Since joining the RGI team last year, I’ve continued doing what I love most—planning meaningful events for my clients. But after attending an MPI event earlier this year, I’ve also become much more aware of how sustainability plays into my planning decisions. That’s what led me to Episode 173 of the Eating at a Meeting podcast, where host Tracy Stuckrath talks with the team from WWF’s Global Food Waste initiative about a challenge, we’ve all encountered—food waste in meetings and hospitality. The conversation was both eye-opening and encouraging, offering practical ideas and real-world strategies planners can use to create more sustainable events that reflect their values, and how to spread the knowledge to others.
Why This Matters: 40% of Food is Wasted
Each year, 40% of all food in the U.S. goes to waste — never reaching the people it was meant to feed. In the context of meetings and events, the numbers are just as staggering: planners in the U.S. alone contribute to a $64 billion food spend annually — meaning up to $24 billion of that could be wasted.
This isn’t just a budget issue — it’s a sustainability and equity one.
It Starts with Stakeholder Transparency
One of the podcast’s core themes is early, open, and values-driven communication. Event professionals should bring food sustainability to the table from the start — at the RFP stage, site visits, and especially during conversations with catering and banquet teams.
Consider these practices:
1. Ask the venue about existing food rescue or food diversion partnerships (e.g., Food Rescue US)
2. Include food sustainability questions in your RFPs.
3. Request the venue or caterer to provide a post-event consumption report.
4. Set expectations clearly in contracts and BEOS- remember, a BEO is a form of contract.
Planning for Impact
A major strategy discussed in the episode? Integrating food sustainability across the event lifecycle:
Before the event:
1. Add a statement in your RSVP or registration asking about dietary needs and the event’s commitment to reducing food waste.
2. Share the plan with stakeholders in advance to create buy-in.
3. Identify and confirm local donation or diversion partners early.
During the event:
1. Collaborate with banquet teams to track real-time consumption
2. Use a backfill method to reduce food prep waste instead of replacing full chafing dishes
3. Monitor guest behavior and adjust portions accordingly
4. Invite a representative from a food rescue organization to speak at the event to inspire attendees and demonstrate impact.
After the event:
1. Share your results and successes — transparency fosters awareness and action
Speak Your Values. Lead with Intent.
Tracy and her guest emphasize that sustainability starts with intentional requests. It’s not enough to hope vendors will act — you need to ask, document, and follow up.
Only by requesting it can we make the change — or push others to start thinking about it.
If sustainability and inclusivity are part of your brand values, they should be reflected in your food and beverage decisions. From choosing vendors to deciding what to do with leftovers, every step is an opportunity to reduce waste and increase community impact.
Final Thoughts
This episode is a must-listen for anyone who touches food planning in meetings, conferences, or hospitality. It reminds us that sustainability and inclusivity go hand in hand — and that waste is a solvable problem when we commit to collaboration, creativity, and transparency.
Personally, this conversation really resonated with me. It reinforced the importance of being more intentional in how I approach food and sustainability in event planning. I’m committed to incorporating more of these practices into my own work and will be sharing these ideas with fellow colleagues and meeting professionals to keep the conversation going and drive meaningful change across all our events.
Kortney Incorvaia
Kortney joined RGI in 2024 and brings over six years of experience planning seamless meetings for medical and academic associations. She holds a BS in Marketing and recently earned her Healthcare Meetings Compliance Certificate (HMCC). In 2025, she was named Planner of the Year by the MPI Indiana Chapter.