Meetings, whether large conferences or small team discussions, often have hidden environmental costs, such as travel emissions, energy consumption and material waste. By adopting low-impact meeting practices, organisations can reduce their carbon footprint, conserve resources and contribute to a more sustainable future.

In this blog, we’ll explore practical tips for holding low-impact meetings, helping you create a more eco-friendly workplace while maintaining productivity and engagement.

The environmental impact of traditional meetings

It’s important to understand the environmental impact of traditional meetings, to help identify the areas where organisations can make sustainable changes.

The carbon footprint of travel

One of the most significant environmental impacts of traditional meetings is the carbon footprint associated with travel. Attendees can often commute to meetings, whether by car, train or air, which contribute to greenhouse gas emissions. Air travel, especially when used for long-distance meetings, can generate substantial emissions, but even local travel can add up when you consider the cumulative effects of multiple people travelling.

Waste from meeting materials

Traditional meetings can generate significant waste, particularly from disposable materials used during presentations and catering. Single-use catering items such as plastic cups, plates and utensils will all contribute to landfill and negatively impact the environment. Printed materials can be useful if attendees take them away to refer back to, but often they can be left behind, leading to unnecessary waste.

Energy consumption

The energy consumption of meeting spaces also plays a crucial role in the environmental impact of a meeting. Conference rooms typically rely on lighting, heating, cooling and electronic equipment, all of which consume energy. In many cases, these resources are used inefficiently, especially in larger spaces where meetings may not utilise the entire area or all equipment.

Tips for planning low-impact meetings

To hold low-impact meetings, it’s important to focus on sustainable practices. By incorporating these key principles, you can maintain productivity and engagement, with less impact on the environment.

Choosing eco-friendly venues

Where possible, you should aim to choose an eco-friendly venue for your meeting. This could be a location that prioritises energy efficiency and uses renewable energy sources. However, it can be as simple as choosing a venue that is an appropriate size for your needs, so no extra energy has to be wasted heating, cooling or lighting unused space.

You should also consider whether your venue has environmentally-friendly ways to dispose of any waste, such as comprehensive recycling, as well as composting for food waste. You could also look to choose a venue that is easily accessible via public transport, to make this a viable option for attendees and reducing the need to travel by car.

Utilising technology for virtual meetings

Virtual meetings can be an excellent way to reduce the environmental impact of an in person meeting, as it can eliminate the carbon emissions produced by travel as well as reduce waste. In some instances, it may be possible to hold a hybrid meeting, where local people can attend in-person and people who may otherwise have had to travel long distances can attend virtually. Technology platforms such as video conferencing and collaboration tools can allow teams to connect from anywhere, saving both time and resources.

Reducing waste and single-use items

To combat the accumulation of waste from meetings, you can encourage attendees to bring reusable water bottles and coffee cups, or ensure sustainable alternatives, such as mugs and glassware are provided for them.

You can minimise waste by opting for digital solutions instead of printed documents. Distribute the meeting agenda and other resources electronically, reducing the need for paper. To ensure everyone can view the materials without needing individual laptops, use a projector and projection screen to display content for the entire room.

If your meeting includes interactive activities, further reduce waste by avoiding paper handouts for notetaking. Instead, provide reusable mini whiteboards that attendees can write on and wipe clean, offering a sustainable alternative that can be used repeatedly.

Using EU Ecolabel products

When selecting office equipment and supplies for your meetings, look for those certified with the EU Ecolabel – this indicates products that meet high environmental and performance standards. These products are designed to reduce environmental impact through factors such as energy consumption, resource use, and waste generation. By choosing Ecolabel-certified items, you’re not only supporting the environment but also helping to maintain a sustainable and responsible workplace.

Nobo’s EU Ecolabel accredited whiteboards are a great choice for businesses looking to reduce their impact on the environment. These whiteboards are certified for environmental excellence, ensuring reduced impact throughout their lifecycle. With Nobo's Ecolabel products, you can enjoy the durability and functionality of high-quality communication tools with a lower impact in the environment.

Opting for recycled and plastic-free tools

When it comes to office supplies for your low-impact meetings, making sustainable choices extends to the tools you use. Opt for equipment such as our whiteboard pens with barrels made from 98% recycled plastic, which helps to reduce the demand for new plastic production. These pens provide high-quality functionality while contributing to a circular economy.

In addition, you can consider using plastic-free whiteboard wipes, which are a more sustainable alternative to conventional wipes that often contain plastic fibres. These eco-conscious tools allow you to maintain a cleaner meeting space while supporting environmentally responsible practices.

If you need to use paper, look for recycled options, such as our recycled flipchart pads. These are made from post-consumer paper, which reduces the demand for materials and helps to minimise waste. By opting for recycled flipchart pads, you can ensure that your brainstorming sessions or presentations are more eco-friendly, without compromising on quality or performance.

Finding sustainable catering options

The catering choices made for meetings can also have a significant environmental impact. You should aim for locally sourced, organic food to support sustainable agriculture and reduce the carbon footprint associated with transportation.

Offering plant-based meal options can also lower emissions, as animal products tend to have a higher environmental impact. In fact, many local councils across the UK have pledged to only serve plant-based food and beverages during meetings and events, in an effort to be more sustainable. Additionally, avoiding excess packaging and providing reusable utensils and plates can help reduce waste.

Evaluate the environmental impact post-meeting

After the meeting, take the time to evaluate its environmental impact to learn from the experience and improve future planning. This can include measuring waste levels, calculating carbon emissions from travel and assessing energy consumption during the event.

You could also gather feedback from attendees on the sustainable practices they observed or engaged in, and identify areas where improvements can be made. By reviewing the results, you can refine your strategies and establish best practices for hosting more low-impact meetings in the future.

Choose Nobo for your low-impact meetings

Nobo has a range of tools and workplace solutions to help you get the most out of your workplace and enjoy effective communication. From overhead projectors to notice boards, we’re sure to have what you need for a productive, eco-conscious workplace.