Recent years have seen a growing focus on sustainability, recycling and ecology. At Aarhus University we are also committed to organising and holding conferences and events in a more sustainable way. We’re taking these steps because we want to take responsibility for the society we are part of. But in fact, we have also discovered that in many cases we can save resources – and thus save on costs – by approaching things differently. By making a few small adjustments and putting a little effort in planning and holding your conference, you can make a big (sustainable) difference – while also sending an important signal about AU’s priorities and values. If you’re interested in learning more about how Aarhus University is working to contribute to sustainable development through research and education as well as its own operations, find out more here.
You can do a lot yourself to make your events more sustainable. We’ve put together some inspiring suggestions and tips below.
Here is a list of some of the simple, common-sense changes you can make that will make your conference more sustainable. You can either select one or a few to focus on or decide to go all in, before and during the conference – click below and find inspiration:
One of the Danish Veterinary and Food Administration’s seven new dietary recommendations is that we should all eat less meat and more legumes – ideally 100 grams a day (cooked weight). Beans, lentils and peas are all legumes; there are many varieties, but all of them are among the healthiest plant-based sources of protein available. They are not only filling and a good source of dietary fibre, vitamins and minerals – they are also a cheaper, more climate-friendly alternative to meat. So keep legumes in mind when you’re planning catering for your next conference or event. Talk to AU’s canteen personnel about it – they’re very knowledgeable!
Learn more about legumes below:
Here’s a list of certified organic restaurants in and around Aarhus. Organic products are good for your health, for biodiversity and for the environment.
Remember that you can always work with conference venues and restaurants to provide more sustainable meals, for example an entirely vegetarian dinner for your conference guests.
Since August 2022, vegetarian food has been the default option for catering meetings and conferences financed by AU. Read more about this policy
Get inspiration on how to reduce food waste and refuse in AU’s green guide.
You might also want to consult the Danish Veterinary and Food Administration’s latest dietary recommendations from 2021 when deciding on the menu for your next event. The Danish Veterinary and Food Administration’s dietary recommendations can help you ensure a healthy, climate-friendly balance in what you and your conference guests eat and drink.
The refuse triangle is like an upside-down dietary pyramid – the best options are at the base. Note that direct reuse is above recycling – so it’s better to reuse things like nametags than recycling them, for example. Things that can no longer be reused should be recycled, as a matter of course.
We're working on making our selection of gifts and merchandise more sustainable. Read more about AU's sustainable water bottles and totebags made of ecological cotton here.
Aarhus University’s 0.5-litre sustainable water bottles are available with Danish and English texts, as well as an Aarhus BSS version.
The water bottles can be used again and again. They are BPA-free and dishwasher-safe. It’s a good idea to buy bottles for your conference guests to use. However, remember to consider how your guests are going to fill and refill them.
Good advice about filling water bottles and hygiene:
AU’s tote bags are made of organic cotton and are a more sustainable alternative for packaging conference materials and supplies or as merchandise for participants. You can buy the tote bags in the web shop.
In 2019, Aarhus University’s event team developed a green conference and event handbook in collaboration with Aarhus Events, VisitAarhus and Worldperfect. It’s a tool to help event organisers work with sustainability strategically and practically.
Download the handbook here.
Events and Communication Support works closely with VisitAarhus to promote sustainable conferences. There are lots of useful links on the VisitAarhus website to resources where you can learn more about sustainability initiatives in the Aarhus region.
Read the article (in Danish): Aarhus er den 3. mest bæredygtige turistdestination på internationalt index
You’ll also find lots of information and news about the City of Aarhus’ sustainability and climate initiatives on the Go Green with Aarhus website.
It’s important that you put some thought into how you present your sustainability initiatives in your communication with participants and through other channels, for example the conference website. Of course, you should explain what you’re doing, but be diplomatic, transparent and concrete as possible in your communication. Avoid using vague language that can be misinterpreted. Don’t use descriptors like ‘sustainable’ or ‘climate-friendly’ unless you have the data or certifications to back up your claims. Instead, use language like “We are taking steps to become more sustainable,” and explain what you’re doing in specific terms.
For example, instead of calling your event a “sustainable meeting”, use language like “a meeting with vegetarian, locally produced catering” and “transportation in busses that run on biodiesel”. While you might find yourself wanting to make more sweeping claims to get your reader’s attention, keeping your text specific will help you avoid the greenwashing trap. Refer to AU’s climate strategy as a background and framework for your communication. Read a guide to communicating about sustainability that also explains the legal aspects:
If you are interested in reading more about how Aarhus University is working to promote the sustainable development through research, education and the operation, click here