Ottawa Tourism has launched the Responsible Events Guide, a comprehensive and practical resource designed to help event planners make more sustainable, inclusive, and community-minded choices when hosting meetings and events in Canada’s capital.
The guide will be officially showcased during IMEX Frankfurt from May 20–22, where Ottawa Tourism will spotlight its growing leadership in responsible destination management.
As part of its ongoing commitment to sustainability and as a signatory of the Sustainable Tourism 2030 Pledge, Ottawa Tourism developed this guide to inspire and empower organizers at all stages of their sustainability journey.
Highlights and recommendations from the Responsible Events Guide include:
- A Planning Decision Tree to identify impactful changes throughout the event lifecycle, from signage and delegate kits to catering and decor. This easy-to-use tool encourages planners to eliminate unnecessary waste, rethink materials, and explore local legacy opportunities.
- Sustainable menu planning, with guidance on incorporating plant-based options, sourcing local and seasonal ingredients and tracking meal attendance to minimize food waste.
- Details on Ottawa’s a la Carte Food Recovery Program—Canada’s first destination-led food recovery initiative—developed in partnership with La Tablée des Chefs. Planners can host their event at a food recovery partner venue or donate a symbolic “fourth course” to support organizations addressing food insecurity, like The Ottawa Mission and Shepherds of Good Hope.
- Accessibility recommendations to help foster more inclusive experiences, including providing delegates with opportunities to request accommodations, sharing accessibility details in advance and collaborating with partners like Abilities Ottawa and Whimble Care.
- Connections to local social impact programs, such as hosting Indigenous Markets to support Indigenous creators and businesses, or contributing to community tree-planting and educational initiatives through Forêt Capitale Forest.
- Ideas for waste reduction through circular practices—such as letting delegates opt out of receiving swag, using Ottawa’s “Lend-a-Lanyard” program, and prioritising recyclable signage or digital alternatives.
- Design ideas for lower-impact special events, such as replacing cut flowers with live plants that can be donated, choosing upcycled furniture from local suppliers like LouLou Lounge, and integrating sustainability stories into centrepieces and decor.
- A Donations Directory and Group Volunteer Options, helping planners connect with a variety of local charities and community organizations. From painting and food prep to wildlife sanctuary maintenance, the guide lists multiple year-round volunteer activities suitable for visiting teams.
- Storytelling strategies that help planners communicate their sustainability initiatives before, during and after the event. From “know-before-you-go” emailers and on-site signage to post-event recaps, the guide helps organizers embed authenticity and transparency into their messaging.
Whether organizers are sustainability trailblazers or just taking their first steps, Ottawa’s Responsible Events Guide offers flexible entry points, actionable tips, and local inspiration to ensure every event can make a difference.
The Responsible Events Guide is available for download at ottawatourism.ca/en/meetings/oh-to-ah.
You May Also Be Interested In…
Authentic Indigenous Inclusion Deepens Cultural Connections
