Sustainability at EventNook

How we practice sustainability

EventNook provides event registration software, check-in and onsite badge printing. Events bring people together, and they also use energy, paper, plastic and transport. We are a small team, so we focus on the things we control every day and try to do them well.

This page shares what that looks like in practice. It is not a list of targets or certifications. It is simply how we work: in the software we run, in our office, and onsite at the registration counter.

In our software

Our product replaces paper forms, printed tickets and manual guest lists with a digital process. We also try to keep the platform itself efficient.

Hosting and infrastructure

• We run our production systems on shared public cloud infrastructure rather than our own servers. They are hosted on Microsoft Azure in Singapore-based data centres.
• We size servers, databases and storage to actual demand. We scale up ahead of large events and scale back down once they are over.
• We review our cloud resources regularly and shut down or delete what is no longer used, such as idle test environments, leftover storage and expired backups.
• We switch off non-production environments when they are not in use.

Efficient software

• We treat performance as an efficiency measure. Faster pages and smaller downloads use less energy on our servers and on attendees' devices.
• We compress and correctly size images and other media, and use caching so the same content is not generated or transferred again and again.
• We look out for slow or resource-heavy queries and background jobs as part of normal engineering work, and fix them when we find them.
• We send only the emails and notifications an event needs, and avoid duplicate or unnecessary bulk sends.

Data storage

• We keep event and attendee data only for as long as it is needed, in line with our Privacy Policy and our agreements with clients.
• We delete or archive data, files and exports that are no longer required, so storage does not grow without purpose.

Paperless by default

• Confirmations, tickets and QR codes are issued digitally. Attendees do not need to print a ticket to check in.
• Where it suits the event, we recommend digital alternatives to printed material: online agendas, the NookPass event app, digital announcements, and QR code scanning for lead capture in place of paper forms and business cards.
• We send invoices, quotations, contracts and reports to clients electronically.
• We run demos, training and support remotely by default, and travel only when an in-person visit is needed.

In our office

Energy

• We switch off devices that are not in use, including laptops, iPads, monitors, printers and scanners. We do not leave them idle or on standby overnight or over the weekend.
• We unplug chargers and switch off power strips once devices are charged or when they are not being used. A charger left plugged in still draws power.
• We switch off lights and air-conditioning when a room or the office is empty, including meeting rooms after use.
• The last person to leave each day checks that devices, chargers, lights and air-conditioning are off.
• We set the air-conditioning to a moderate temperature rather than the coldest setting.
• We turn on sleep and power-saving settings on laptops, monitors and printers.
• When we buy or replace electrical equipment, we choose energy-efficient models.

Paper and printing

• We work digitally by default, with shared documents, electronic signatures and digital filing instead of printed copies.
• We print only when it is necessary, double-sided and in black and white unless colour is required.
• We reuse single-sided paper for notes and test prints before recycling it.

Waste and recycling

• We separate paper, cardboard, plastics and cans from general waste for recycling.
• We use reusable cups, bottles, plates and cutlery in the office, and avoid single-use items for meetings and team meals.
• We flatten and recycle delivery cartons, or keep suitable ones for packing event equipment.

Equipment and electronic waste

• We maintain and repair laptops, tablets, printers and scanners so they stay in service for as long as they are reliable and secure.
• We reassign working equipment within the team before buying new.
• When equipment reaches the end of its life, we wipe all data in line with our information security procedures, then send it for electronic waste recycling. Electronics, batteries and printer consumables do not go into general waste.

Purchasing

• We buy what we need, in quantities we will use.
• Where quality and cost are comparable, we prefer products that are recycled, recyclable, refillable or supplied with less packaging, and suppliers close to where the goods will be used.

Travel and commuting

• We hold internal and client meetings online when that works as well as meeting in person.
• We use public or shared transport for local travel where practical.
• We combine overseas trips so that one journey covers several meetings or events, and keep the travelling team to the people the job requires.

Onsite registration and badge printing

Onsite work is where we handle the most physical material. Our principle is simple: print what is needed, when it is needed, and bring back everything that can be used again.

Planning with the client

• We recommend on-demand badge printing at check-in. A badge is printed only when the attendee arrives, so nothing is produced for people who do not attend, and late changes to names or companies do not mean reprinting.
• We base badge stock, lanyard and consumable quantities on live registration numbers and expected attendance, with a reasonable allowance for walk-ins, rather than on the invitation list.
• We explain the material options and their trade-offs at the quotation stage. Paper cardstock badges are recyclable and are our recommended starting point for most events. We offer more durable materials where the event calls for them, such as multi-day events or badges that will be reused.
• We suggest badge designs that do not need a plastic holder, and lanyards without a printed date or edition so leftover stock can be used again.
• We confirm the badge layout and data fields before the event with a digital proof and a single test print, to avoid wasted batches.

Equipment

• We use our own pool of check-in devices, printers, scanners and kiosks from one event to the next, and size each setup to the expected arrival volume rather than over-supplying.
• We test all equipment before it leaves the office, so faults are found early and not solved with last-minute purchases onsite.
• We pack equipment in reusable cases and padding, and avoid single-use packing materials.
• We clean, check and repair equipment after each event so it is ready for the next one.

Transport and crew

• We consolidate equipment and materials into as few trips as possible, and crew share transport.
• For overseas events, we send the smallest team that can deliver the job safely and well, and work with local crew or partners where that is suitable.
• Where possible, we ship materials directly to the venue in a single consignment.

At the event

• We check attendees in by QR code or name search on a device. Paper guest lists are printed only as an agreed contingency.
• We print each badge once. If a badge has to be reprinted, we correct the record first so the reprint is right.
• We keep misprints, offcuts and backing material separate from general waste throughout the event.
• We switch off printers, devices and chargers when registration closes each day.
• We use venue power rather than disposable batteries, and rechargeable batteries where batteries are needed.
• Our crew bring their own refillable water bottles.

After the event

• Where the client and venue agree, we set up a collection point at the exit for badges, holders and lanyards. Reusable items go back into stock and the rest is sent for recycling where facilities exist.
• We bring unused badge stock, lanyards and consumables back to the office for future events, and do not discard unopened materials at the venue.
• We dispose of misprinted badges securely, because they carry personal data, and recycle them where the material allows.
• We return or recycle used printer consumables through the supplier's or a local recycling programme where one is available.
• We leave the registration area clear, using the venue's recycling streams.

Working with suppliers and partners

• When we choose printing, material, logistics and equipment suppliers, we consider their environmental practices alongside quality, reliability and cost.
• We ask material suppliers what their products are made of and how they can be recycled, so we can advise clients accurately.
• We share these practices with onsite contractors and local partners before each job.

How we keep improving

• New team members, interns and contractors are introduced to these practices when they join, and onsite team leads go through the relevant points in the crew briefing before each event.
• After events we look at how many badges were printed against how many attendees checked in, how many were reprinted, and how much unused stock came back, so we can plan the next event more accurately.
• Anyone on the team can suggest a better way of doing things, and we update this page as our practices change.

Planning a more sustainable event?

If your event has its own sustainability goals, tell us early and we will plan the registration and badge printing setup around them. You can reach us through our contact page.