Sustainable event production affects ESG reporting because AV equipment, lighting, and set design directly impact energy use, waste, supplier choices, and accessibility. Using LED systems, reusable sets, local suppliers, and collecting post-event data helps companies report accurate sustainability metrics.
Every event leaves a footprint.
The screens you use, the lighting you install, and the set you build all affect your company’s sustainability data. Today, sustainable event production is no longer optional. It is part of how companies report their performance.
Regulations like the Corporate Sustainability Reporting Directive are pushing businesses to track and report their impact more clearly. That means one thing for event teams: Your event must not only look good; it must also be measurable.
In this guide, you’ll learn:
- How AV equipment affect your energy data?
- Why does set design create (or eliminate) waste?
- How to map event choices to ESG frameworks?
- What best-in-class companies are already doing?
Why do your events now show up in your ESG report
Events are now included in ESG reporting because regulations such as the Corporate Sustainability Reporting Directive require companies to disclose the impact of their operations more clearly.
A few years ago, the footprint of a corporate event was rarely measured. Today, it is often expected. Even companies that are not directly regulated are feeling pressure from clients, investors, and procurement teams to provide clear sustainability data.
This means event production is no longer just about delivery. It is also about accountability.
What framework should you use?
Most organisations use frameworks like ISO 20121 and GRI Standards.
ISO 20121 helps you plan and manage events in a more responsible way. GRI helps you report the results clearly. Together, they help you track energy use, waste, and supplier impact.
These frameworks do not give you one simple checklist. Instead, they help you build a clear process. They also help you keep a record of your decisions and results. This matters because event claims should be backed by real data after the event.
What is double materiality, and why does it matter for events?
Double materiality is often explained in complex terms, but the idea is simple.
You need to report two things:
- How sustainability issues affect your business.
- How your event affects the environment and people.
For example, high energy use can increase costs for your business. At the same time, it can also increase emissions that affect the environment. Both sides need to be considered.
For event teams, this changes the role of production. You are not only delivering an experience. You are also creating a measurable impact.
How AV equipment directly affect your energy emissions?
AV is one of the clearest sources of energy use at an event.
Lighting, LED screens, projectors, sound systems, and control gear all use power. When they run together, energy use can rise quickly. That is why AV has a big effect on your event footprint.
It is also important to report this correctly. If your company does not own the venue, this electricity is usually counted under Scope 3, not Scope 2. This is a common mistake in event reporting.
The main point is simple: better AV choices can help lower energy use and improve your reporting.
The difference between an efficient AV setup and an outdated one is not marginal. The numbers below show how striking it can be.
75% Less energy is used by LED stage lighting vs. traditional incandescent lighting. | 60% Less power is consumed by LED video walls vs. older plasma screens. | 25× Longer lifespan of LED fixtures vs. incandescent bulbs. | 50% Energy reduction is possible with Energy Star-certified AV products. |
Does switching to LED really make a difference for ESG?
Yes, in many cases it does.
LED lighting usually uses less energy than older incandescent lighting. LED video walls can also be more efficient than older display systems. This can help reduce energy use during an event.
LED fixtures also create less heat. That can reduce pressure on venue cooling systems. Laser projectors can also help because they are more efficient than older lamp-based units.
But the key point is not just to use LED. It is to choose the right setup for the event. A large LED wall can still use a lot of power if it is larger than the event actually needs.
What is standby power, and does it affect my ESG data?
Standby power, also called vampire load, is the energy consumed by AV equipment left in standby mode between sessions or overnight. It adds up significantly across a large event installation and should be reported under the correct emissions category based on how the venue electricity is accounted for.
Energy is not only used during the show.
Managing power properly, including full shutdowns where possible, is a simple step that can make your data more accurate and your energy use more efficient.
What does right-sizing mean in AV production?
Right-sizing means choosing AV equipment that fits the venue, audience, and content.
Many events use more equipment than they really need. Bigger screens, more lights, and larger systems may feel safer, but they often use more power without improving the event.
A better approach is to match the setup to the actual needs of the event. This helps reduce waste, improve design, and make reporting more accurate.
| Pro Tip: Ask your AV supplier for a metered energy report after each event. This actual kilowatt-hour data is far more credible in an ESG disclosure than an estimate, and many suppliers can now provide it as standard. |
How does renting AV equipment help with scope 3 reporting?
Renting AV equipment can help reduce Scope 3 impact.
Making new electronics creates carbon emissions before the equipment is even used. Rental models spread that impact across many events and many users.
This means renting can be a more practical, lower-impact option than buying new equipment for every event series.
