Zero-Waste Event Organizing Checklist

Reusable/compostable crockery and decorations AI generated image

Organizing an event offers an incredible opportunity to inspire change—and one of the most impactful ways to do so is by making it zero waste. A zero waste event is planned with the goal of minimizing waste generation and maximizing reuse, and composting. This approach not only reduces the environmental footprint of your event, but also sends a powerful message to attendees, stakeholders, and partners about responsible resource use.

Whether you’re planning a community gathering, your kid’s birthday party, workshop, corporate meeting, or large-scale festival, integrating zero waste principles from the start is essential. With thoughtful planning, collaboration, and clear communication, it is possible to significantly reduce single-use items, food waste, and other forms of disposable consumption. A zero waste checklist serves as a practical guide to help you navigate the many decisions involved—from venue selection and vendor coordination to signage, waste stations, and post-event cleanup.

This checklist is designed for event organizers at all levels, offering clear, actionable steps to make your event as low-impact as possible. It helps you not only avoid common pitfalls but also uncover creative, regenerative solutions. Together, let’s build events that celebrate people and the planet—leaving no waste behind.

1. Pre-Planning

• Define your zero-waste goals and priorities

• Choose a venue that supports sustainable practices (recycling, composting, energy-efficient, accessible by public transport)

• Estimate attendee numbers to prevent over-ordering

• Communicate your zero-waste goals to vendors, sponsors, and attendees

• Plan for digital registration and paperless communications (email, apps, QR codes)

  
  

2. Vendors & Supplies

• Work with eco-conscious vendors and caterers

• Request bulk or unpackaged goods (no single-use plastics or excessive packaging)

• Ban single-use items: no plastic cutlery, straws, cups, etc.

• Provide or encourage reusable serviceware (cups, plates, utensils)

• Rent instead of buying event decor, furniture, or equipment

• Avoid promotional swag or choose sustainable, useful items (e.g., seed packets, reusable bags)

  
  

3. Food & Catering

• Choose locally-sourced, seasonal, and plant-based menu options

• Serve buffet-style or plated meals to reduce packaging waste

• Label foods clearly to avoid unnecessary waste

• Coordinate with food rescue groups for leftovers

• Set up compost bins for food scraps

  
  

4. Waste Management

• Conduct a waste audit before the event to estimate bins needed

• Set up clearly labeled stations for compost, recycling, and landfill

• Assign trained volunteers to monitor waste stations and guide attendees

• Ensure vendors and staff know how to sort waste properly

• Avoid glitter, balloons, confetti, and other non-recyclable decor

  
  

5. Signage & Communication

• Use reusable or digital signage

• Clearly communicate your zero-waste goals in invitations, social media, and announcements

• Provide tips to attendees on how to support zero-waste (e.g., bring their own bottles, take only what they’ll eat)

  
  

6. Transportation

• Encourage carpooling, cycling, or public transit

• Provide secure bike parking

• Offset carbon emissions if flights or long-distance travel is involved

  
  

7. Post-Event

• Donate leftover food and materials

• Weigh and record waste (landfill, compost, recycling) to evaluate success

• Share results with attendees and stakeholders to promote awareness

• Thank partners, volunteers, and vendors who supported your sustainability goals

• Reflect on lessons learned for future improvements

  
  

  

  Reusable/compostable crockery and decorations, AI generated image