Plan a meeting with consideration for the environment, people and place

When planning a meeting in Skellefteå, you can make choices that reduce resource use, make participation easier for more people and support local businesses and organisations.

This page provides guidance on travel, food, materials, accessibility and local procurement. The advice is intended to support your planning and should be adapted to the size, participants and conditions of your event.

Our tips

Reduce travel and resource use
Make it easy for participants to choose rail, public transport, cycling or walking where possible. Provide travel information well in advance and consider choosing hotels, meeting venues and restaurants within a short distance of each other.

Reduce the need for printed materials by using digital programmes, participant information and evaluations. Also consider whether gifts, giveaways and single-use products are necessary.

Offer tap water instead of bottled water where possible. Plan for the reuse of items such as signs, name badges and decorations, and ensure that waste sorting is available on site.

Plan food and drink with care
Offer plant-based options and consider seasonal ingredients or produce from local suppliers where possible.

Ask restaurants, caterers and meeting venues how they work with issues such as food waste, ingredient sourcing and waste management. You can also ask whether the business holds an independent environmental or sustainability certification, such as the Nordic Swan Ecolabel or Green Key.

Plan the number of portions based on registered participants and explore in advance what options are available to reduce food waste or manage any surplus food.

Make the meeting accessible and inclusive
Consider accessibility when choosing the venue and designing the invitation. Provide clear information about entrances, toilets, hearing technology, seating, signage and the possibility for participants to state their needs when registering.

Ensure that participants can access information about allergies, dietary requirements, vegetarian and vegan options, as well as other food-related needs.

Aim for diversity in speaker line-ups, panels and programme content. Digital tools for questions and voting can also make it easier for more people to participate.

Use local resources
Consider engaging local businesses, producers, guides, cultural organisations and other suppliers. This can contribute to local business opportunities and give participants a clearer experience of Skellefteå.

Also consider whether parts of the programme can be delivered together with local businesses, associations, schools or other organisations.

Follow up after the event
Decide in advance what you would like to follow up after the meeting. This could include participants’ modes of travel, the amount of printed material used, the number of meals ordered, food waste, accessibility measures or participants’ overall experience.
The follow-up can be used as a basis when planning future meetings and events.

Checklist for meetings and events
The checklist provides support before, during and after the event and is based on experiences from previous meetings and events.

Download the checklist (not translated yet)

Sustainability Hub for Events
Sustainability Hub for Events brings together tools, guidelines and resources for organisers who want to work with issues such as resource use, climate impact and social impacts in events.

Read more about Sustainability Hub for Events

Can we help?
Skellefteå Convention Bureau can provide guidance on matters such as meeting venues, travel, local suppliers, accessibility, restaurants and catering in Skellefteå. Contact Stina Renström