April 18, 2023

Paperless Conferences: Everything You Need To Know

Why Are Paperless Conferences Important for Sustainable Events?

Sustainability is no longer optional for modern businesses, it’s essential. With climate change at the forefront of public concern, corporate events that create unnecessary waste are under scrutiny. On average, conference attendees produce 1.89kg of waste per day, and tradeshow paper waste can equal the equivalent of 170 trees. A paperless approach not only reduces this environmental impact but also aligns your events with corporate social responsibility (CSR) initiatives, making your event strategy more responsible and forward-thinking.

What Are the Benefits of Switching to Digital Event Management?

Paperless conferences replace printed invites, agendas, handouts, and brochures with digital alternatives, providing benefits beyond sustainability. Event planners and agencies can cut costs, save time, and reduce logistics headaches, while attendees enjoy the convenience of accessing all event information on their devices. For event marketing teams, digital events offer enhanced interactivity, measurable engagement, and a modern experience that resonates with millennials and Gen Z, who increasingly prioritise environmental responsibility.

How Can Event Agencies Implement a Paperless Conference?

How Do You Start with a Paper Audit?

Begin by listing every printed item your event normally requires – from agendas to name badges – and calculate the costs and environmental impact. If your conference is recurring, reviewing previous budgets makes this process easier. Showing the financial and environmental benefits upfront helps persuade stakeholders and senior management to support a paperless initiative.

How Do You Get Everyone Onboard?

A successful paperless conference relies on team buy-in. Appoint a “paperless champion” or task your event management team with ensuring the digital strategy is followed. Communicate clearly with suppliers, exhibitors, and internal teams to make sure everyone understands the benefits and their responsibilities.

What Digital Alternatives Should Event Planners Consider?

Mobile-friendly event websites: Share all attendee information, registration, and updates in one accessible place.
Event apps: Enhance engagement and provide real-time updates, content downloads, and networking features.
Digital-friendly venues: Choose spaces equipped with screens, project mapping, and video walls.
Smart badges & QR codes: Facilitate networking and marketing material downloads without paper.
Digital marketing campaigns: Promote your event through email, social media, and other online channels rather than printed collateral.

How Can You Communicate Benefits of Going Paperless to Attendees?

Inform attendees from the outset that your event is paperless. Highlight tangible benefits, like trees saved and reduced waste, through pre-event emails, app notifications, and on-site signage. Offering on-site support for app usage or QR code scanning ensures that all attendees can easily adapt to digital tools.

How Can Incentives Encourage Participation in Paperless Conferences?

Reward attendees, exhibitors, and sponsors who support your digital approach. Reduced registration fees, special recognition, or “green exhibitor awards” can motivate participation and generate social media engagement. Incentives make sustainability fun while reinforcing your event agency’s commitment to environmentally responsible event design.

How Do You Measure the Success of a Paperless Conference?

Track engagement metrics, financial savings, and reductions in paper waste. Identify obstacles and plan improvements for future events. Measuring success helps stakeholders see the impact of your sustainable event strategy and strengthens your position as an expert in responsible event management.

What’s Next After Going Paperless?

Paperless conferences are just one step toward sustainable events. Event planners and agencies can explore other strategies like eco-friendly catering, carbon-neutral venues, and sustainable materials to further reduce your events’ environmental footprint. Each initiative enhances your brand reputation while contributing to a greener future.

Ready to make your next conference sustainable and paperless? Get in touch with our event strategy experts today to design a smarter, greener, and more engaging event.

News