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Anyone planning a sustainable event in 2026 will usually receive five key requirements from the client: reusable tableware (a legal requirement), a menu with less meat and less waste, efficient transport, sensible energy use and proof afterwards that the plan was delivered. Sustainable event requirements are shifting from good intentions to commitments you can measure and verify. A certification such as Green Key or ISO 20121 can be useful, but it does not replace clear agreements for each individual event. Procurement teams and CSR managers who understand the difference can write stronger briefs and compare proposals on a like-for-like basis.

Why are clients asking for evidence instead of good intentions?

A few years ago, a sustainable event might have meant paper straws and a green logo on the invitation. Those days are gone. Since 1 January 2024, single-use plastic cups and food containers can no longer be used for on-site consumption, including at private events and in offices, according to the Dutch Government. Reusable options are now the standard. The only exception is where high-quality recycling is in place. (Services)

The rules may be clear on paper, but they are not consistently followed in practice. The Netherlands aims to reduce the use of single-use cups and food containers by 40 percent in 2026 compared with 2022. Research by the Dutch Human Environment and Transport Inspectorate found that, in 2024, only 24% of inspected events were genuinely using reusable packaging. For procurement teams, this is a real risk. If reusable cups are not specified in the agreement, a supplier may simply turn up with their existing stock.

Budget pressures matter too. According to figures from Statistics Netherlands, shared by Koninklijke Hibin (2026), just 61,5% of businesses are investing in sustainability this year, compared with 64,3% in 2025 and 68% in 2024. That leaves less room for token gestures. Clients want to know which choices deliver the greatest impact for every euro spent, and whether they can support those claims in their CSR reporting later. The conversation has moved from “Are you sustainable?” to “What exactly are we agreeing, and how will you prove it?”

Sustainable event requirements: what do clients typically ask for?

Compare a few event briefs and the same six priorities come up time and again. A full-service approach can cover them in one plan, bringing catering, hire, technical production and transport together.

• Reusable tableware and glassware: This is legally required, but the brief should also state who will wash it, where this happens and what water and power facilities are needed.
• Menu: A larger plant-based offering, seasonal ingredients and local suppliers wherever practical. Increasingly, clients are asking for vegetarian food as the default, with meat available as an option.
• Food waste: A realistic guest count, a firm cancellation deadline and clear arrangements for surplus food.
• Energy: Grid electricity wherever possible. If a generator is required, it should match actual consumption rather than being oversized.
• Transport: A venue that guests can reach by public transport or bike, with as few supplier journeys as possible.
• Reporting: A short post-event report covering guest numbers, waste streams and menu choices.

This is where a single supplier has a clear advantage. A caterer that also provides furniture, marquees, styling and technical production can coordinate tableware, washing facilities and power as one integrated plan, delivering everything in as few trips as possible. With five separate suppliers, you can easily end up with five vans arriving on site and no one taking ownership of leftover materials. Find out how this can affect your budget in comparing catering in Brabant by price per guest.

There is no fixed price for a sustainable event. Costs depend on guest numbers, event duration, whether the venue has its own kitchen or requires a full temporary setup, and how much data you want to measure afterwards. A venue with an established kitchen and access to grid electricity can often make a bigger difference than any individual green initiative. The same applies to every type of event, from a conference to a stylish party venue in Sint-Oedenrode.

How does a sustainable event work, from brief to reporting?

The process is much like any other event. The difference is that sustainability decisions are agreed upfront rather than improvised afterwards. A well-planned corporate event schedule is the right place to capture these commitments.

1. Create a brief with measurable requirements. Set out what you want to achieve, such as no single-use items, at least half the dishes being plant-based and a report within two weeks. Your event partner should respond with a proposal for each area.
2. Review the venue and logistics. Check accessibility, kitchen facilities, power supply and washing options together. This is often where the biggest savings can be made, because extra transport or a generator may no longer be needed.
3. Confirm the menu and guest numbers. The caterer proposes a menu that suits the season and your requirements. Agree a final guest count and cancellation deadline.
4. Deliver the event with one point of contact. On the day, the project manager ensures every commitment is met, from tableware to waste separation.
5. Report and review. After the event, you receive the data requested in advance. Use it for your CSR report and to create a sharper brief for the next event.

The same principle works for multi-day events, but should be applied to each part of the day. The conference planning guide for Brabant shows where to build these decisions into your schedule, so lunch, breaks and drinks receptions each have their own arrangements. This makes sustainable event requirements measurable at every stage.

