Parliament Hill, Ottawa River
Ottawa Tourism has officially launched the Responsible Events Guide, a powerful new tool that helps event organizers plan more sustainable, inclusive, and community-conscious meetings. Created to support both seasoned professionals and first-time planners, the guide offers step-by-step insights that make eco-conscious decision-making easier at every stage. The guide will be featured at IMEX Frankfurt, May 20–22, where Ottawa will showcase its leadership in responsible destination management.
Smart Planning Starts with a Purpose
The foundation of the Responsible Events Guide is a clear and actionable Planning Decision Tree. This tool is built to simplify complex decisions. It walks organizers through all elements of the event life cycle, including signage, transportation, catering, décor, and giveaways. It offers clear prompts on how to avoid unnecessary waste, reduce single-use items, and design legacy-focused events. As a result, even simple adjustments—like rethinking delegate kits or using digital signage—can lead to major environmental gains.
Menu Design That Respects the Environment
The guide offers expert tips on sustainable catering, one of the most important—and often overlooked—parts of event planning. It suggests incorporating plant-forward menus, sourcing local and seasonal ingredients, and planning for dietary inclusivity. These steps not only reduce emissions but also ensure attendees have healthier and more enjoyable meals. In addition, the guide recommends using smaller buffet plates to reduce over-serving and suggests tracking meal attendance to better estimate quantities.
Planners are also encouraged to partner with venues that support food composting and zero-waste strategies. Delegates can be asked to bring reusable bottles, and signage can remind them to minimize food waste. These are small but meaningful actions that add up.
À la Carte Recovery Program Turns Surplus Into Support
One of the standout programs featured is Ottawa’s À la Carte Food Recovery Program—the first of its kind in Canada. Developed in partnership with La Tablée des Chefs, the program enables event organizers to donate leftover food or contribute a symbolic “fourth course” to local charities. Partner organizations include The Ottawa Mission and Shepherds of Good Hope, both of which serve the city’s most vulnerable populations.
Hosting your event at a participating venue streamlines the donation process and ensures food that would otherwise go to waste is redirected to people in need. This is an easy way to combine sustainability with direct social impact.
Inclusion and Accessibility for All Attendees
True sustainability also means inclusivity. The Responsible Events Guide includes recommendations to ensure that everyone feels welcome and supported. Planners are advised to ask about accommodation needs early in the registration process and to provide detailed accessibility information in advance. Post-event feedback should be collected to improve future access.
In addition, the guide points to excellent community partners such as Abilities Ottawa and Whimble Care, which help planners tailor services for guests with different abilities. These strategies lead to events that are not just greener—but also fairer.
Supporting Indigenous Creators and Local Nonprofits
Planners are encouraged to leave a lasting legacy by working with local partners. One standout idea is hosting Indigenous Markets at events. These pop-ups promote Indigenous-owned businesses and offer attendees the chance to buy locally made goods while learning more about the cultures that shape Ottawa.
Other suggestions include contributing to tree-planting initiatives with Forêt Capitale Forest or building custom social-impact partnerships through nonprofits. These add both meaning and depth to the event experience.
Creative Solutions to Cut Down Waste
The guide also covers circular economy principles. It encourages planners to allow delegates to opt out of swag, to use digital tools like QR codes, and to prioritize recyclable or reusable signage. Programs like Lend-a-Lanyard help reduce unnecessary production and align with zero-waste goals.
Sustainable tradeshow guidelines further reduce clutter. For example, instead of plastic giveaways, exhibitors can offer digital brochures or eco-friendly samples. These practices help improve brand reputation while respecting the environment.
Décor That Tells a Sustainable Story
Event design is an opportunity to reinforce sustainability themes. The guide proposes using live plants instead of cut flowers, which can later be donated to schools or hospitals. It also recommends renting upcycled furniture from suppliers like LouLou Lounge, a local favorite.
Planners can even integrate sustainability into centerpieces or table signage. For example, printed cards can share stories about local nonprofits or explain how décor was sourced responsibly. These details inspire guests and set the tone for a thoughtful event.
Communicating Impact Throughout the Event
Telling your story matters. The Responsible Events Guide offers strategic communication tools, including templates for “know-before-you-go” emails, on-site educational signage, and post-event recaps. These elements show transparency and commitment.
Organizers can also display data about waste reduction, food donations, or community contributions. This creates lasting impressions, helping guests see the bigger picture behind their experience.
Start Anywhere, Make an Impact Everywhere
One of the strengths of the Responsible Events Guide is its flexibility. It offers multiple entry points, so planners at any stage of their sustainability journey can jump in. Whether you’re just starting or already a green leader, there’s always room to grow.
With step-by-step recommendations, community connections, and inspiring case studies, Ottawa’s guide ensures that every event can make a difference. It’s more than a checklist—it’s a commitment to purpose-driven planning.
Download the Guide and Join the Movement
The Responsible Events Guide is available now at ottawatourism.ca/en/meetings/oh-to-ah. By using it, planners gain access to expert strategies, local partnerships, and sustainable solutions that bring long-term value. Ottawa isn’t just a place to meet—it’s a place to lead the future of responsible events Just Now News.
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