Just as concerning as the figure cited by the FAO in its study is the value calculated by the WWF in its 2015 study on food waste for Germany. In this country, over 18 million tons of food end up in the trash every year. This also accounts for one-third of the country's total food consumption. On average, that is 313 kilograms per second, much of which would still be edible.
Better too much than too little?
Yet a large portion of this could be avoided simply by changing our habits. And prevention is, after all, better than trying to figure out what to do with leftover food after the fact. In the reality of conferences, however, it often seems that extensive catering options are perceived as a positive. Whether everything gets eaten in the end doesn't seem to matter. If it does happen that everything is consumed, one might be tempted to assume the organizer ordered too little, as an empty buffet is certainly an unusual sight.
On the other hand, if there is a lot left over, a lot gets thrown away. The principle of "less is more" would therefore be more appropriate. Saving food primarily means planning the required quantities as accurately as possible.
Planning starts with registration
You can only start calculating properly once online registration has begun and you have reliable data on how many people you can expect. However, using only the number of registrations as a basis for your calculations is insufficient. It is likely that not everyone will attend lunch or the evening conference dinner. If you include everyone in your calculations, you will end up with leftovers.
Therefore, include specific booking options for meals. Offering a choice of menus is also a possibility. There should be a choice – someone who doesn't eat meat won't be thrilled by a roast on their plate. So, ask during registration whether they would like a vegetarian meal or if they have any allergies. Event management software can help keep the registration process clear despite having multiple options.
Smaller and more regional
Whether with or without meat, it is better to plan for smaller portions. No one should feel like they can't move when they get up from the table. This would be counterproductive, especially if there are events scheduled afterward. To ensure no one is still hungry after the meal, here is a trick: if the plates are smaller, we automatically eat less. If you want to maintain everyone's concentration, also avoid sugary foods that only provide a short, quickly fading energy boost. It is also better to keep desserts less indulgent, as fatty food makes people sluggish and tired. Good choices are whole grain products, vegetables, fruit, and legumes.
You can save on costs and transport routes by using seasonal ingredients from the region. While this doesn't guarantee that there won't be leftovers, it is more sustainable than food from distant countries and should also be of interest to international participants.
Preventing and avoiding food waste
If you decide on a buffet, you shouldn't refill it too early. If one type of salad runs out, guests will simply choose another that is still available. Refilling is generally fine, of course, but it shouldn't be done prematurely.
By the way, the best opportunity to utilize leftover food is at multi-day events. This doesn't mean serving the exact same thing reheated on day two. However, the ingredients can be the same and used for the menus of the following days. For example, leftover vegetables can be used to make soups. It is best to clarify with the kitchen beforehand how the previous day's ingredients can be sensibly repurposed.
The "Reduce and Recover: Save Food for People" conference organized by Harvard Law School in the summer of 2016 demonstrates what a creative approach can look like. They not only discussed how to reduce food waste but also demonstrated how to lead by example in a very practical way. Unused fruit and vegetables from the cafeteria were used for salads, vegetable scraps for soups, and breakfast included bread and rolls from the previous day, which, like some other surplus food, came from local organizations. The great variety and quality of the meals were a hit with all 350 participants.
Food banks and boxes
Even with the most precise planning, there will be food left over at the end. That is not a tragedy, as long as it isn't thrown away afterward. Think about what happens next. Perhaps there is already a concept in place. Sometimes catering companies or conference venues work with organizations that accept food donations. Unneeded ingredients could be passed on to those in need via food banks.
Leftovers don't necessarily have to end up in the trash either. Instead, everyone can have them packed up to eat later when hunger strikes again. Because this is still not common practice but is something that should be encouraged, the Federal Ministry of Food and Agriculture, together with the information portal Greentable, created the sustainably produced "Beste Reste Box" (Best Leftovers Box). In Austria, they go one step further. There, they have the compostable "TafelBox". This costs 50 cents each, 20 cents of which goes as a donation to the Wiener Tafel.
Talk about your measures against food waste
Whatever your personal plan to reduce food waste at events looks like, it would be a shame if no one knew about your efforts. When others learn that you are actively working to prevent unnecessary food waste, it leaves a positive impression and will certainly benefit your conference. A few weeks before the event, remind attendees to let you know in good time if they cannot make it, and explain why this is so important to you. Especially with free events, registered participants often fail to cancel, which leads to excess food. You are also welcome to highlight your waste reduction initiatives on-site.
