking to level up your sourcing process, here are five actionable ways to bring more sustainable practices into your next event—starting with the RFP.

1. Make Sustainability Part of the Ask

Don’t just say your event values sustainability—build it into the RFP.

Ask suppliers detailed questions about how they handle energy usage, carbon emissions, material selection and shipping. Request details, not just promises: past examples, measurable impact, or certifications. This sets the tone for accountability from the start—and helps you compare responses meaningfully.

Read More: Case Study: How One Event Achieved Renowned Sustainability Accreditation

Align your questions with categories like energy use, carbon reduction, waste, and sourcing to make them easier for suppliers to answer—and for you to score.

2. Put It in the Contract

Intentions are nice. Contracts are binding.

Once you’ve chosen your supplier, lock in your sustainability expectations with clear, enforceable language. Think: minimum waste diversion targets, commitments to low-carbon freight, rules around reusables and signage, or sourcing from diverse, local vendors.

Not sure how to phrase it? Tools like the newly released open-source Sustainability Sourcing Compass, developed by The Exhibitor Advocate provide contract-ready clauses tailored to real-world event scenarios—no legalese required.

3. Prioritize Reuse and Repurposing

Ask vendors how they’ll reduce the need for single-use materials. Can booth elements be reused or reconfigured? Can signage be digital or designed for multiple events?

Smart design decisions—like modular structures or neutral base graphics—can extend the life of assets and reduce your environmental footprint without sacrificing brand impact. Ask questions like:

• What have they done before that works?
• What could you improve or share to better collaborate with them during the design phase?

4. Don’t Forget the Fine Print

The sustainability of your venue choice isn’t just about location—it’s often hidden in the contract details.

Ask whether the venue uses renewable energy or offers energy-efficient lighting and HVAC systems. Is waste sorting or composting available on-site? Can you require local sourcing or reuse clauses in your catering or AV agreements?

Dig into policies on exclusivity, local vendor access and cancellation terms:

• Will you be charged extra to bring in local suppliers?
• Can you scale your footprint without penalty?
• Are there sustainable catering options that don’t break the budget?

Build in flexibility and sustainability from the start—don’t assume it comes standard.

5. Build a Culture of Accountability

The most sustainable events are built on progress, not perfection. The best sourcing strategies don’t just check boxes; they foster transparency and continuous improvement. Ask suppliers to provide post-event data: energy use, waste diversion rates, carbon offsets, and lessons learned. Use that information to guide future decisions—and recognize vendors making meaningful strides.

Read More: Work Smart: The Team Culture Factor

• Consider asking for sustainability summaries as part of your post-show debriefs:
  • What got reused?
  • What went to landfill?
  • What would they change next time?
  • What could you do better together?

Bonus Tip: Need help translating your sustainability goals into real-world sourcing language? The Sustainability Sourcing Compass, developed by The Exhibitor Advocate in partnership with Reduce 2 includes free, ready-to-use prompts across all event categories—from waste management to carbon impact.

“The Sustainability Sourcing Compass provides clarity, precision, and actionable language to ensure sustainability is embedded into every stage of event planning—from supplier selection and RFPs to final contract terms,” said Jessica Sibila, Executive Director at The Exhibitor Advocate.

Because sustainability isn’t a side conversation—it’s a sourcing strategy.

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Glenda Brungardt, CTSM, spent more than 30 years managing HP trade shows and events, delivering consistent brand, messaging, experiences, and execution. 

Brungardt is currently a contributing member to the EDPA Exhibitor Advisory Committee and Sustainability Task Force, the EACA Advisory Board, the Event Industry Council Sustainability and Social Impact Committee, and The Exhibitor Advocate board.

Glenn Hansen is founder and CEO of Reduce 2, Saving the Planet by Degree, which he created after his 43-year career at BPA Worldwide, where he was CEO for 23 years.

Reduce 2 is a sustainability standards creation and certification business. It assures the sustainability of your company, primarily its touchpoints in the events industry.