Corporate sustainability teams are increasingly scrutinising event procurement decisions. If your organisation has a net-zero commitment, ESG reporting obligations, or Scope 3 emissions targets, the hotels you select for conferences and incentives directly impact your numbers. Here is what to include in your RFP to ensure hotels meet your sustainability standards.
Why Sustainability Belongs in Every Hotel RFP
The MICE sector generates significant Scope 3 emissions for organisations — estimated at 2–3% of total corporate carbon footprint for event-heavy industries. Procurement decisions drive this: the hotel you choose, the menu it serves, and whether it runs on renewable energy all matter for your annual sustainability disclosure.
Tier 1: Essential Sustainability Questions
Include these in every RFP regardless of event type:
- Environmental certification: Does the hotel hold ISO 14001, Green Key, Nordic Swan, EU Ecolabel, Travelife, or equivalent? What is the certification number and expiry date?
- Renewable energy: What percentage of electricity is from renewable sources? Does the hotel have on-site generation (solar, heat pumps)?
- Single-use plastics: Has the hotel eliminated single-use plastic in F&B service (bottles, straws, packaging)?
- Food waste policy: Does the hotel have a food waste reduction programme? Do they donate surplus food to local charities?
- Carbon footprint data: Can the hotel provide a carbon estimate per delegate per day for your event?
Tier 2: Advanced ESG Requirements
For organisations with formal net-zero commitments:
| Requirement | What to Ask in RFP |
|---|---|
| Science-Based Targets | Is the hotel/chain committed to SBTi (Science-Based Targets initiative)? |
| Supply chain | Does the hotel use local and seasonal produce for F&B? What % of food is locally sourced? |
| Water management | Does the hotel monitor and report water consumption per guest per night? |
| Biodiversity | Does the hotel have a biodiversity/wildlife policy for its grounds? |
| Employee welfare | Does the hotel pay a living wage and have a DEI policy? |
| Carbon offsets | If offsetting, which standard (Gold Standard, VCS)? Offsets should be additionality-verified. |
Green Certifications to Look For in Europe
| Certification | Region | Standard | Trust Level |
|---|---|---|---|
| Green Key | Pan-European | Third-party audited annually | High |
| Nordic Swan Ecolabel | Nordics | Stringent third-party audit | Very High |
| EU Ecolabel | EU | EU regulatory standard | High |
| ISO 14001 | Global | Environmental management system | High |
| Travelife Gold | Global | Sustainable tourism audit | High |
| Earthcheck Silver/Gold | Global | Science-based benchmarking | Very High |
| Clé Verte (France) | France/Francophone | Third-party annual audit | High |
Structuring Sustainability Scoring in Venue Selection
When shortlisting venues, build sustainability into your scoring matrix. A suggested weighting:
- Environmental certification: 30%
- Renewable energy sourcing: 20%
- F&B sustainability (local, seasonal, plant-forward): 20%
- Carbon reporting capability: 15%
- Single-use plastics elimination: 15%
Frequently Asked Questions
Are sustainable hotels more expensive?
Not necessarily. Budget-wise, green-certified hotels are on average 0–8% more expensive than equivalent non-certified properties. The pricing overlap is substantial — many sustainable hotels are cost-competitive when DDR is negotiated properly.
Can I offset my event's carbon emissions if the hotel is not sustainable?
Carbon offsetting event emissions is possible via verified standards (Gold Standard, VCS). However, sustainability experts recommend reducing emissions first through venue selection and low-carbon menus, then offsetting only residual emissions.
What is Scope 3 and how do hotel events relate to it?
Scope 3 emissions are indirect emissions in your value chain — including those from business travel and events. Hotel stays, conference venue energy use, F&B carbon, and delegate travel all contribute to your organisation's Scope 3 reporting.
Should I prioritise sustainability over cost in venue selection?
Increasingly, yes — especially if your organisation has public ESG commitments. The reputational and regulatory risk of a sustainability-tone-deaf event choice (luxury resort, fossil fuel-heavy property) is growing alongside reporting obligations.
Does Easy RFP support sustainability filtering for hotel selection?
Easy RFP allows you to include specific sustainability requirements in your RFP questions, which hotels must respond to. This lets you filter and compare venues based on their sustainability credentials alongside price and capacity.
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