Ottawa Tourism launches Responsible Events Guide
Ottawa Tourism launches Responsible Events Guide to help planners host sustainable, inclusive events, spotlighting destination leadership at IMEX Frankfurt 2025.
Ottawa Tourism has launched its 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 20–22 May, where Ottawa Tourism will spotlight its growing leadership in responsible destination management.
'This guide reflects Ottawa's dedication to creating meaningful change within the meetings and events industry,' says Lesley Pincombe, Vice President, Business and Major Events at Ottawa Tourism. 'By offering tangible tools and local partnerships, we aim to make it easier for planners to align their events with sustainable values and leave a positive legacy in our city.'
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 organisers at all stages of their sustainability journey.
Highlights and recommendation 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 décor. 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 minimise food waste. Tips include choosing smaller buffet plates to reduce over-serving, encouraging delegates to brings reusable water bottles, and hosting events at venues that support food recovery.
Details on Ottawa's À 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 organisations 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. The guide also encourages feedback collection to improve accessibility for future events.
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. Customisable impact partnerships can also be arranged through local nonprofits.
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. Suggestions also include sustainable tradeshow guidelines that limit single-use giveaways and favour digital engagement tools like QR codes.
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 décor.
A Donations Directory and Group Volunteer Options, helping planners connect with a variety of local charities and community organisations. 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 organisers embed authenticity and transparency into their messaging.
Whether organisers 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.
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