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What strategies to reduce event food waste have proven to be most impactful?
Plated meals, reducing the portion size, marrying the menu with other groups in-house. Include the meals on the registration so attendees can indicate which meals they will attend. Refer to event history when giving your guaranteed numbers. Include food donation in your contract.
Molly Johnson, CMP-Fellow
Vice President of Sales & Services, Wilmington and Beaches CVB
Member, MPI Sustainability Advisory Council
Collecting dietary information ahead of events has always helped reduce the “extra” food ordered just in case versus having thoughtfully chosen items that align to the specific dietary needs requested. I’ve also held back dessert from lunch (when did we start always having dessert with lunches?) and had it as an afternoon sweet snack instead.
Hayley Landingham
Event & Project Manager, Emerge
Do attendees notice or comment on sustainable F&B practices, and does it seem to affect their overall event experience or satisfaction?
Yes, attendees increasingly notice and appreciate sustainable food and beverage practices, especially when these are communicated in a positive and engaging way. When sustainability is presented as a thoughtful choice rather than a limitation, it often enhances the overall event experience.
Freshly prepared dishes, show cooking concepts and a clear story around responsible use of resources create both awareness and enjoyment. Guests feel involved and informed without sacrificing quality or comfort. When done well, sustainable food and beverage practices lead to higher satisfaction, better food quality, less waste and a strong sustainability narrative that reflects positively on the event and its organizers.
Robbert Weddepohl
CEO, Conscious Hotels
Member, MPI Sustainability Advisory Council
I have had attendees comment at some properties where the food is a per-person cost rather than a per-item cost and there are heaps of food leftover on buffets. I prefer for items to be brought out periodically so that amounts that are not used are still useable elsewhere without buffet contamination.
-HAYLEY LANDINGHAM
Yes, attendees do notice and feel good about attending events that have sustainable practices in place. If you communicate ahead of time what will be in place, attendees can be prepared and know what to expect like bringing their own water bottle.
-MOLLY JOHNSON
What tools or data would help improve the forecasting of food consumption at events in order to more effectively reduce waste?
Work with the F&B staff to conduct a food audit to see which items were consumed; keep this in your history if this is a repeat event.
-MOLLY JOHNSON
I’d love to see data collected on which food is actually consumed and how much. I’d love to see data collected over time that helps us make accurate forecasting of what is consumed versus what we think will be consumed.
-HAYLEY LANDINGHAM
Food waste continues to challenge the global business events industry — largely because forecasting food consumption remains imprecise. From board-level meetings to international congresses, planners often overproduce to avoid shortages, driving unnecessary costs, wasting resources and environmental impact. The challenge is not a lack of intent, but the absence of accurate forecasting, actionable data and predictive tools.
Why forecasting still falls short: Most event teams plan food volumes using historical attendance figures, rough RSVP numbers or instinct. Buffet and banquet-style service models magnify surplus. Even when planners want to reduce waste, many venues lack the infrastructure to track, separate and donate surplus food efficiently. Inflexible catering contracts limit the ability to adjust portions, menus or production timelines.
The tools and data that make forecasting smarter: The most effective waste-reduction strategies combine predictive analytics with operational insight. Leading meeting professionals are now leveraging several key data sources:
- Predictive analytics and waste tracking: Food waste measurement platforms, such as Winnow and Spoiler Alert, measure food waste by type, volume and service style, converting kitchen data into actionable insights that inform future forecasting and menu design.
- Attendee behavior and registration data: RSVP accuracy, dietary preferences, no-show rates and historical consumption patterns provide a far more realistic picture of actual demand than headcount alone. When integrated early, this data enables planners to forecast more precisely and influence portion control.
- Supplier and venue performance data: Operational platforms, including waste and diversion tracking systems, provide real-time visibility into food usage, waste diversion rates and inefficiencies. This transparency allows planners, venues and caterers to identify problem areas and adjust processes collaboratively.
- Contextual and external variables: External factors such as seasonality, weather conditions, event timing and competing local or global events significantly influence attendance and consumption. Incorporating these variables into forecasting models improves accuracy and reduces risk.
The impact of smarter forecasting: When data replaces assumptions, event teams can…
- Reduce food waste, lowering landfill impact and emissions.
- Cut catering and disposal costs through reduced overproduction.
- Strengthen triple-bottom-line (planet... people... prosperity) reporting with measurable, defensible outcomes.
- Improve the attendee experience, delivering appropriate portions without shortages or excess.
The bottom line: Food waste at events is not an inevitability. By combining predictive analytics, attendee insights and real-time waste tracking, planners can make informed decisions that strike a balance between abundance and responsibility. The future of global business events is no longer defined by scale or spectacle alone, but by smarter, data-driven choices that benefit people and the planet.
Troy Reynolds, CMP, EMD, SEPC, AISEP
Founder & Chief Experience Officer, Imaginneurs
Chair, MPI Sustainability Advisory Council
