Paperless Event - Sustainable Conference Guide
How much paper does an average conference produce?
A printed conference pack is usually an agenda, notepad, folder, certificate, sponsor materials and flyers, and part of it is in the bin the same day. The agenda, room plan, certificate, survey and session handouts alone come to about 100 g of paper per person, roughly 30 kg for 300 attendees (an estimate from paper weights). Across the whole event the waste is far larger: festivals and outdoor events average 2 kg per person per day (Powerful Thinking report, via Event Industry News).
It is not just an environmental issue. It is operational and cost-related too. Print orders must be locked in 2-3 weeks before the event, and any agenda change after print means reprints or errata sheets. For the organizer, that creates rigidity attendees usually only notice when the program changes.
The shift is simple. Most printed materials can be replaced by one app on the attendee's phone. No installation, no App Store. Read why PWA is the new standard in our article on event apps without the App Store.
What a PWA can replace
The standard EventApp feature set can replace most materials that used to go to print.
| Previously printed | EventApp module | What you gain |
|---|---|---|
| Program and schedule | Agenda | Real-time changes, no errata |
| Venue map, room plan | Map / Google Maps | Routes to parking, entrances, rooms |
| Hotel list | Hotel module | Booking links, contacts |
| Decks, materials, certificates | Downloads | Available post-event, no email blasts |
| Satisfaction survey | Surveys | Instant results in the organizer panel |
| Voting cards | Live polls | Results on screen in seconds |
| Photo album | Gallery | Photos available immediately, including during the event |
| Contact form | Contact | Inquiries reach the inbox in real time |
These features are available in EventApp as standard - as are attendee login, QR check-in, chat and networking, and additional forms. The organizer configures them in the admin panel, without ordering separate tools for every task. If you need something beyond that, we can adapt the app to the way your event works - adding custom sections, integrations with external systems, and features built for one specific event. We covered the survey side in detail in our article on live polls and surveys.
Why no-install PWA matters for ESG
A PWA runs in the phone's browser. The attendee scans a QR code and opens the app right away. There is no store download, no installation, and no need to prepare separate iOS and Android versions.
- No installation files - native apps often weigh 80-150 MB. For 300 attendees that can mean 24-45 GB of transfer. A PWA loads only the screens people actually use, usually a few MB per session.
- One app for every device - the same link works on phones, tablets, and computers. The organizer does not need to maintain several separate versions.
- Opens with no signal - ask attendees to open the app and their QR code online before arrival, on the phone they will use at the event. The saved code can be available offline.
After the event, attendees are not left with another app taking up space on their phone. They can simply remove the shortcut from the home screen.
Multi-language without reprinting
Printing the agenda in three languages triples the cost and the paper. EventApp's multi-language support lets each attendee choose their interface language from one link. We enable whichever languages your event needs. No reprints, no logistics, no risk of a German guest receiving a Polish brochure.
This is especially important for hybrid events, where attendees join from different countries. One app, and everyone sees the content in their own language. We covered this in more detail in our article on the app for onsite and online attendees.
Quantifying the ESG impact
If your company reports ESG metrics, reducing paper and CO₂ can become concrete data for the annual report. For a typical 300-person conference, this can mean:
- Paper: about 30 kg at 300 attendees (estimate: about 100 g per person across the agenda, room plan, certificate, survey and session handouts)
- CO₂: multiply the weight of paper you did not print by the emission factor your printer or paper supplier gives you
- Cost: no printed programme, room plan, certificates or surveys, so about 2,000-3,000 PLN net less at the printer for 300 attendees (an estimate based on Polish online print shop price lists, September 2026)
When paper still makes sense
- Entry badge - a lanyard with name and company is still the fastest ID. Limit print to that single item.
- Roll-ups and branding - reusable scenography elements stay physical, but they are not single-use flyers.
- Less digital audiences - for senior groups or attendees without smartphones, keep a 5-10% paper run.
12 things you no longer need to print
- Conference program
- Building and room maps
- Speaker bios
- Partner hotel list
- Sponsor handouts
- Satisfaction survey
- Voting cards
- Attendance certificates (PDF to download in the app)
- Photo album
- Networking attendee list
- Organizer contact cards
- Per-session feedback forms
Each of these can be handled in EventApp. You do not need separate tools for every task.
Need something beyond the standard?
EventApp is not a closed tool with one fixed setup. Every deployment is adapted to the event. If you need an extra feature, for example an ESG report in your company's format or carbon footprint tracking for individual sessions, we can build it on request.
Want to see EventApp from the inside? View the demo and contact us to tell us what kind of event you are planning.
Frequently asked questions
What about attendees without a smartphone?
Almost every business conference attendee has a smartphone today. For the rest, a few printed copies of the agenda are enough.
Does the app work offline in a hotel with weak Wi-Fi?
Partly. Ask attendees to open the app and their entry QR code online before arrival, on the phone they will use at the event. The code saved on that device can be available without a signal.
Are the surveys and polls GDPR-compliant?
Consents are collected in the registration form: each clause is stored with its version and the moment it was accepted, so you have a documented basis for processing. The connection to the app is encrypted (HTTPS).
How does pricing compare to print?
EventApp costs 3,000 PLN net (about €700) per event, with no subscription and no per-attendee fee. If you come back to us with another event within a year, you pay 2,500 PLN net for it. In return you skip printing the programme, room plan, certificates and surveys, and reprinting whenever the agenda changes. For 300 attendees that printing alone comes to about 2,000-3,000 PLN net (an estimate based on Polish online print shop price lists, September 2026).
How do I document the CO₂ reduction in an ESG report?
Calculate it from the paper you don't print: the agenda, room plan, certificate, survey and session handouts come to about 100 g per person (an estimate from paper weights). Multiply that weight by the emission factor your printer or paper supplier gives you. We can prepare the statement in your company's format on request.
