Protocol Meets Sustainability: Why Every Detail Matters
At its best, protocol is more than just polish and precision—it’s a reflection of our values. As professionals who design meaningful experiences for global audiences, we’re not just coordinating logistics; we’re shaping impact. That’s why sustainability belongs at the center of our work.
This conversation is especially timely. In 2025, we mark ten years since the ratification of the United Nations Sustainable Development Goals (SDGs)—17 interconnected goals adopted by all UN member states to improve life on our planet. But what does that have to do with protocol?
As it turns out: everything.
Protocol Already Speaks Sustainability—We Just Haven’t Called It That
When you think of sustainability, you might picture recycling bins or reusable coffee cups. And yes, those are helpful. But protocol professionals already practice sustainability in spirit: we think about people, place, and purpose with every decision. That same mindset is at the heart of the SDGs.
Some goals clearly intersect with events—Responsible Consumption and Production or Climate Action, for instance. But others might surprise you:
Sustainable Cities and Communities
Decent Work and Economic Growth
Reduced Inequalities
Zero Hunger
What do these have to do with our guest lists, venues, menus, or materials? Quite a bit.
Feeling Overwhelmed? You’re Not Alone
Looking at the full list of SDGs can feel daunting. How can one person or one event possibly make a dent in something as big as “No Poverty” or “Peace and Justice”?
I’ve been there. When I first started weaving sustainability into events, it felt like there were too many barriers—tight timelines, high expectations, limited buy-in from stakeholders. So I started small. I picked one or two areas I could improve and tracked those changes. When I could show that sustainable practices didn’t diminish the guest experience—and sometimes even improved it—it got easier to make a stronger case for broader shifts.
My advice? You don’t have to do everything to do something that matters.
Practical Ways Protocol Supports the SDGs
Here are just a few of the ways I integrate sustainable practices into my work—without sacrificing quality or impact.
1. Support Local Economies
Whenever possible, I work with local, independent vendors. One of my favorite recent examples: I needed both a “thank you” gift and a snack for departing guests. A local popcorn company (discovered at a previous conference!) created custom snack packs that hit all the right notes—budget-friendly, delicious, and meaningful. The guests loved it. The vendor was thrilled. And we built a new relationship in the process.
SDGs in action:
Decent Work and Economic Growth
Gender Equality (by supporting women-owned businesses)
Sustainable Cities and Communities
2. Source Food with Intention
Where food comes from—and where it goes—matters. I prioritize caterers who source locally and partner with food rescue organizations. For receptions, I often opt for passed hors d’oeuvres over buffets. Less waste. More accessibility. Still festive.
It requires some mindset shifts, especially around perceptions of abundance. But good hospitality and good stewardship can go hand in hand.
SDGs in action:
Responsible Consumption and Production
Climate Action
Zero Hunger
Reduced Inequalities
3. Plan for Accessibility
Sustainability isn’t only about the environment—it’s about equity. That means ensuring events are welcoming and inclusive from the moment a guest arrives. Rethink room layouts. Check signage contrast. Offer large-print materials. Walk every path your attendees will take.
At one recent event, the planned route for a guest using a wheelchair was blocked by an unexpected AV setup. Because we’d walked the space early, we had time to adjust. Those small moments are where respect is made visible.
SDG in action:
Reduced Inequalities
4. Choose Materials Wisely
Think before you print. Go digital when you can. Reuse signage. Rent or borrow what you don’t need long-term. Get creative with name badges or tents—use biodegradable or seed paper that guests can plant at home.
One favorite example: I once needed art displays for a temporary exhibit. Instead of buying new ones we’d throw out, I partnered with a local museum to borrow theirs. A coat of paint later, they looked brand new—and we returned them in better condition than we received them.
SDG in action:
Partnerships for the Goals
Responsible Consumption and Production
5. Rethink Transportation
Can your guests walk or use public transit? Are shuttle transfers grouped efficiently? Can off-site events double as learning experiences that justify the travel? Every transportation choice contributes to your event’s carbon footprint—so be intentional.
SDG in action:
Climate Action
Sustainable Cities and Communities
6. Leverage Technology
Technology is your ally. Apps, QR codes, and digital signage reduce waste and improve accessibility. At PDI-POA, we transitioned to digital materials during the pandemic—and never looked back. It’s now the standard.
SDG in action:
Responsible Consumption and Production
Quality Education
Partnerships for the Goals
Getting Started: Quick Wins with Big Impact
Want to bring more sustainability into your protocol work? Try this:
Replace printed materials with apps
Rent or borrow before buying
Plan food quantities based on RSVPs
Use local, underrepresented vendors
Ask your caterers about waste reduction
Rethink “swag”—skip it or make it meaningful
Design for inclusivity from the start
The Core Message
Sustainability is not separate from protocol. It is protocol.
It’s about care. Thoughtfulness. Respect for people and place.
So here’s my challenge to you:
What’s one new sustainable action you’ll take at your next event?
Let’s build a future where diplomacy begins with respect, and protocol leads with purpose.