Who Is Responsible for Food-Waste Reduction at Events?

The nuts and bolts of food-waste reduction is not in the hands of event planners, but are the responsibility of those handling the purchasing, what's leftover in the kitchen and what's thrown in the bins. But really, this critical part of a meeting's sustainability plan starts and ends with the event planner's choices.

Setting up for sustainable success

Arranging all the details for serving food at the event requires consideration of the sustainable practices available from the venues, caterers, participants, event planners and their colleagues.

Choosing the venue 

• Send requests for proposal to event facilities that have plans already in place to reduce food waste. But remember: Just because a venue claims to have a plan, they might not be following through on it. Therefore, ask for proof. Don't just ask if they have a plan to reduce waste; ask how the plan will be implemented and request waste reports to verify their claims. These will be needed later.
• It might seem silly, but ask about the number and type of rubbish bins provided. 
• Is the available signage adequate to direct people to the correct receptacle for recyclables, compost and trash?
• What does the venue do with the waste in those bins? Is the waste measured?
• How does the venue handle contamination when items get mixed in together?  
• Do they compost? 
• Do they participate in other means of waste remediation? (Wouldn't it be great if more places used insects to process waste?)  

Choosing the food

Work with the facility's kitchen — or your caterer — to plan more sustainable meals. Ask the following questions, starting with whether their menus are sustainable to begin with. Of course, the questions vary and should be based on the food functions being planned. 

• Does the kitchen source locally? 
• Does it use seasonal ingredients?
• Does the venue offer items that are eco-certified (organic, free-range, fair trade)?
• Does the kitchen have a portfolio of plant-based options ? 
• Does the kitchen have practices in place to identify food restrictions in the dishes — and to guard against cross-contamination? 
• Does the facility provide signage by ingredients or by allergens and intolerance?
• If the facility provides the food, ask if it has a "meal of the day," a sometimes forced, shared menu for all events held that day. This concept often is in place at both convention centers and hotels; however, some respondents to a study I conducted had mixed feelings about this practice, particularly regarding the management of waste.

Out on the floor

• How will the food items be served? And what will the food be served in and on?
• Does the venue provide eco-friendly options or use reusable dishware and utensils?
• Ask about the size of the dishware and serving dishes. Portion control — and more economical and ecological use of ingredients — can be achieved by using smaller plates and serving dishes. 
• Does the venue only put out more food when it is nearly gone or if they refresh it constantly? I recommend always asking the venue and food-service providers to refresh when the serving dish is nearly empty. This walks that fine line between over-serving and making sure event participants never leave unfed or unsatisfied.
• How are beverages served? It's best to avoid offering drinks in cans and bottles in order to cut down on the waste, even if the containers are recyclable.

Donating unused portions

• Do the venues and the food-service providers have a donation program in place?
• If not, would the venue/caterer be willing to work with you on this if you found a nearby organization that could take the donations?

Getting food counts as close as possible

Participants also play a role in reducing waste, by providing planners with information needed to craft the menu and help source correctly. When asking for the information, let potential attendees know that their answers will help the meeting be more sustainable.

• At the time of registration, ask participants about their food needs and preferences.
• Which meals do they plan to attend? 
• Before you provide those food counts, are you reviewing the event's history reports?
• Are you considering the demographics of the participants, their age and gender?
• Have you considered the amount of time individuals have to consume the food?
• Have sound, light and temperature been taken into consideration? 

Unless you have a crystal ball, exact food counts are difficult to pinpoint, so before deciding to under- or over-order, ensure you have all the necessary information. If it is a new vendor or caterer, ask for planner references and give them a call. My 30 years of experience tells me that there are no trade secrets in planning events, just a wealth of information that has not yet been shared.

Get the staff on board

Make sure all of your staff is as informed as you are. Do they all know the specific details needed for making this event sustainable? Educational opportunities are plentiful if additional training is required. More importantly, please do not feel like you have to achieve food-waste reduction alone; it requires the whole team, including management, to host sustainable events. So, get everyone involved.

Get the word out

Now, circulate your success. Let everyone know what you and your organization did to reduce food waste and how much you saved from the landfill. It will look great in those annual reports, social media posts, press releases and even on your résumé.

Annette Ott-Barnett is a veteran  event planner who is currently working on her doctorate at Torrens University in Australia, writing her thesis on food waste at events.