Why sustainable catering is standard – but AV isn’t yet (and how you can fix that)

Sustainable catering has become the norm – the standard for both large and small organisations. But organisations often forget their AV installations. What was once a blind spot now turns out the be the perfect low-hanging fruit to achieve your sustainability goals faster.

By Kjeld Veenhuis, specialist in Sustainable AV
As a product specialist involved in the development of the very first carbon neutral and circular AV concept in the Netherlands – BRIX zero – I see AV being overlooked in sustainability policies daily.

In this article I’ll show you:

• Why AV is the forgotten factor in sustainability strategies
• The surprising similarities between catering and AV sustainability
• A practical 3-step plan to quickly make AV just as sustainable as your catering

After reading this article, you’ll know exactly how you can also integrate AV in your sustainability strategy, without complexity or high costs.

An eye-opener at a ‘sustainble’ organisation

Last month I visited an organisation that was proud of their sustainability policy. In the lobby, there was a large sign with their CO₂ targets. Lunch was entirely organic, with vegetables from local farms.

“We really are a leader in sustainability,” said the facility manager. “Have a look at our catering – no meat on Monday, everything’s local, zero waste.”

While we were walking through the building, I noticed the dozens of digital signage displays that were constantly showing information. Every meeting room contained big displays. All turned on – even if there were no people in the room.

“And this equipment?” I asked. “How sustainable is it?”
Silence.
“We never really thought about that.”

Why everyone has made their catering more sustainable

This organisation is no exception. Most companies already made their catering entirely sustainable:

• Organic products have become the norm. In almost every tender for contract catering, ‘organic’ is now a requirement. It’s not a ‘nice to have’ anymore, but a must-have.

• Less meat, more organic. Meat-free days, organic alternatives and conscious choices to recude CO₂ impact. Organisations introduce ‘Meatless Monday’ or offer plant-based options alongside traditional meals.

• Local suppliers and seasonal products. Transportation is minimised, and the local economy is supported. Caterers collaboratie with regional farmers and adjust their menus based on what’s seasonally available.

• Anti-waste measures. Exact ordering, donating leftovers, composting organic waste. Modern caterers use smart prediction models to prevent food waste.

• Transparancy about origin and impact. At the buffet, there’s a sign: “This soup is made from rejected vegetables, helping us reduce food waste.” Employees can scan a QR code to see exactly what impact their lunch choices have on the environment.

In short: Organisations have made their catering entirely sustainable. But surprisingly, this doesn’t apply to another impactful factor within buildings yet: audiovisual installations.

Why AV installations are often overlooked in sustainability efforts

Those same organisations that have made their catering fully sustainable, often still have meeting rooms full of energy-guzzling displays running day and night. Digital signage continues, but nobody wonders where the equipment comes from or what happens to it after use. Just take a look at daily business.

• Scope 3 emissions that are completely overlooked. While you know exactly where your tomatoes come from, you have no idea what the CO₂ impact of your AV equipment is. Of the production, transport, and usage.

• Circular aspects everyone overlooks. Your caterer composts organic waste, but what happens to your old displays? Are components reused? Do they end up in an electronic graveyard in Africa?

• Energy consumption without control. You pay attention to energy-efficient lighting, but that meeting room display that runs 10 hours a day? You don’t think about that.

Why organisations make catering sustainable, but forget AV

This blind spot is caused by three misunderstandings:

• Misunderstanding 1: “AV falls under IT policy, not sustainability policy”
  AV equipment is often seen as technology – as a tool, not as a part of your environmental impact. But a display has the same life cycle as every other product: production, transportation, use, end-of-life. And therefore has the same carbon footprint that you can measure, minimise and compensate.

• Misunderstanding 2: “Digital signage and meeting room AV don’t have a big impact”
  An average organisation with 500 employees ususally has 50+ displays and presentation systems. Together, they operate more hours than you think. Plus: the production impact is completely overlooked. Just like with catering, you don’t only look at the preparation, but also at how those tomatoes were grown.

• Misunderstanding 3: “AV sustainability is far too expensive and complex”
  This is the biggest misconception. You don’t have to replace everything at once. Just like you made your catering more sustainable step by step – first organic, then local, then waste-free – you can also approach AV in phases.

3-step plan for sustainable AV installations

The good news? You can use the same approach that you already successfully apply in catering. Here’s how:

Step 1: Measure your current AV footprint in meeting rooms and digital signage

• Check how much energy your meeting room displays and digital signage consume. Not only during use, but also in standby mode.

• Examine the lifecycle of this specific equipment. When were they purchased? What is the expected lifespan? When will they need to be replaced?

• Identify where the biggest impact is made. Also focus on circular aspects and supply chain responsibility – the Scope 3 emissions. Just as you look at the entire chain in catering, from farm to plate.

Step 2: Establish sustainability criteria for meeting rooms and digital signage

• Define carbon neutrality as a basic requirement for new AV in meeting rooms and digital signage. Just as how organic is now the norm for catering.

• Demand circularity and reuse for screens and presentation systems. Similar to how your caterer composts organic waste and reuses packaging.

• Ask for transparent reporting for each meeting room. Just as how your caterer can show where each ingredient comes from and what its impact is.

Step 3: Make it visible through your meeting rooms and digital signage

• Show your sustainability ambitions on your own digital signage screens. “This screen is carbon neutral and part of our circular AV strategy.”

• In meeting rooms, communicate about your sustainable AV choices. Show visitors that you also make conscious choices when it comes to technology.

• Use your screens as a tangible example of your sustainability leadership. Just like that sign for the soup made from rejected vegetables.

Realistic timeline for AV sustainability

Your catering also didn’t become organic overnight. Here are realistic timelines for AV:

• Phase 1: Baseline measurement and defining criteria (1-2 months)
  Take inventory of your current situation and formulate sustainability requirements for future purchases.

• Phase 2: Pilot in one meeting room (3 months)
  Test your new criteria in one room. Collect data and experiences.

• Phase 3: Expand to other spaces (6-36 months)
  Gradual replacement at natural replacement moments.

• Phase 4: Full integration into procurement policy
  Sustainable AV becomes as normal as organic catering.

From blind spot to advantage

That organisation with the organic lunch but energy-guzzling displays? They’re now working with us for a testing phase of carbon neutral meeting rooms. After a thorough baseline measurement and developing sustainability criteria, they are about to launch their first pilot.

They realised that their catering approach was the perfect template for sustainable AV. The same system, the same criteria, the same transparency.

Their expectations? That they’ll achieve their sustainability goals sooner than planned. Their stakeholders will see an organisation that’s consistent in its sustainability ambitions. And their employees will be proud to work for a truly sustainable organisation – not just in the cafeteria, but throughout the entire building.

AV sustainability doesn’t have to be complicated. As pioneers at AVEX, we developed BRIX zero – the first fully carbon neutral and circular AV concept in the Netherlands. We help organisations switch to truly sustainable AV, just as systematically as they once made their catering more sustainable.

Are you ready to turn your AV blind spot into your next sustainability advantage? Start small with a pilot in a single meeting room. Experience how easy it is to make AV as sustainable as your catering already is.

Schedule an online meeting and discover how your organisation can benefit from this missed opportunity, which now turns out to be your biggest advantage.

👉 Your next step?

• Make an appointment with one of our experts. Online or in your cafeteria, enjoying an organic scone.