Embrace these useful tips on how to go paperless for your next event and learn to eliminate any inefficiencies along the way.
The environmental cost of events each year is massive. The exhibition industry in the US alone produces an estimated 600,000 tons of waste annually.
That’s why event managers are turning more and more to digital solutions to host paperless events. 91% of event organizers consider event apps crucial to the success of their events.
Gone are the days of printed tickets, registration paper forms, and brochures. With paperless events, everything is streamlined, efficient, and eco-friendly.
And attendees prefer environmentally conscious events, too! 60% of attendees now say they prefer events that demonstrate environmental responsibility.
Now, attendees can simply download tickets to their smartphones, check in using QR codes, and access event information through mobile event apps. Organisers can create personalised experiences, engage with attendees in real-time, and collect valuable data to improve future events.
Whether it's a conference, trade show, or music festival, paperless events revolutionize the way we plan, execute, and experience events. Join us as we explore how you can reduce paper waste and reap the many benefits and possibilities of going paperless at your event.
For an average international conference, the carbon footprint is approximately 627 kg CO_2e per delegate.
Now that we have the resources to make better, environmentally conscious choices at our fingertips, we can massively reduce the paper waste created by events.
But going paperless is not just about you as an event organizer. Unfortunately, a lot of the waste falls on your attendees’ shoulders. Audience travel is the largest single source of total event emissions. For example, in 2024, 39% of total event emissions were attributed to attendees traveling to events, and that’s just in Europe!
Organizing hybrid events gives attendees the option to connect from the comfort of their own homes instead of flying across the country.
It’s not just the environment we’re trying to save here; it’s your budget, too. 48 % of event managers consider planning the event budget one of the main challenges today.
We all know how costly it can be to source high-quality, printed materials for an event. from sourcing a reliable printer, all the way through to disposal and shredding costs when the event is over.
By making your event paperless, you will undoubtedly save on valuable funds, not to mention shipping fees.
When you rely on printed documents, whether that be manuals, leaflets, brochures or any other printed asset, there’s a lengthy chain before the materials even reach their final destination at your event.
If just one link in that chain has a small delay, it impacts everything - leaving you in the lurch and wanting. A paperless event eliminates the need for all that and yields a far more efficient outcome.
Besides, imagine your keynote speaker canceling their speech, leaving you with a room full of eager attendees but no one to engage them. Digital tools are a much better option than paper to update your audience on any changes.
Remember when it was a novelty to use your Apple Pay to scan your train ticket or board your flight? Well, now it’s commonplace. Going paperless brings your event into the 21st century.
Now that we’ve got you convinced on reducing paper waste, you’ll want to know how to transition to having paperless events from here on out. Don’t worry, we’ve got you covered with this simple step-by-step guide:
Clear objectives in any setting are always the first step in the planning process. Make sure you know what you’re trying to achieve and when you want to achieve it. This allows for a clear structure as you take the first steps, and keeps everything on track
Sure, after years of doing things a certain way, you want to ensure the smoothest transition possible - not just for yourselves but for the people who have also become accustomed to experiencing your events through the paper method.
So, review all current paper processes first to gauge what digital alternatives you need to source. Here is a helpful list of switchouts for you to consider as you move into the paperless world of events.
Now that you know what you’re looking to replace, seek out the best digital equivalent. At this stage, you want to ensure you have a high-quality, affordable product, so test, test, and keep testing your digital solutions until you find the best one for the job.
After your research and implementation, you need to share that knowledge with anyone who may be utilising the technology throughout your event preparations.
This is where the fun begins, the stage where you can really get creative with your new digital assets and inject your business's style into proceedings. Think colours, mockups, and digi-tickets, the design team will love you!
Advertising your paperless approach well ahead of your event is crucial. Send out snippets of digital resources from the get-go, so that they have faith in your digital approach, knowing everything they need is in the palm of their hand.
This is also your time to let your event app shine. Let your attendees know all the features the events app offers so they can stay as engaged as possible throughout.
As we mentioned, with an event app, you can collect live feedback during the event, so this step is easy. Keep an eye on your guests and look for areas for improvement throughout the day.
After the event ends, you’d want to review your event with a fine-tooth comb. Gather your team, read the feedback, and analyze the event so you can do even better next time.
So, you understand why going paperless at an event is so imperative – but you may be skeptical about the alternative. We’re here to put your mind at rest and give you a comprehensive overview as to why, with the right event app, your paperless event can be the most successful one yet.
Event apps typically include a registration feature that lets you send out RSVPs and track who will attend your event.
Gone are the days of manually filling in your attendee behavior! Online registrations will significantly lessen your workload and save you time.
Now, when the event starts, you can use a dedicated check-in app to easily tick off who actually came. It’s incredibly easy and saves time and money.
Plus, you can usually share the app with your team using a PIN code and keep the data secure, rather than sharing on-paper check-in, where anybody can read it.
Event apps have the functionality to update your attendees throughout the whole day – something that a paper event simply can’t offer.
Yes, you may have an itinerary for the day, but things can change quickly during an event, often altering start times. Push notifications in your event app update guests on the go, reducing confusion and increasing efficiency.
We couldn’t imagine rifling through a folder of leaflets and information at an event now. Since transitioning to paperless events via an event app, everything is at the user's fingertips, bringing all digital content into one place.
Whether that’s your event program or information, information on your speakers, or even showcasing your sponsors, it’s all there.
70% of event managers consider engaging attendees the most challenging problem in event management!
An event app enhances the attendee experience to no end, making them more engaged and interactive through live questions, polls, and feedback, as well as a handy social wall, where your attendees can share posts and interact with live content.
When your guests create their account in your Eventee app, they can set up their profile – allowing the app to speak for itself and letting other guests know key information ahead of the event.
Then, through networking’s live chat, they can even interact with other attendees, build their network, and open themselves to new opportunities.
A digital ticket is simply the way forward; having your ticket at your fingertips means you can access it securely anywhere in the world. It also saves a huge chunk of time on entry, saving queues and waiting times.
Events are no longer just about networking and building your contact list; they’re about representing your brand in a manner you’re proud of.
Now, more than ever, businesses are taking steps to make better, more mindful choices about how they impact the world we live in. That’s why it’s important to go paperless for your next event.
Not only can you reduce paper waste whilst reaping financial benefits, but you can also create a more engaging experience for your attendees through the incredible technology available to you.
That’s where an event app like Eventee comes in – it’s an all-in-one solution for event management and planning and has everything you need to make your paperless event a success.
