Through the Eyes of Exhibit Professionals
By Glenn Hansen and Glenda Brungardt
Sustainability is no longer optional in the exhibition industry—it’s a critical pillar of responsible participation. Whether motivated by internal Environmental, Social, and Governance (ESG) goals, stakeholder expectations, or brand integrity, exhibit professionals are under increasing pressure to integrate sustainable practices into every phase of their planning.Gle
Adopting sustainable practices doesn’t rest solely on good intentions. Exhibit professionals can’t go at it alone. Their ability to succeed depends on aligning with supply chain partners who not only understand their goals but are also equipped to act with transparency, consistency, and measurable accountability.
That insight became clear when Reduce 2 and The Exhibitor Advocate teamed up to support an exhibitor eager to make sustainability a priority in their sourcing practices. The exhibitor sought not just to source more sustainably, but to embed sustainability into every conversation with suppliers. They wanted practical ways to compare vendors, integrate sustainability into contracts, and make informed, impactful decisions. While the parties were familiar with the valuable sustainability guidelines from Experiential Designers and Producers Association (EDPA), Exhibition Services and Contractors Association (ESCA), and Events Industry Council (EIC), their ask raised an opportunity to build on these resources to better address the specific needs of brand-side exhibit and event marketers.
Through collaboration, this challenge was transformed into an opportunity. By leveraging industry’s best practices and adapting them into actionable, supplier-facing language, a solution was co-developed that evolved into the Sustainability Sourcing Compass. This innovative tool allows exhibit professionals to align their procurement processes with sustainability goals while fostering meaningful progress across the event supply chain.
Designed with a “push/pull” model in mind, the Compass recognizes that while associations and suppliers may push for progress, sustainable transformation also depends on exhibit professionals pulling that progress forward through their purchasing decisions. Exhibitors drive demand. This tool gives them the means to articulate it.
To make the Compass more comprehensive and future-focused, additional insights were incorporated from the Professional Convention Management Association (PCMA) Foundation and the Net Zero Carbon Events initiative. The result is a practical, scalable resource that includes both request for proposal (RFP) language and contract clauses across key exhibit supplier categories. The contract section is intended to supplement—not replace—existing agreements.
As the nonprofit association wholly dedicated to exhibitor success, The Exhibitor Advocate offers a natural home for the Sustainability Sourcing Compass. The organization will steward the tool, ensuring it remains a dynamic resource by updating it regularly to align with future regulations, emerging guidance, and the continually evolving landscape of sustainability within the industry.
What’s Inside the Sustainable Sourcing Compass?
The Compass is organized into a series of user-friendly worksheets:
– Introduction
– Benefits
– How to Use
– Verbiage
– About Us
– Additional Insights
The core of the tool is the Verbiage tab, which features RFP and contract verbiage mapped across major supplier categories, including:
– Hotel Guest Rooms Only
– Hotel Guest Rooms and Venue
– Dedicated Event Venue
– Facility Used as Event Venue
– General Service Contractor
– Stand/Booth Build
– Printing / Signage
– AV / Staging
– DMO / DMC
– Food & Beverage
Each entry is navigated to relevant suppliers with checkmarks for ease of reference, allowing planners to plug in only what applies to their specific needs.
Why the Compass Matters for Exhibitors
- Drive Innovation from Suppliers
RFPs that include sustainability prompts vendors to bring forward smarter, eco-conscious solutions tailored to your program. - Build Competitive Intelligence
Suppliers are evaluated not just on price or design, but also on environmental performance, pushing sustainable innovation throughout the supply chain. - Support Corporate ESG Reporting
Aligning procurement with sustainability goals helps demonstrate accountability to executives, boards, and other stakeholders. - Improve Stakeholder Satisfaction
From reduced onsite waste to smoother setups, sustainable practices enhance the experience for attendees, internal teams, and show organizers. - Lower Exhibit Costs
Efficient design, material reuse, and optimized logistics help cut costs in drayage, storage, and labor. - Reduce Waste and Emissions
By embedding sustainable practices into sourcing, planners shrink their exhibit’s environmental footprint and meet CSR expectations. - Expand Exhibit Options
Access a broader range of innovative inventory, including modular systems and rental solutions aligned with sustainability. - Deliver Durable, High-Quality Builds
Sustainable materials offer enhanced durability and performance, while reinforcing long-term ESG commitments.
Ready to Lead?
The Sustainability Sourcing Compass is here to help exhibitors take a proactive role in transforming the sourcing process. By embedding sustainability expectations into RFPs and contracts, exhibit professionals help set new standards for accountability and innovation across the event supply chain.
It’s time for sustainability to be more than an aspiration. With the Compass, exhibitors can make it a shared commitment—one sourcing decision at a time.
This story originally appeared in the Q3 2025 issue of Exhibit City News, p. 30. For original layout, visit https://issuu.com/exhibitcitynews/docs/exhibit_city_news_-_jul_aug_sept_2025/30.
