Green Music Network Meeting

Green Music Network Meeting

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3 months
Sara Ohlsson

Design programme and invite the right mix

The Gothenburg test showed that a meeting does not need to be long. A focused half-day format proved effective. It combined case studies, group talks, and networking. The agenda followed three steps: present cases, reflect together, and end with shared take-aways. This gave structure without being rigid.

Case studies are essential. They ground the discussion and keep it practical. In Gothenburg, three examples were central:

Gothenburg Culture Festival tested disposable-free practices, resulting in a manual draft for revision.
BALTIPLAST at Västerås City Festival piloted how to eliminate single-use plastics.
Got Event public arena company shared challenges and progress from arena operations.

These cases made it possible to talk about both successes and problems, showing that change is a process.

Inviting a diverse group is just as important. In Gothenburg the meeting brought together:

Municipalities and city authorities
Event organisers
Venues
Suppliers
Business Support Organisations
Sustainability actors
Non-profit organisations

This broad mix made it possible to connect policy, practice, innovation while building relationships. Local participants provided concrete details, while international voices added perspective and comparison.

Lesson from Gothenburg: Always include suppliers. They bring practical knowledge of products, logistics, and costs.

Additional Material: Agenda & Participants

Set vision, goals, partners and resources

The Gothenburg test showed that preparation is key. A meeting works best when the purpose is clear and shared by all. Start by setting a vision – what change should the meeting work towards? In Gothenburg, the focus was on reducing single-use plastics and cutting event waste. Then set measurable goals. Instead of a broad aim like “raise awareness,” use concrete targets. In Gothenburg, one goal was to strengthen cross-sector and international networking, and to review and update a manual on disposable-free events. Clear goals make it easier to shape the programme and to evaluate afterwards.

Partnerships come next. Choose partners who want real change and can bring something practical. In Gothenburg, the destination management organisation, festivals, arena companies, suppliers, non-profit organisations and sustainability experts all contributed. This mix kept the discussion close to real needs and solutions.

Resources require early attention. Plan at least three months ahead to secure:

Budget and staff
Venue and catering
Speakers and case providers
Technical equipment and online support

Hybrid meetings demand extra staff for online facilitation. A clear lesson from Gothenburg was that one of the hosts also supported remote participants. Without this role, online voices risk being overlooked.

Tip from Gothenburg: Ask partners before the meeting: “What challenges does your sector face if it wants to be more sustainable?” This question helps shape the agenda and creates shared ownership of the outcome.

Quote from participant:

Thank you for the inspiring meeting! Start small, dare to try, and learn by doing—making disposable-free events easier and more impactful.

Helen Barda, Keep Sweden Tidy / BALTIPLAST

Run the hybrid meeting

The hybrid format was one of the strongest features of the Gothenburg test. It allowed international participation, saved travel costs, and reduced the carbon footprint. At the same time, it required more effort in facilitation and technical planning.

Key steps for running a hybrid meeting:

Test all tech in advance: sound, video, streaming platform.
Assign staff to support online participants. In Gothenburg, this ensured chat questions were answered and remote voices heard.
Keep the programme short: long presentations risk losing both online and in-person attention.
Use simple tools to involve everyone: polls, whiteboards, word clouds. Mentimeter worked well in Gothenburg to capture input.
Start with a short networking mingle or a simple check-in question to break the ice. In Gothenburg, this was done with a breakfast mingle.
Mix on-site and online groups in breakout sessions. This proved that hybrid dialogue can work if prepared.

Time management was important. The half-day format helped keep energy high. Presenters kept their inputs short, leaving space for group discussions. Conversations focused on practical challenges in reducing single-use items, cutting waste, and testing reusable solutions at events.

Lesson from Gothenburg: Hybrid works, but it does not run itself. Without tested equipment, dedicated staff, and interactive tools, online participants fade into the background.

Evaluate and share results

In Gothenburg, evaluation was part of the whole process, not just the final step. Because goals were set early, it was clear what to measure. One example was strengthening cross-sector and international networking, another was reviewing and updating a manual on disposable-free events.

Several tools were used:

Short polls and surveys during the meeting.
Small group reflections after each case.
A team debrief within a week to capture insights while fresh.

Follow-up was essential. A thank-you email with presentations and next steps made it simple for participants to stay involved. Results were shared openly in short reports. For example, the disposable-free manual from Gothenburg Culture Festival was revised with new input.

Lesson from Gothenburg: evaluation works best when continuous. Quick check-ins during the event, a structured debrief afterwards, and open sharing of results turned one meeting into a learning tool for others.

Outcome: Continuous evaluation and sharing make the format scalable. Each meeting builds on the last, and knowledge can be transferred to other cities and sectors. This was one of the clearest insights from Gothenburg – a meeting is not an isolated event but part of an ongoing process of learning and adaptation.

Additional Material: Email inviting speakers Green Music Network Meeting

Additional Material: Checklist Green Music Network Meeting

Additional Material: Budget Green Music Network Meeting

This guide shows how to plan and run a Green Music Network Meeting. It highlights the value of bringing people together across sectors – city authorities, event organisers, suppliers, venues, business support organisations, sustainability experts and non-profit organisations – to share knowledge and build solutions. By learning from each other, sustainable practices can be tested, adapted, and scaled.

The content is based on the tested case in Gothenburg. The steps are practical: how to set a clear vision and measurable goals, build the right partnerships, and secure resources in time. It explains how to design a short and focused programme with case studies, group talks, and networking, and how to invite a diverse group of participants. It also shows how to run hybrid formats so both on-site and online participants are included, and how to evaluate and share results for future learning.

Why it matters
The shift to sustainable practices is urgent. Many actors want to reduce waste, test reusable solutions, or improve transport, but no single sector has all the answers. By connecting different perspectives, stronger and more practical solutions can emerge. This guide shows how meetings can become a platform for exchange, learning, and action – making greener events easier to achieve.

Key Steps Covered

Set vision, goals, partners and resources: Define the purpose, agree on roles, and secure budget, staff, venue, and technical support (Step 1)
Design programme and invite the right mix: Plan a half-day with real case studies and interactive sessions. Engage municipalities, organisers, suppliers, and experts (Step 2)
Run the hybrid meeting: Test technology, assign online support, and use simple tools to include all voices (Step 3)
Evaluate and share results: Collect feedback during and after, debrief quickly, and share lessons openly (Step 4)

Flexible and Adaptable
This tool can be scaled to different sizes and contexts. A small workshop or a large international meeting will need different resources and timelines. What matters is keeping the core steps – clear goals, a suitable format, practical planning, and continuous evaluation – while adapting them to local conditions.

Green Music Network Meeting

Sara Ohlsson