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Ottawa Tourism’s Responsible Events Guide for sustainable meetings

As global expectations shift toward more environmentally and socially conscious experiences, event destinations must keep pace. Ottawa, Canada’s capital, is not just keeping up - it’s leading the way. This spring, Ottawa Tourism unveiled its Responsible Events Guide, a forward-thinking, practical resource for planners looking to deliver sustainable, inclusive, and community-driven events. 

“This guide reflects Ottawa’s dedication to creating meaningful change within the meetings and events industry,” says Lesley Pincombe, Vice President, Business and Major Events at Ottawa Tourism. “By offering tangible tools and local partnerships, we aim to make it easier for planners to align their events with sustainable values and leave a positive legacy in our city.” 

A Resource Rooted in Action 

Developed as part of Ottawa Tourism’s pledge to sustainability, the Responsible Events Guide isn’t a lofty vision document - it’s a boots-on-the-ground toolkit. It speaks to planners at all stages of their sustainability journey and offers practical, ready-to-implement strategies grounded in five key themes:  

  • Waste reduction 

  • Food recovery 

  • Accessibility 

  • Social impact 

  • Authentic storytelling 

At its heart is the Responsible Event Planning Decision Tree - a visual tool that helps organisers evaluate each component of their event, from delegate bags to meal service, through a sustainability lens. The goal is not perfection, but progress. Planners are encouraged to ask: Can this be eliminated? Can it be more sustainable? Can it create a positive impact? 

From Local Plates to Global Impact 

Food plays a starring role in any event, and Ottawa’s approach to sustainable catering is both innovative and community-focused. The guide offers detailed recommendations for crafting lower-carbon menus: including increasing plant-based options, prioritising local and seasonal ingredients, and eliminating single-use items. 

What truly sets Ottawa apart, however, is its À la Carte Food Recovery Program, developed in partnership with La Tablée des Chefs. This first-of-its-kind, destination-led initiative ensures that surplus food from events is redirected to community organisations such as The Ottawa Mission, Shepherds of Good Hope, and Lionhearts Inc. 

During the 2025 IIHF World Junior Championship, the program recovered over 18,500 meals - a powerful example of how small changes can generate significant social returns. 

Accessibility and Inclusion at the Core 

Ottawa has also embedded inclusivity into its planning ethos. As a Rainbow Registered DMO, Ottawa Tourism has implemented measures to foster events that are welcoming to all across the destination. The guide encourages planners to ask delegates about accessibility needs during registration, share venue information in advance, and work with partners like Whimble Care to provide adaptive services. 

Collecting feedback and input are essential for growth and improvement. The guide therefore recommends collecting post-event accessibility feedback to drive continuous improvement and ensure that everyone, regardless of ability, can fully participate. 

Community Connections and Circular Thinking 

One of the guide’s standout features is its Donations Directory and Group Volunteer Options, a curated list of local charities and causes that welcome support from visiting groups. From packing food parcels at Caldwell Family Centre to planting trees with Forêt Capitale Forest, the opportunities for engagement are varied and rewarding. 

On the waste reduction front, the guide promotes circular practices: allow delegates to opt out of swag, use Ottawa’s Lend-a-Lanyard program, and rent décor items from upcycling innovators like LouLou Lounge. Event signage is another opportunity for impact - organisers are encouraged to replace printed materials with digital screens or recyclable alternatives. 

And it’s not just about what you do, it’s also about how you share it. The guide includes a robust section on storytelling, encouraging planners to communicate their sustainability commitments at every stage of the event lifecycle. Whether through “know-before-you-go” emailers, signage explaining on-site decisions, or post-event impact summaries, Ottawa helps planners tell an honest and engaging sustainability story. 

A Destination Evolving with Purpose 

Ottawa’s rise as a hub for world-class association and business events isn’t coincidental, it’s strategic. With expanded air access from Europe, award-winning venues, and a suite of new luxury hotels arriving by 2026, the city’s infrastructure is primed for international events. 

But it’s the city’s commitment to values-led hosting - seen in initiatives like the Responsible Events Guide - that truly distinguishes it. Through collaboration with local organisations and an unwavering focus on sustainability, Ottawa is redefining what it means to host responsibly. 

For planners ready to make a meaningful impact, Ottawa offers not just a venue, but a vision. 

Download the Responsible Events Guide at ottawatourism.ca/en/meetings/oh-to-ah and contact the Meetings and Conventions Team to start planning your next sustainably minded event: