On 10 July 2026, Executive Order No 1469/2026 of the mayor of Kraków entered into force, adopting the “Recommendations for the Sustainable Organisation of City Events”. This document sets out the principles for planning and holding events organised or co-organised by the City of Kraków, taking into account environmental, social, organisational and accessibility considerations. The Order came into effect from the date when it was signed.
Which events do the recommendations apply to?
The Order applies to national or international events organised or co-organised by the City of Kraków with an expected attendance of at least 50 participants.
The document covers, among other things:
- business and academic events, including conferences, congresses, forums, symposia, trade fairs, workshops and training sessions;
- cultural events;
- sporting events, including e-sports and e-gaming;
- entertainment and recreational events;
- charitable, social, civic and governmental events.
The recommendations are addressed to the organisational units of Kraków City Hall and municipal organisational entities. They should be taken into account at all key stages of preparing for the event: planning, drafting contractual provisions, holding the event and post-event evaluation.
Key areas of the recommendations
The detailed principles are set out in Appendix 1 to the Order. Their aim is to reduce the environmental impact of events, support accessibility and inclusivity, and increase the value of events for local communities. The recommendations also refer to the UN Sustainable Development Goals.
Setting measurable objectives
Organisers are recommended to define specific, measurable objectives at the planning stage, relating to such things as:
- reducing CO2 emissions;
- reducing waste;
- lowering resource consumption;
- promoting local engagement and accessibility.
Objectives should be measurable, for example by eliminating printed materials or removing single-use plastics.
Venue and accommodation
Venue selection should take into account public transport accessibility, accessibility for people with disabilities, energy-efficient solutions, waste segregation and cooperation with local suppliers.
For participant accommodation, venues located close to the event site are recommended, particularly those holding sustainability or ESG certifications, or with implemented sustainability strategies.
Transport
The document highlights the need to promote rail travel, public transport, walking and cycling. Public transport should be presented to participants as the primary means of getting to the event. Where possible, the number of coach transfers should be kept to a minimum, with group conference tickets for public transport being recommended.
Catering
The recommendations also cover reducing food waste, planning portion numbers appropriately and making use of surplus food. At least 50 per cent of meals should be vegetarian or vegan, with plant-based options recommended as the default.
Locally sourced and seasonal products are preferred, along with reusable crockery and cutlery and access to tap water.
Waste and the 5R principle
For waste management, the document refers to the 5R principle: refuse, reduce, reuse, repurpose and recycle. Organisers should provide clearly labelled sorting bins and ensure that staff and volunteers are appropriately trained.
It is also recommended to limit printed materials and promotional merchandise, and to use reusable items or those made from recycled materials.
Accessibility, DEI and participant wellbeing
Event organisation should reflect the principles of diversity, equal treatment and inclusivity. Events should be accessible in terms of physical access, communication and digital provision, with inclusive language being recommended in all communications with participants.
The document also draws attention to participant comfort, including adequate breaks, rest and quiet zones, access to green spaces and the organiser’s preparedness for weather-related risks such as heatwaves or heavy rainfall.
Communication and reporting
Information about sustainability measures should be communicated to participants in an honest and transparent manner. Following the event, data on whether and how the stated objectives were achieved should be collected, with successful solutions being documented for use at future events.
Three appendices to the Order
Appendix 1 – recommendations for organisers
The first appendix sets out the core catalogue of recommendations. It covers nine areas: sustainable development objectives, event venue, accommodation, transport, catering, waste management, DEI, participant comfort and wellbeing, as well as education, communication and reporting.
The document can be used as a checklist of considerations when planning an event and when working with venues, contractors, catering companies and other suppliers.
Appendix 2 – annual report template
The second appendix takes the form of a table for submitting annual information on events held and the solutions applied. The form requires basic details about the event – its name, date, venue and number of participants – as well as a record of actions taken in areas such as venue, accommodation, transport, catering, waste, DEI, participant wellbeing, communication and reporting.
Kraków City Hall organisational units and municipal organisational entities are required to submit information for the previous calendar year to the Kraków Convention Bureau by 31 January.
Appendix 3 – MINEV good practice catalogue
The third appendix is a catalogue produced as part of the MINEV – Waste Minimisation in Large Events project, carried out under the Interreg Europe programme. The project focuses on minimising the amount of waste generated at large events and on sharing experience between European local and regional administrations.
The publication presents 23 success stories grouped into four categories:
- regulatory frameworks and green public procurement;
- large sporting, religious and travel events;
- waste minimisation at cultural events;
- waste minimisation at business, academic, outdoor and educational events.
The solutions featured include events held without single-use materials, green public procurement, calculating the carbon footprint, having reusable cups and comprehensive waste management systems. The catalogue also includes examples from Kraków: the “Marathon in a Good Climate” event and the reuse and repair of dragon figures used during the Great Dragon Parade.
Supplementing the standards in force from 2026
The new recommendations complement measures introduced earlier in 2026. Kraków also has the Book of Standards for Outdoor Events, which sets out the aesthetic, technical and organisational principles for holding events in public spaces.
The Book of Standards defines, among other things, rules on visual identity, signage and advertising, the layout of fairs and markets, the organisation of sporting events, stage construction and the preparation of outdoor exhibitions. Its aim is to reduce visual clutter and protect the city’s cultural landscape.
The two documents have different but complementary scopes. The Book of Standards focuses primarily on how outdoor events are organised and how they fit into the fabric of Kraków. Executive Order No 1469/2026, on the other hand, covers a broader range of city events and sets out measures relating to the environment, transport, catering, accessibility, wellbeing and reporting.
