Sustainability in Event Planning in Indianapolis

Redefining Celebrations with a Greener Approach

Events are moments frozen in time, filled with joy, excitement, and memories. Yet, behind the glamor and splendor of these occasions lies an opportunity—an opportunity to make a positive impact on our planet. As the world embraces the urgency of sustainability, event planning is undergoing a transformative shift towards greener practices. Indianapolis, known for its vibrant culture and cutting-edge event scene, is a prime example of a hotspot for eco-friendly event planning.

At Crystal Signature Events, sustainability isn’t just a checkbox—it’s woven into the very fabric of how we operate across our three downtown venues: The Indiana Roof Ballroom, The Crane Bay Event Center, and The Heirloom at N.K. Hurst. Below, we explore the evolving world of sustainable event planning and share how Crystal is planning to implement more mindful practices in effort to make a more positive impact on the environment.

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The Need for Eco-Friendly Event Planning

The scale of modern events—whether weddings, corporate gatherings, or trade shows—often results in significant waste. In fact, industry experts continue to estimate that events generate approximately 2.5 pounds of waste per person per day. Recognizing this, venues, caterers, and planners are embracing sustainability not as a trend, but as a shared responsibility.

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Innovative Approaches to Sustainable Event Planning

Digital Transformation: Crystal has embraced a fully digitized onboarding process, eliminating unnecessary printing and paperwork. Our event signage is transitioning to reusable digital displays, and we’ve replaced traditional business cards and brochures with sleek digital versions using QR codes and downloadable PDFs. At our venues, second monitors help eliminate the need for printed checklists, and all venues have gone cashless—further reducing our physical footprint.
Smarter Waste Management: Crystal attended the MPI Global Meetings Industry Day Kickoff Celebration where we listened to Dr. Aurora Dawn Benton, sustainability expert and Founder of Astapto, LLC, discuss ways the events industry can be more mindful with their waste. She recommended utilizing the Indianapolis Event Waste Guide located on the Visit Indy website, which is filled with local sustainability resources and best practices for reducing, reusing, and recycling. The Waste Guide includes a list of Donation Partners that accept food, floral arrangements, promotional items, apparel, furniture, building materials, signs, and banners. At The Indiana Roof Ballroom, a trash compactor helps significantly reduce waste volume before disposal. Our venues are exploring a feasible recycling program as well as a mail-in service to dispose of cigarette butts responsibly at our venues with outdoor spaces.
Sustainable Energy and Facilities: Opting for venues with eco-friendly certifications, renewable energy sources, or LEED certifications can significantly reduce the event's environmental footprint. Crystal has invested in energy efficiency from front-of-house to back-of-house. All venues have upgraded to LED lighting (using a rebate program), and restrooms now use motion sensors to minimize energy use when not occupied. Additionally, our team supports sustainability on a personal level—Crystal’s leadership works from home one day per week to help reduce commuting-related emissions and our overall carbon footprint.
Mindful Catering Choices: Our catering focuses on sourcing local, seasonal ingredients to support community agriculture and reduce transportation emissions whenever possible. Additionally, we collaborate with Second Helpings to reclaim and redistribute unused food to those in need. We've also reduced the frequency and volume of pre-pouring drinks at events, which reduces beverage waste significantly—one more small step that makes a big difference.
Thoughtful Event Design: Embracing reusable, recyclable, or biodegradable decor and materials—from floral arrangements to menu cards—creates an aesthetic appeal while reducing waste. Because Crystal’s venues are full service—providing tables, chairs, linens, and more—there’s no need for clients to buy new items or generate additional shipping waste. For those renting externally, we highly recommend A Classic Party Rental, a trusted and environmentally-conscious partner in Indianapolis.
Transportation and Accessibility: Indianapolis is known for its walkability thanks to having the most skywalks connecting hotels to the convention center compared to any other city in the country as well as the Indianapolis Cultural Trail, which is revered as one of the most ambitious urban trails in the world. Crystal’s venues are strategically located in downtown Indianapolis and we encourage guests to carpool, use ride shares, or take advantage of Indy’s expanding public transportation network, including the battery-powered rapid transit system.
Community and Giving Back: In addition to food donations, Crystal supports grassroots efforts like the White River State Park Clean-Up and donating books to local schools and art supplies to Riley Children’s Hospital. Crystal proudly supports community awareness by sharing helpful resources, such as this, to help outline and pave the way toward more sustainable practices for planners and venues throughout the city.
Carbon Offsetting: Partnering with organizations that facilitate carbon offsetting programs allows event planners to mitigate the carbon footprint of their events by investing in eco-friendly initiatives. Ecosystem Events is a company specializing in sustainable event planning services in Indianapolis. They offer training and consulting for event professionals at any stage of their sustainability journey.

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The Impact and Benefits of Sustainable Event Planning

Sustainable events don’t just help the environment—they create lasting value.

Environmental Conservation: Reduced waste, energy savings, and conscious sourcing help protect ecosystems and preserve natural resources.
Cost-Efficiency: Going digital and minimizing excess leads to long-term cost savings for both clients and planners.
Enhanced Reputation: Clients and attendees value eco-conscious partners. Sustainability adds to your brand’s credibility and appeal.
Social Responsibility: Supporting local businesses and nonprofits ensures that event dollars stay within the community and support meaningful causes.

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Looking Ahead

The future of event planning lies in continued innovation, creativity, and a firm commitment to sustainability. At Crystal Signature Events, we are proud to support this movement—one thoughtful decision at a time. By incorporating smart technologies, reducing waste, and embracing mindful operations, we aim to inspire both our clients and peers to reimagine what’s possible.

Sustainability is no longer an optional “extra”—it’s an essential part of creating events that leave a lasting impression for all the right reasons. Contact us today to explore how we can create a one-of-a-kind sustainable experience for your next event.