At Fitwise Management, sustainability is at the forefront of every stage of the conference planning. As the events industry continues to evolve, we recognise the growing responsibility to deliver conferences that not only provide exceptional delegate experiences but also minimise environmental impact.
Travelling Sustainably to the Conference Venue
Travel is one of the biggest contributors to a conference’s carbon footprint. To help reduce this, we encourage delegates to choose public transport, car-sharing, or active travel options wherever possible. Our event websites offer clear travel information including the distance to nearby airports, train and bus stations to help delegates plan their low-impact travel options ahead of conference. Promoting sustainable travel also helps reduce congestion at venues, where parking is often limited.
Reducing Paper Waste
For most of our conferences, we have taken the shift from traditional printed programmes to digital event programmes via an event app which can be accessed on delegate phones. This move not only enhances delegate experience but also reduces the environmental footprint of conferences. Printing materials for conferences often result in large volumes of waste. Over-printing, last minute changes, and post-event disposal can all contribute to unnecessary waste.
This paperless approach aligns with Fitwise’s commitment to more environmentally responsible conference delivery, while also supporting clients’ own sustainability objectives.
Going digital does more than just replace paper, it improves how delegates interact with conference content.
Through the event app, Fitwise conferences offer:
- Live polling and Q&A to encourage audience participation.
- Downloadable slides and abstracts.
- Programmes to easily find speakers and rooms where sessions are taking place.
- Built-in note-taking features for delegates.
- Access to content before, during, and after the event.
By centralising content digitally, this ensures delegates have instant access to everything they need wherever they are at conference, without environmental impact of print.
Switch to Digital Alternatives
In recent years, Fitwise have encouraged clients to move away from traditional physical delegate bags and adopt virtual alternatives. By demonstrating the environmental and practical advantages, such as reduced printing, fewer single-use materials, and easier content updates, we’ve helped clients recognise that digital delegate bags offer a more sustainable and modern approach. This shift has led to a significant reduction in waste and ensures delegates receive information that is always current, accessible and environmentally responsible.
We have also trialled a shift from traditional printed posters to digital poster displays. Typically, presenters brinf large print-out posters onsite and physically mount them onto display boards – a process that requires significant printing, transport and material use – as well as removing them again at the end of conference. By introducing digital poster stations, this makes posters more sustainable and engaging for delegates. Presenters simply upload their poster in advance which are then shown on rotation across digital screens, making them more interactive. Posters can also be made available through the event app, enabling delegates to revisit content at any time.
Although still in the process of a wider roll out, digital poster offer clear sustainability and accessibility benefits that align with both Fitwise and client goals.
Recycling Onsite
Fitwise takes practical steps when onsite at events to reduce waste. For example, we request that delegates give back their badges at the end of the event so we can recycle the paper portion and reuse the plastic badge wallets. By reusing these wallets across many conferences, we significantly cut down on single-use plastics and avoid unnecessary production of new materials as well as save on costs.
Fitwise's Commitment to Sustainable Conference Management
Fitwise’s move to digital tools, reduced waste, and thoughtful onsite practices reflects a broader commitment to delivering high-quality, sustainable conferences. By embracing technology that improves communication, engagement and efficiency, we help shape a more responsible future for the events industry.
By combining sustainable travel guidance, paperless event delivery, digital posters, virtual delegate bags, and onsite recycling, Fitwise takes a comprehensive approach to responsible event management. Every step contributes to lowering the overall carbon footprint.
As delegates expectations continue to evolve, going digital represents a practical and impactful way to reduce environmental impact while enhancing the overall conference experience proving that sustainability and innovation can go hand in hand. Ultimately, our aim is to deliver conferences that leave a lasting impression without leaving a heavy footprint.
If you found this blog useful, we recommend reading our other blog on ‘How to make your event more sustainable‘ for further insights.
