Organising a sustainable corporate event in Antwerp: 7 practical tips

1. Your choice of venue can have a major impact

Your environmental impact is influenced long before the first guest arrives. The venue can play an important role in the overall impact of your event. Look for a location that applies demonstrable sustainability measures, such as structured energy management, efficient LED lighting and a well-organised waste policy behind the scenes.

Also choose spaces where as much infrastructure as possible is already available and operational. Are technology, furniture and audiovisual support included as standard? If so, you may be able to reduce the number of external deliveries and temporary installations. This can simplify logistics and help limit transport movements. Explore the options of an event venue with sustainability measures and start your planning with a clear overview of the available infrastructure.

2. Reduce the mobility impact of your event

Guest transport can be an important factor in the calculated emissions of a meeting. Take the lead by making alternatives to individual car travel as accessible as possible.

Include clear train, tram and bus routes in your first invitation. Provide sufficient and secure bicycle parking for local guests. Visitors arriving by electric vehicle also need practical information, so make it clear where charging points are available.

Communicate travel options well in advance and make choices such as public transport, cycling and shared mobility as easy as possible.

3. Catering with impact: conscious choices without unnecessary surplus

Catering can make an important contribution to the footprint of an event. It is not only the origin of ingredients that matters, but also production methods, menu design, transport and food waste.

Discuss these elements with your caterer. Where possible, give preference to seasonal products and local suppliers. Ask how ingredients are selected and what options are available to increase the share of plant-based and vegetarian dishes.

If fish is on the menu, ask about its origin and any relevant certifications or guidance on responsible fisheries. Limit single-use packaging as much as possible, serve drinks in reusable glassware where practical and ensure clear waste separation in the kitchen.

4. Empty seats waste money and resources: reduce no-shows

Few things are more wasteful than beautifully set tables remaining empty for hours. No-shows can increase costs and lead to unnecessary food surplus, so keep a close eye on your guest list.

Send personal reminder emails during the week before the event and make it easy for invitees to cancel. If your event is free, you could also consider a no-show fee, for example with the proceeds donated to a charity.

Measures like these can help reduce the number of no-shows. They also make it easier to align room setup and catering orders with the actual number of attendees.

5. Reduce single-use banners: digitise and reuse your signage

Printed programmes and date-specific banners often have a short lifespan. Digital solutions offer a flexible alternative that can help reduce the use of printed materials.

Replace traditional roll-up banners with integrated LED screens where possible. Put your programme in a clear online environment or use strategically placed QR codes on tables.

If physical signage is still required, use neutral signs that can be reused at multiple editions without specific dates. The stronger your digital communication before the event, the less additional printed material you are likely to need on site.

6. Give your guests room to breathe with outdoor space

An intensive conference day requires a high level of concentration. Outdoor spaces can offer a pleasant change during a programme that takes place mainly indoors.

For example, schedule networking moments, coffee breaks or the closing reception outside when weather conditions allow. Natural daylight and a different setting can provide participants with a welcome change between programme sessions.

Outdoor areas can also create additional opportunities for informal conversations, catering or short breaks between presentations.

7. Measure the impact of your event

A sustainability policy becomes stronger when intentions are backed up by data. If you want a clearer picture of the impact of your event, collect relevant data and analyse changes across different editions.

Track, for example, how many guests arrived by bicycle or public transport, what percentage of food was left over and how much residual waste was recorded. Collect this information and enter it into specialised software such as the My Impact Tool.

Do not forget the social dimension either. Was the venue accessible to everyone? Were different dietary requirements accommodated? Which areas for improvement emerged from the evaluation?

This helps you build a useful benchmark. You gain insight into the results of your measures and can identify where further improvements may still be possible at the next edition.

Sustainability measures integrated into your event venue

Are you looking for a partner that brings together practical and sustainability-focused aspects of your event? In Berchem, BluePoint Antwerpen combines facilities such as catering, audiovisual technology, furniture and a range of event rooms in one location.

What does this integrated approach mean for your organisation?

• Less logistical complexity: because several facilities are already available on site, the need for external suppliers and temporary installations can be reduced.
• Independently assessed: BluePoint Antwerpen is Green Key certified. The certification confirms that the venue has been independently assessed against the criteria of the Green Key standard.
• Conscious catering choices: White Signature event catering works with measures including seasonal ingredients and initiatives designed to reduce food waste.
• Outdoor space: the rooftop terrace and other outdoor areas offer additional possibilities for breaks, networking and receptions.

The underground car park also includes charging points for electric vehicles.

Ask the on-site team for advice and explore our different event spaces to see which setup best fits your event.

Reducing the environmental impact of an event starts with concrete choices around venue, mobility, catering, materials and waste management. By considering these aspects early in the planning process, you can work towards measurable improvements.

Set clear sustainability objectives from the start for your future corporate events.

We would also be happy to explore with you how the My Impact Tool can be used in practice to measure your event’s impact.