By Bonnie Lyall | Digital Marketing and Design | JuteBag

Sustainability is important in exhibition planning. Yet when exhibitors purchase merchandise, environmental claims can be difficult to assess. Terms such as “eco-friendly,” “green” and “sustainable” may sound reassuring, but they do not explain what makes one product preferable to another.

The answer is rarely found in a single feature. A product containing recycled material may include coatings that affect recyclability, travel a long distance before reaching the exhibition or be ordered in quantities that create surplus.

The goal is not to find a perfect product, but to make a better-informed purchasing decision based on evidence. These eight questions offer exhibitors a framework for evaluating merchandise across its lifecycle.

Question #1: What exactly makes the product sustainable?

When a supplier describes an item as sustainable, ask what that means specifically. Is the claim based on recycled content, renewable materials, manufacturing methods, durability, responsible sourcing or another characteristic?

The answer should identify the attribute being claimed and its relevance. It should also clarify the claim’s scope. “Made with recycled material” does not necessarily mean the entire product is recycled, while “recyclable” may apply only to certain components.

Question #2: Where was it manufactured?

The country of manufacture is a useful starting point, but it does not reveal the supply chain. Raw materials, fabric production, components, assembly and decoration may originate or take place in different locations.

Ask what the supplier knows about these stages and how far the product can be traced. Exhibitors may also ask how manufacturing partners are assessed, including relevant environmental and workplace practices.

The aim is understanding the wider journey behind the finished item and establishing whether the supplier has meaningful supply-chain visibility.

Question #3: What materials are actually being used?

Material descriptions can become less straightforward under scrutiny. An item described as recycled may contain only a proportion of recycled content. A fabric named for its principal fibre may be a blend. Coatings, linings, adhesives, fasteners and printing inks may introduce additional materials.

These details influence durability, care requirements and end-of-life options. Mixed materials can be difficult to separate, while coatings may affect recyclability. Exhibitors should request a breakdown of the principal materials, including percentages where recycled content forms part of the claim.

Question #4: How durable is it?

Sustainability discussions often focus on materials while overlooking how long a product is likely to remain useful. A poorly constructed item may be discarded quickly, regardless of its material credentials.

Consider how the merchandise will be used. Are its handles, seams, fastenings and decoration suitable for repeated use? Can it be cleaned or maintained? Will the design remain relevant after the exhibition?

Durability should be assessed alongside material choice. A useful product that performs well over time has a greater opportunity to remain in circulation and continue delivering value to its recipient.

Question #5: What evidence can the supplier provide?

Credible environmental claims should be substantiated. Depending on the product and claim, evidence might include certification, transaction records, test reports, chain-of-custody documents or written information from manufacturers.

Exhibitors need not become certification experts, but they should ask: What does the evidence cover? Who issued or verified it? Does it relate to the specific product, material or facility under discussion? Is it current?

A logo on a webpage or product sheet should not be treated automatically as proof that every aspect of the finished item is certified. Suppliers should explain the relevance and boundaries of their documentation.

Question #6: What happens before the product reaches the show floor?

Material composition is only one part of a product’s lifecycle. Packaging, freight, delivery schedules and last-mile logistics also matter.

Ask how items will be packed, whether unnecessary individual packaging can be avoided and whether shipments can be consolidated. Ordering early may provide more transportation options, while rushed production can restrict them.

Exhibitors should also consider the most efficient delivery destination, whether the venue, a fulfilment partner or another location. Coordination among the supplier, exhibitor and event team can help prevent duplicate handling, excess packaging and inefficient shipments.

Question #7: How much should actually be ordered?

One effective way to reduce waste is to avoid creating unwanted merchandise. Ordering extra units can feel safer when attendance or booth traffic is uncertain, but an excessive contingency may leave boxes of unused stock.

Quantities should reflect a realistic distribution plan. Exhibitors can review expected attendance, previous redemption rates, staffing and the method by which merchandise will be offered. Controlled distribution, pre-event selection or attendee redemption can help align orders with likely demand.

The right quantity is not necessarily the volume that produces the lowest unit price. It is the quantity the exhibitor can distribute or use responsibly.

Question #8: What happens after the exhibition?

End-of-life planning should begin before the purchase order is approved. Consider what recipients are likely to do with the item and what will happen to any stock remaining after the event.

Can surplus merchandise be used at another exhibition without appearing dated? Could it support employee onboarding, community activities or another appropriate purpose? If donation is proposed, is there an identified recipient with a genuine need?

Disposal claims also require scrutiny. A technically recyclable item may not be accepted by systems available to the recipient. Designing for continued use is often more practical than relying on an uncertain disposal route.

Treat Sustainability as a Procurement Process

No single question determines whether merchandise is sustainable. Stronger decisions come from considering materials, manufacturing, evidence, durability, transportation, quantity and eventual use together.

This approach changes the supplier conversation. Instead of asking for an “eco-friendly giveaway,” exhibitors can define their priorities, request relevant information and compare options consistently. Sustainability is not simply a product description. It is the outcome of a procurement process in which claims are questioned, evidence is reviewed and lifecycle considerations shape the final decision.

Get more tips by tapping into IAEE’s sustainability resources here!

About the Author

Bonnie Lyall is a digital marketing and design professional at JuteBag, creating insightful content informed by her expertise in building engaging brands and effective online experiences.

The post From “Eco-Friendly” to Evidence: 8 Questions Exhibitors Should Ask Merchandise Suppliers appeared first on IAEE.