The University of Göttingen is committed to designing events that are both sustainable and inclusive. This checklist for sustainable and inclusive event management provides key recommendations for organisation, realisation and post-processing of events.
When organising events, staff members and students as well as external partners are encouraged to integrate sustainability considerations and ensure accessibility for the widest possible range of participants. Prioritising inclusion and sustainability throughout the planning process helps create an event that is both environmentally responsible and welcoming for all.
A designated person is responsible for sustainability issues.
A designated contact person is available before, during, and after the event to address matters related to inclusion and accessibility.
The event’s sustainability goals are clearly defined.
A strategy is in place for addressing discriminatory statements during the event and in digital spaces (e.g. social media), including clear reporting procedures and defined responsibilities
Event materials are made available online in accessible formats.
Diversity among speakers and presenters is actively promoted across all speaking roles, including keynotes, chairs, and presenters.
Options for sustainable travel (train, bus, carpooling) are communicated.
Information on sustainable mobility on site (e.g., public transport, bike rental, e-scooters, etc.) including city maps, is made available. Transportation, as well as arrivals and departures required for the event organisation, are also coordinated to minimise emissions.
Information on available facilities (e.g., reserved parking, wheelchair access, hearing loops, and quiet rooms) is provided in advance to those who may need it.
Requests (e.g., dietary needs, accessible formats, communication support, and infrastructure) are addressed.
Hotel options, preferably with green or sustainable certification, are provided, including accessibility details and public transport connections.
Participants are advised to bring appropriate clothing for the venue’s climate conditions.
The option to voluntarily offset greenhouse gas emissions is communicated.
Participants are informed if tap water is safe to drink and if leftover food can be taken away (reusable food containers are recommended or provided).
All materials (invitations, websites, posters, emails) follow accessibility guidelines:
Minimum font size for handouts: 14 pt, sans serif (e.g., Arial).
Minimum font size for posters and presentations: 24 pt, sans serif (e.g. Arial)
High contrast (dark text on a light background).
Avoid small, italic, or decorative fonts.
Text is left-justified rather than justified at both margins.
Key event details are not embedded in graphics (to ensure accessibility for screen readers).
Event materials use diversity-sensitive, non-discriminatory (figurative) language and imagery.
Accessible name badges are designed with proper font size and display options, allowing inclusion of preferred pronouns or forms of address.
Alternatives to an on-site event are considered, such as offering a hybrid format.
The venue is accessible and is chosen based on an appropriate size relative to the number of participants.
Accessibility is ensured, relevant information is provided, and these measures are included in emergency planning.
Communication support is arranged (e.g., live captioning, transcripts, Sign Language Interpreters, microphone system for 30+ attendees).
Wheelchair accessibility is ensured, including seating, aisles, ramps, and height-adjustable speaker desks.
Inclusive seating is offered (e.g., chairs without armrests, direct line-of-sight and proper lighting for Sign Language Interpreters, accessible power outlets, reserved seats for people using communication support).
The venue and time are chosen to ensure easy access by public transport.
Distances between different venues are kept short; if necessary, accessible transport options are arranged.
It is checked which materials can be borrowed and which need to be procured, e.g., exhibition stands.
Reusable products (e.g., cutlery and tableware) are prioritised, followed by environmentally friendly, recyclable, or recycled options (e.g., napkins made from recycled paper).
Disposable products are avoided, e.g., decorative items such as balloons, disposable tableware and portion packs of e.g., sugar, ketchup, mustard, and snacks if hygiene standards allow.
When using banners and decorations, it is ensured that they do not contain any event-specific information or dates so that they can be reused after the event.
Communication is as paperless as possible, e.g., digital dissemination of information, invitations, registration and conference documents.
Necessary print products are printed as efficiently and ecologically as possible. Printing is kept to a minimum and, if possible, without colour.
IT devices are used that meet the accessibility and ecological criteria wherever possible.
Guest gifts are avoided as far as possible. If this is not possible, attention is paid to environmentally friendly, socially responsible and regionally produced gifts.
Preference is given to local suppliers with short delivery routes. Only vegetarian/plant-based dishes are offered, with priority given to regional, seasonal, fair trade and organic products.
Food is clearly labelled with allergen details and dietary options (e.g., gluten-free, vegan, halal).
If catering is limited, a list of nearby accessible restaurants (with accessible bathrooms) offering diverse dietary options is provided.
Food with a high ecological footprint, e.g., goods flown in, is avoided.
Tap water is offered in carafes or via water dispensers.
Information about origin, cultivation methods and working conditions during production is provided.
A variety of seating options is provided, including accessible seating; buffet tables are wheel-chair-accessible and staff are available to assist.
The event’s sustainability goals as well as a clear equality and diversity statement are commu-nicated to the participants.
Participants are informed about how and who to report concerns to.
Organisers are prepared to handle disruptions, group-related hostility, or discriminatory re-marks from the audience and act as a clear contact point.
Security needs are assessed in advance, and a safety plan is implemented if necessary to pro-tect attendees, especially from external disruptions (e.g., by extremist groups).
Do you have questions or suggestions on the topic of sustainability in research?
Would you like to find out more about sustainability in operations at Göttingen University?
Do you have an idea concerning sustainability in your degree programme?
Do you need information on international networking on sustainability?
For these and general questions and suggestions, please contact us!
