Not just for Earth Day: Building Sustainability into Meaningful Moments

At Whirl, Earth Day tends to land during one of the busiest seasons of our year.

Maybe it’s the symbolic alignment with spring—new launches, fresh campaigns, the energy of pre-production in full swing. Or maybe it’s just because corporate events seem to bloom in Q2.

Either way, this week has us thinking: amidst all the travel, production, and planning, how do we keep sustainability front of mind when things get hectic?

It’s something I’ve personally been thinking about more and more—not just as a business owner, but as someone who cares deeply about the kind of impact we leave behind. And over the past few years, our team has been trying to answer that question more intentionally.

With the help of some thoughtful, values-aligned clients, we’ve been learning to weave sustainability into our event strategy from the very beginning. Not as a checklist or an afterthought, but as a mindset. It’s not about perfection—it’s about progress. About making better choices, wherever and whenever we can.
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Here are a few of the ways we’ve been working on that—and some things to consider if you’re on a similar path:‍

Venue matters. A lot.‍

We try to prioritize spaces with built-in sustainability credentials—LEED-certified buildings, venues with real commitments to waste reduction and water conservation, and teams who are already thinking this way. We’ve been lucky to work with some amazing folks who “get it” across Canada.

But it’s not just about policies—it’s about partnership:

• Can you work with venue staff to source reusable materials?
• Can you set up clear waste sorting systems?
• Are they open to donating excess food to a local organization?
• Can you build menus using local, seasonal ingredients?

It’s not always simple, but starting the conversation matters.‍

Print with purpose.‍

Event apps have helped us reduce printed schedules, maps, and signage—not to mention enhance the entire attendee experience.

When printing is necessary:

• Have you considered materials that are recycled, reusable, or even compostable?
• Could your backdrop or stage set be re-used at other corporate meetings throughout the year?
• Can event signage be designed without dates so it can be used again?‍

Intentional tech‍

Audiovisual needs are a big part of most corporate events—and they come with a footprint. We try to prioritize local AV suppliers whenever possible to cutdown on transport emissions and use energy-efficient LED lighting where we can, and always power down equipment between uses‍

Think beyond the venue walls.‍

Unsurprisingly, transportation is often the biggest carbon contributor at an event.

• Could you encourage carpooling in pre-event communications?
• Share a map or instructions regarding public transit options?
• Consider carbon offsets as part of the equation, especially when flights or long distance travel is involved?

Every little bit helps—especially when it’s part of a broader mindset shift.‍

Support your local everything.‍

I could not love the “support local” moment we’re in right now more! Working with local partners has always been something we deeply care about, because it just makes sense. Engaging nearby vendors not only reduces the environmental toll of long-haul logistics—it also adds to the attendee experience, providing richer storytelling and deeper community connection.

• Is there a local partner who could bring your event to life in a more meaningful way?
• Could it shorten a shipping route?
• Spark a new collaboration?
• Is there an opportunity to engage and support local artists and musicians?
• Can you source some cool swag from a local maker?
Bonus if a portion of the funds also supports a good cause!

Local works on so many levels. And it just feels good.

TL/DR – except you did because you made it to the end!

We know sustainability in strategic communications and events isn’t always straightforward—and we’re not claiming to have it all figured out. Not every event allows for every option, and that’s okay. But we believe that progress beats perfection. And that every decision, every conversation, every “let’s try this instead” can move us in the right direction.

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This Earth Day, we’re reminding ourselves (and maybe you too): sustainability isn’t a side project. It’s part of the bigger story we’re telling—one intentional choice at a time.