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Guidelines for sustainable meetings, events and conferences

The School of Business, Economics and Law works continuously toward sustainable development through its research and education. Our commitment to sustainability should also permeate how we plan and carry out meetings such as seminars, events and conferences - regardless of size.

These guidelines have been developed as a support to facilitate sustainable and informed choices when planning different types of meetings at the School of Business, Economics and Law. They are not primarily intended for internal meetings or regular teaching activities, but can also provide guidance in these contexts.

Meeting format, communication, and diversity

Meeting format (digital, in-person, or hybrid): When choosing format for your meeting, base the choice on the type of interaction that adds value. For example, can a long-distance speaker participate digitally instead of traveling to Gothenburg?
Broad representation: Strive for diversity among speakers in terms of gender, ethnicity, age, functional ability and other relevant perspectives.
Choice of date: Consider the meeting date in relation to, for example, school holidays as well as major religious holidays in order to promote inclusion and participation.
Diversity in communication: Ensure that imagery and written content reflect a diversity of people and avoid stereotypical representations.
Highlight relevant SDGs: Identify whether the meeting relates to any of the UN’s 17 Sustainable Development Goals and, if so, highlight this in the invitation, on the event webpage, and during the meeting itself. Communication materials for the UN Sustainable Development Goals can be found here.

Responsible use of materials

Reduce paper use: Refrain from printing programs and materials; instead, primarily refer participants to digital platforms and documents.
Reduce material waste: Avoid routinely distributing materials (paper, pens, water bottles, etc.) to all participants at meetings. Instead, set up a table where participants can take the material they need.
Name badges with lower environmental impact: If name badges are needed, use environmentally preferable options (e.g. adhesive labels). If plastic holders are used, collect them after the meeting so they can be reused.
Responsible gifts: If gifts are given to speakers, prioritize experiences, consumable items (e.g. chocolate), or products with a clear sustainability profile.
Conscious decoration choices: Choose decorations with environmental considerations in mind and reuse them where possible. Also avoid decorations that may trigger allergies (e.g. certain flowers).

Food and beverages

Prioritize vegetarian options: Choose vegetarian dishes as the primary option. If animal-based alternatives are needed, fish or poultry are preferred.
Sustainable ingredients: Choose organic and ethically certified products to the greatest extent possible, preferably also seasonal and locally produced.
Consider dietary preferences: When participants’ allergies and dietary requirements are not known, ensure that there are options that accommodate common needs such as gluten-free, lactose-free, nut-free, and pork-free.
Avoid single-use items: Discuss with the catering provider to what extent it is possible and reasonable to serve food and beverages using glassware and porcelain.
Serve tap water: Order tap water instead of bottled water; this can be supplemented with sparkling water in refillable bottles where possible.
Waste sorting: Require the catering provider to supply clearly labeled containers for all relevant waste fractions and ensure that they are placed in easily accessible locations.

Actively work to reduce food waste

Clear information during registration: Emphasize the importance of cancelling in case of absence, for example by requiring participants to approve the following statement as part of the registration: “I am responsible for cancelling my place if I am unable to attend and thereby contribute to the School of Business, Economics and Law’s sustainability efforts by preventing food waste.”
Flexible ordering: Check with the supplier how close to the meeting the order can be adjusted based on changes in the number of participants. If, shortly before the meeting, you anticipate a significant number of cancellations, ask the supplier to keep part of the ordered food in the kitchen so that the cold chain is maintained and any surplus can be used in other ways.
Handling surplus: Make a plan for how any surplus food and beverages will be managed. The expandable menu below provides tips on how this can be done at the School of Business, Economics and Law.

Handling surplus – suggested options for redistribution

If a surplus of food or beverages remain after the meeting, one of the following measures can be applied to avoid waste.

Active distribution: Walk around inside the school building and offer leftover food to students and others on site. Alternatively, borrow “Free – please help yourself" signs from the reception and place them on a table where passersby can help themselves.

Collaboration with HHGS: Prior to the meeting, contact the student union’s sustainability officer at sustainability@hhgs.se and the sustainability committee at hcs@hhgs.se to establish an action plan for handling surplus food. Please note that the sustainability officer works part-time and studies full-time; it is therefore important to make contact well in advance so that HHGS can plan their efforts. If surplus food arises, inform HHGS and place the food at an agreed distribution location. HHGS will then send out a notification via the Orbi app to its thousands of followers, informing them that food can be collected within a specified time frame (after which the area must be cleared).

Choose an appropriate distribution location:

If surplus food arises before 2:00 p.m., distribution is preferably carried out from the kitchen in the student union premises, L2. The union is staffed until 3:00 p.m. on weekdays, and the door is open to both students and staff. If you have difficulty transporting the food yourself, you can ask the union in advance via the above email addresses whether they can assist.
If surplus food arises after 2:00 p.m., or if the quantities exceed what can be accommodated by the union, distribution can instead take place at the main entrance. In this case, order tables from the facilities team and use the table sign available to borrow from the reception (“Free – Please help yourself”). Avoid placing food near Handelsrätten, as this may affect their sales.
If surplus food arises in the evening, or if the food is not fully distributed, it can - given that refrigeration is available - be stored and distributed via the student union the following day.

Donate onward: If the cold chain has been maintained, food can be donated to charitable organizations, such as Solikyl or Stadsmissionen. To donate to Solikyl, which occasionally distributes food at the School of Business, Economics and Law, contact their local coordinator Chie Inoue (chie.inoue@gu.se ) in advance to check whether they are able to receive the surplus food.

Travel and accommodation

Booking via Egencia: If the School of Business, Economics and Law covers travel and accommodation for invited speakers and/or participants, bookings must be made via Egencia in accordance with the University of Gothenburg’s framework agreements.
Prioritize sustainable modes of transport: When choosing travel options, steer toward sustainable alternatives. Train travel should be prioritized over air travel whenever possible, in line with the University of Gothenburg’s travel policy, where sustainability takes precedence over cost efficiency. If air travel must nevertheless be chosen, direct flights should be prioritised over journeys with layovers, as intermediate stops involve additional take-off and landing phases, which increase climate impact compared to direct flights.

Accessibility on campus

Mobility impairments: All public areas at the School of Business, Economics and Law are accessible for wheelchair users.
Hearing impairments: Hearing loops are available in all lecture halls with a capacity of 50 people or more. For the technology to function properly, speakers must always use a microphone. For questions or support, please contact Campus Services.
Vision impairments: Braille signage is available in elevators and at restrooms to facilitate orientation for people with visual impairments.

Follow-up

Evaluate sustainability efforts: If you organize similar meetings on a recurring basis, conduct an evaluation of the meeting’s sustainability efforts. Identify what has worked well and areas for improvement, and use these insights to further develop and improve planning for future events.

We hope these guidelines provide you with valuable guidance, and we welcome suggestions that may further contribute to making the School of Business, Economics and Law a more sustainable meeting place.

Last modified

3 February 2026