How set design creates or eliminates event waste
Set design is one of the largest sources of event waste. Traditional builds are often designed for one use. After the event, materials are removed and discarded. This creates unnecessary waste and adds to your reporting figures.
A better approach starts earlier in the planning stage. Instead of asking what to build, the question becomes what can be reused, adapted, or avoided altogether.
Start with the material hierarchy
Before you buy new materials, ask a simple question: Can we use something that already exists?
A better approach is to start with what you already have, what you can reuse, or what you can borrow. After that, look at recycled or reclaimed materials. If you need something new, choose materials that are sourced more responsibly.
The goal is to reduce waste from the start, not deal with it at the end.
What are modular set systems, and how do they reduce waste?
Modular set systems are built from parts that can be used again and again.
They can be assembled, taken apart, and rebuilt for different events. Because they are reused many times, they help reduce waste and lower the need for new materials.
Some systems also use lighter materials, which can reduce transport weight and lower emissions from delivery and logistics. High-strength cardboard panel systems are fully recyclable and weigh less than wood, which lowers transport fuel consumption and reduces Scope 3 logistics emissions for touring events.
| Material / Approach | Why It’s Better | ESG Metric Improves |
|---|---|---|
| Recycled aluminium (modular) | Tool-free setup, 100% reusable across events. | Waste to landfill: zero; reuse rate: 100% |
| Lightweight cardboard panels | Fully recyclable, significantly lighter than wood. | Scope 3 transport emissions reduced. |
| Mycelium composites | Carbon-neutral, fully compostable at the end of use. | Waste-to-landfill metric; embodied carbon. |
| LED video walls | Replaces printed backdrops; content updated digitally. | Eliminates single-use vinyl and paper waste. |
| Stock scenery store | Extends the lifecycle of existing assets, with no new manufacturing. | Purchased goods emissions; waste volume. |
Can digital scenery replace physical set builds for ESG purposes?
In some cases, yes.
LED backdrops, projection mapping, and virtual set tools can reduce the need for printed backdrops and one-use set pieces. This can cut material waste and reduce disposal after the event.
But digital scenery is not always the lower-impact option. Large LED setups still use a lot of power, so the best choice depends on the event and how the system is used.
Understanding GHG scopes: where event production fits
Event emissions can fall into all three GHG scopes.
| Scope | What It Covers | Event Production Examples |
|---|---|---|
| Scope 1, Direct | Emissions your organisation controls directly | On-site generators (diesel), company-owned vehicles, and gas heating at owned venues. |
| Scope 2, Electricity | Purchased electricity and its emissions | Venue electricity for AV and lighting can be improved by choosing efficient equipment or purchasing renewable energy. |
| Scope 3, Value Chain | Indirect emissions across your supply chain | Attendee travel (often 60–80% of total footprint), hotel stays, production vendors and embodied carbon in materials. |
For many events, Scope 3 is the biggest part of the footprint. That is why supplier choices, logistics, and design decisions matter so much.
The social side of sustainable event production
The social side of ESG is often overlooked, but it is becoming more important.
Accessibility is a key part of this. Events should allow all attendees to participate fully, whether that means physical access, captioning, or inclusive digital platforms. Standards such as the Web Content Accessibility Guidelines provide guidance on how to achieve this.
Representation also matters. Many organisations now track diversity in speakers and participants as part of their ESG reporting.
In addition, the treatment of crews and freelancers is part of governance. Fair pay, safe conditions, and ethical practices are no longer optional considerations.
How is accessibility measured in ESG reporting for events?
ESG reporting now asks for specific data on accessibility. A complete picture covers:
- Physical: Step-free routes, stage access for speakers with disabilities, and non-segregated seating for wheelchair users.
- Hearing: Live captioning (CART), sign language interpreters, induction loops for hearing aid users.
- Sensory: Quiet rooms available for neurodivergent attendees.
- Digital: Event websites and apps that meet WCAG accessibility guidelines.
- Workforce: Backstage access for production crew members with disabilities.
What are conflict minerals, and why do they appear in ESG reports?
Conflict minerals are materials like tantalum, tin, tungsten, and gold used in AV hardware that may be sourced from conflict-affected regions. ESG frameworks require companies to verify that their AV suppliers use equipment from manufacturers with documented conflict-free sourcing.
AV hardware contains these minerals throughout its supply chain. Responsible sourcing is documented through a Conflict Minerals Reporting Template (CMRT), a standardised form that your supplier should be able to provide on request. Asking for it is now standard governance practice in ESG-aligned procurement.
Governance: How to actually verify what you report?
