Sustainability is a critical and essential factor for events today. More organizations are waking up to their environmental impact, and the events industry is no different. In 2019, National Geographic reported that since the first global environmental outlook in 1997, the Earth’s health has drastically declined. Time to step up and make a difference. To quote Joyce Msuya, former executive director of U.N. Environment;

“The Earth’s ailments are treatable, but not for a lot longer if people don’t make fundamental changes in what they consume, how they create energy, dispose of waste, and generally decrease the human footprint that is degrading air, water, and land.”

One surprising culprit is that event planning is often negatively impacting the planet. While conferences, festivals, and gatherings bring people together, they also have some hefty environmental consequences. From paper waste to food leftovers and excess energy use, traditional events aren't just harmful today—they’ll compound and create significant challenges for the future. But don’t worry—this doesn’t mean we need to cancel all fun. Instead, it’s about finding smarter, greener ways to host events. That’s where sustainable event practices come in. These eco-friendly strategies help reduce harm to the environment without skimping on the excitement. And the most effective tool in this shift? Event apps! In this blog post, we’ll explore how event apps reduce environmental impact and share some real-life success stories of brands going green.

The Environmental Impact of Events

Even small events can leave a big footprint. The event industry racks up a staggering 1.2 billion tons of greenhouse gas emissions each year.

Paper Waste

Did you know paper makes up 26% of total waste in landfills? Event brochures, handouts, schedules—so much of it ends up in the trash after the event wraps. This not only fills up landfills but also adds to water pollution and deforestation. Plus, paper production fuels climate change and can harm critical biodiversity.

Energy Consumption

Travel to and from events, combined with on-site activities, consumes enormous amounts of energy. Whether you're hopping in a car or catching a flight, all that travel burns through fossil fuels and pumps out CO2. And it doesn’t stop there—on-site energy usage (lighting, heating, tech equipment) also pays a big contribution. The result? The event industry uses about 380 million liters of diesel each year, which translates to 1.2 billion kilograms of CO2. That’s a huge carbon footprint!

Food Waste and Single-Use Plastics

Events also generate significant amounts of food waste. Organizers often over-cater, leaving 15-20% of food uneaten and tossed out. And don't forget the mountains of plastic utensils, plates, and cups that come with it. Single-use plastics stick around for centuries, clogging up landfills and polluting oceans. No fun for the planet.

Event Apps: A Greener Solution with Guidebook

Enter event apps, the ultimate eco-friendly tool for organizing events. And when it comes to sustainable event management, Guidebook is at the forefront, helping organizers significantly reduce waste without compromising the attendee experience. Here's how Guidebook’s eco-friendly features make it the ultimate tool for green events: Real-Time Mobile Schedules & Instant Notifications Say goodbye to printed schedules that quickly become outdated. Guidebook offers mobile schedules that can be updated on the go, ensuring attendees have the latest event information at their fingertips. Need to notify attendees about last-minute changes? Guidebook’s push notifications send updates directly to attendees' phones, keeping everyone informed without expensive and wasteful schedule reprints. Real-Time Feedback and Mobile Forms Event organizers are turning to event apps, like Guidebook, to gather attendee preferences in advance through mobile forms. By knowing what attendees want ahead of time, you can minimize leftovers and even build excitement around the menu pre-event. With Guidebook, organizers can also collect real-time and post-event feedback through in-app Surveys and Polls, helping organizers make immediate improvements and cut down on unnecessary waste—demonstrating an ongoing commitment to sustainability. Digital Maps and Audio/Visual Tours Forget about paper maps. Guidebook’s custom, interactive Maps and audio/visual Tours features provide interactive, in-app solutions for navigating venues and surrounding areas, making it easy and enjoyable for attendees to explore without contributing to waste. Paperless Content with QR Code Scanner Guidebook’s QR Code Scanner feature delivers paperless content directly to users. With a simple scan, attendees can access videos, PDFs, websites, and more. They can also engage by instantly scheduling appointments, completing forms, or accessing key resources—completely paper-free. Gamification for Sustainability Want to make sustainability fun? With Guidebook’s Leaderboard feature, you can challenge attendees to complete eco-friendly tasks within the app, or use QR codes to create a digital scavenger hunt—turning sustainability into a friendly competition. One Tree Planted Initiative In partnership with One Tree Planted, Guidebook plants a tree for every app or guide created. This initiative not only offsets the environmental impact of event production but actively contributes to reforestation, making your event a force for good.

Success Stories of Sustainable Events

Still on the fence about going green? Let’s check out some big names that made the switch:

• CIVSA Annual Conference: The Collegiate Information and Visitor Services Association (CIVSA) used to rely on a 60-page printed pamphlet for their 600 attendees, covering schedules, speaker bios, and event details. A few years ago, they switched to a mobile app, cutting out the need to print 36,000 pages and saving over $5,000 in printing costs. The app also allowed for real-time updates, push notifications, and live feedback, ensuring a seamless experience while greatly reducing their environmental impact.

"While we loved the beauty of printed programs, the cost, design hours, and environmental impact were wearing on us. Guidebook provided us with an application that could be edited with room changes in real-time, branded to our Association’s new brand and color stands, and available to all attendees in advance of actually arriving at the CIVSA Annual Conference." – Taylor Blair, 2021-2022 CIVSA President

• UPCEA Conference: In 2013, UPCEA partnered with Guidebook to create a mobile app for their conference, shifting from costly printed materials to a digital platform. The app featured real-time updates, personalized schedules, interactive content, and event maps, all designed to enhance engagement. The result? A significant reduction in paper waste and production costs, while 80% of attendees embraced the app, increasing interaction with sessions, speakers, and resources. This digital transformation aligned UPCEA with sustainable event practices and streamlined attendee experiences.
• The University of Manchester: Committed to sustainability, The University of Manchester used the Guidebook app to revolutionize their Open Day events. By replacing 40,000 printed programs with a mobile app, they saved thousands of dollars annually and 2-3 hours of staff time per day. In 2023 alone, the app saw over 38,000 downloads. This mobile-first approach not only contributed to their sustainability goals but also enhanced the attendee experience by providing real-time updates and easy access to event information.

A Sustainable Path Forward for the Event Industry

The shift toward sustainability in the events industry is not just about reducing harm—it's about creating positive change. Event apps provide an accessible and effective way to cut down on waste, energy consumption, and environmental damage, all while enhancing attendee engagement and streamlining event management. By adopting these digital solutions, like those provided by Guidebook, organizers can reduce their carbon footprint and contribute to a more sustainable future. The success stories of companies like CIVSA and The University of Manchester show that eco-friendly events can be just as impactful, if not more so. The future of events is here, and it’s both sustainable and innovative. Ready to make the shift toward more sustainable events? Schedule a demo with one of our award-winning sales team members today and discover how Guidebook can help you create greener, more engaging events.