Which organisations benefit from a full-service sustainable approach?

Not every event needs a detailed sustainability plan. This approach is particularly well suited to:

• Procurement teams in larger organisations managing events through a formal brief or tender process, where sustainability criteria need to be scored and compared.
• CSR managers who need figures for annual reports or climate reporting and want more than an attractive event recap.
• HR and marketing managers planning staff parties or client events, where employees and customers are paying close attention to what is served and what is thrown away.
• Office managers in mid-sized businesses organising regular drinks receptions or team days, who want to establish sound arrangements once and use them for every edition.

It is less relevant for a small office gathering with a few platters of snacks. In that case, reusable glasses and a realistic order are usually enough. If you require every supplier to hold formal ISO 20121 certification, check in advance whether they can provide it. Many caterers work to their own sustainability standards rather than operating a certified management system.

Certification or commitments: how to assess sustainable event requirements

Two certifications appear most often. ISO 20121 sets out requirements for a sustainable event management system and was inspired by the 2012 London Summer Olympics, according to NEN. The standard was revised in 2024, replacing the 2012 version (NEN, ISO 20121:2024). According to Stichting KMVK, Green Key is the largest sustainability certification for the hospitality sector, with more than 750 certified businesses across three levels: bronze, silver and gold. It applies to conference venues and public events, among others.

They are useful, but it is important to understand what a certification does and does not tell you. ISO 20121 assesses whether an organisation manages sustainability systematically. Green Key says something about a business or venue. Neither guarantees that your event will use reusable tableware, that the menu meets your brief or that guest numbers have been adjusted after cancellations. A certified venue using a caterer who still brings disposable items performs less well than an uncertified supplier that documents and reports everything for each event.

Many event briefs still overlook one point: the greatest environmental gains usually come not from tableware, but from food choices and guest travel. Over-ordering, a venue accessible only by car or a fully built temporary venue powered by a generator will usually have a greater impact than bamboo cutlery. Focus your requirements there and you will achieve more with the same budget.

Ask every supplier these questions:

• How do you provide reusable tableware, and who handles the washing? Ask where this will happen and what facilities are required.
• What proportion of the menu is plant-based and seasonal? A sample menu tells you more than “we keep it in mind”.
• How late can I revise the guest count? The later you can adjust it, the less waste there is likely to be.
• How many deliveries and suppliers will come to the venue? One supplier for catering, hire and technical production reduces both transport and coordination.
• What happens to leftover food and waste? Ask about waste separation and arrangements for surplus food.
• What data will you provide after the event? Agree the format in advance so it fits your reporting requirements.

Frequently asked questions

Is reusable tableware required for a corporate party?

Yes, reusable items are the legal standard for food and drink consumed on site, including at private events and in offices. Single-use plastic items are only permitted where there is a high-quality recycling system. Make clear in your brief who is responsible, so the task does not fall between two suppliers.

Does my caterer need ISO 20121 certification?

No, ISO 20121 is a voluntary standard for a management system, not a legal requirement. It is more useful to ask how the supplier documents sustainability for each event and what data they will provide. If you do require the certification, make it a non-negotiable condition in your brief from the outset.

Is a sustainable event more expensive?

It depends on the choices you make. Washing facilities and additional waste separation cost money, but a realistic guest count and a venue with an existing kitchen and grid electricity can often save money. Ask for a proposal that shows each sustainability measure separately.

How can you measure whether an event was sustainable afterwards?

Agree a small number of metrics in advance, such as the gap between ordered and actual guest numbers, the amount of residual waste by waste stream and the share of plant-based dishes. Ask guests how they travelled when they register, and you will also have transport data. Only choose metrics you will genuinely use in your reporting.

Is a fully vegetarian menu always the best option?

Not necessarily, it is about balancing impact with what your guests value. Many clients choose a vegetarian menu as the default, with meat or fish available on request. This lowers the overall impact without making guests feel that something is missing.

Where should you start with your next event brief?

Start with the three requirements that usually have the greatest impact: guest numbers, menu and venue. Set these out clearly for each event, then finish with a reporting requirement. When sustainable event requirements are specific from the outset, you can properly assess delivery afterwards. Certification is a valuable addition, but it is not a substitute for clear agreements.

La Casserole brings together catering, styling, technical production, hire and project management through one point of contact, creating a complete event solution. With its own venues in Brabant and more than 40 years of experience, you can compare your sustainability requirements directly against a practical proposal. Include your requirements when requesting a quote for corporate catering in Brabant and ask how each one will be met.

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