Governance in event ESG means having clear processes to verify the data behind your sustainability disclosures. This includes vendor scorecards, defined team roles, and independent verification of energy and waste figures. This is where ESG credibility is won or lost. Commitments without evidence are not disclosures; they are marketing. Governance is the system that turns production choices into verified, auditable data.
Use a vendor scorecard
The suppliers you choose determine the quality of your ESG data. Before signing off on an AV company or scenic supplier, check:
- Do they have an environmental management system (e.g., ISO 14001)?
- Can they provide metered energy data after the event?
- Do they have a waste diversion policy, and can they report on it?
- Do they have documentation on labour practices and fair pay?
- Will they share their conflict minerals status for hardware?
Set up a clear verification chain
| Role | Responsibility |
|---|---|
| Executive Sponsor | Aligns the event’s sustainability goals with company-level ESG targets. |
| Sustainability Lead | Manages design checklists, supplier onboarding, and pre-event planning. |
| Data Steward | Collects, validates, and stores all evidence for post-event audits. |
For major events, some organisations now seek third-party verification of their Scope 1 and 2 data, and an independent auditor confirms the numbers are accurate. This is becoming the gold standard as stakeholder expectations rise.
What the best companies are already doing
Companies like Apple, Salesforce, and PRG are reducing event-related emissions through renewable energy transitions, real-time data tracking, and lighter modular equipment designs that cut Scope 3 transport emissions by up to 50%.
- Apple: scope 3 all the way down
Apple has achieved a 60% reduction in global greenhouse gas emissions compared to 2015 levels, even as it has launched more products. Their event production mirrors their broader strategy: over 20% recycled or renewable materials, a full transition to renewable energy across their supply chain, and a preference for ocean, rail, and ground transport over air freight wherever possible.
- Salesforce: measure everything, in real time
Salesforce’s Dreamforce conference uses its own Net Zero Cloud platform to track emissions from attendee travel, waste, and water usage in real time, not just in a post-event wrap-up. This live data approach creates a clear, defensible record for their annual ESG disclosure.
- PRG: lighter gear, lower footprint
Production Resource Group redesigned its touring structures to reduce the weight and volume of equipment transported between venues. The result: 50% fewer direct transport emissions compared to previous configurations. They also run a global network of local warehouses, which means gear travels shorter distances to each event.
| Want to know your event’s carbon footprint? EMS Events offers sustainability audits for event production, from a single conference to a full annual event calendar. We give you the numbers you need for your ESG report, and the practical steps to improve them. Contact our team |
Final thought
Sustainable event production is not about doing less. It is about doing things more carefully.
When AV and set design decisions are made with reporting in mind, the result is an event that performs well and stands up to scrutiny.
That is what modern events now require.
How EMS Events support this approach
EMS Events has been producing corporate events, conferences, and live experiences for over a decade. Our in-house sustainability practice helps clients align event production with ESG commitments, from AV specification to post-event impact reporting. We work to ISO 20121 guidelines and partner with suppliers who share our commitment to transparent, measurable sustainability.
FAQs
What is ESG reporting for events?
ESG reporting for events means measuring and disclosing the environmental, social, and governance impact of your event production, including energy use, waste generated, accessibility provisions, and supply chain practices. It uses frameworks like ISO 20121 and GRI standards to structure that data credibly and comparably, year on year.
How does AV equipment affect my company’s carbon footprint?
AV equipment is the biggest energy consumer in event production. The electricity it uses falls into your Scope 2 emissions. Switching to LED and laser systems, right-sizing equipment, and using smart power management can cut this by 50–80% compared to legacy technology.
What is scope 3, and why does it matter for events?
Scope 3 covers indirect emissions in your supply chain and value chain. For events, this includes attendee travel, vendor logistics, hotel stays, and the embodied carbon in your materials. It’s typically 60–80% of an event’s total carbon footprint, which is why supplier choices and material decisions have such a large impact.
What is ISO 20121, and does my event need to comply?
ISO 20121 is an international standard for managing events in a more sustainable way. It helps event teams build better systems for planning, measuring, and improving impact. Certification is optional, but the framework can still be useful even if you do not go through full certification.
What are modular set systems, and how do they reduce waste?
Modular set systems use standardised components that can be assembled, taken apart, and reconfigured for different events. Instead of a bespoke structure that gets thrown away after one use, modular systems are reused many times over, which directly reduces your waste-to-landfill figures and the emissions from manufacturing new materials for each event.
How do I measure the carbon footprint of an event?
You measure an event’s carbon footprint by looking at things like energy use, travel, transport, and materials. Then you apply the right emissions factors to that data. The better your event data is, the more accurate your final footprint will be. That is why real supplier data is much better than rough estimates.
