Planning a Sustainable Corporate Event or Christmas Party in Germany

A company party or Christmas party in Germany becomes more sustainable in five places: the menu (plant-forward, seasonal, partly organic), the tableware (reusable instead of single-use), travel (an accessible venue), quantities (binding registration and a leftovers plan) and communication (specific rather than vague). It does not have to cost more: a vegetarian or vegan organic menu is often close in price to a conventional menu with meat, and rental tableware typically adds 3 to 7 € per person.

Catering: the biggest lever

Food usually accounts for a large share of an event’s environmental impact, and the overall concept matters more than any single ingredient.

• Plant-forward by default. Animal products, particularly beef and cheese, generally have a much larger environmental footprint than plant foods. Plan the vegetarian or vegan option as the standard and offer meat as an add-on. Nobody gets a “special meal”, and those who want meat still get it.
• Seasonal with an organic share. Seasonal regional produce is usually cheaper and needs less storage and transport. As a guide, about 30 % organic adds 10 to 15 % to food costs, fully organic 20 to 35 %. Ask for the certificate: in Germany, only caterers certified under the Bio-AHV regulation may advertise organic food.
• The right format. Buffets and flying buffets suit company events because they encourage mingling. Buffet quantities are easy to manage through top-ups; flying buffets limit portions but need more staff. Compare all formats in buffet or plated dinner.

Reusable instead of single-use

Under the German Single-Use Plastics Ban Ordinance (EWKVerbotsV), single-use plastic cutlery, plates, straws and polystyrene food containers may no longer be placed on the market since 3 July 2021. Paper, palm leaf or bamboo alternatives are allowed but remain single-use. Real tableware is the better choice:

• Rental china, glasses and cutlery from the caterer or a hire company, typically 3 to 7 € per person including washing
• Drinks in returnable bottles or kegs, tap water in carafes
• Reusable boxes for guests taking leftovers home
• Cloth napkins and tablecloths where available

For takeaway food and drinks, the reusable packaging offer obligation under § 33 of the German Packaging Act (VerpackG) has applied since 2023. Read more in reusable instead of disposable.

Venue and travel

With many guests, travel can make up a large part of the footprint.

• Pick a venue close to the office or near a public transport hub.
• Explain the journey in the invitation, including late connections home and bike parking.
• Arrange a shuttle or car sharing if the venue is remote.
• For distributed teams, several local parties can replace one central event.
• Ask the venue about energy, heating and waste. A venue with its own kitchen reduces the caterer’s transport.

Avoiding and handling leftovers

Food waste at company events mostly results from uncertain attendance and over-generous planning.

1. Binding registration with a deadline, including diet and allergy questions.
2. Order for confirmed attendees and ask whether the caterer can top up during the event instead of building in a large buffer.
3. Smaller platters, refilled more often, so fewer opened dishes are left over.
4. Agree a leftovers plan in advance: may guests take food home in reusable boxes, who is responsible for cooling and hygiene, and can surplus be donated?

Our guide on food waste in catering covers donations and liability.

Costs and the 110 € tax allowance

A worked example for a Christmas party with 120 employees, flying buffet, about 30 % organic and mostly vegetarian, using mid-range values:

Item	Calculation	Amount
Food	120 × 53.20 € (base 50 €, plus 12 % organic, minus 5 % vegetarian)	6,384 €
Drinks package	120 × 25 €	3,000 €
Service staff	8 staff × 6 h × 42 € (assumption for a flying buffet)	2,016 €
Rental tableware	120 × 5 €	600 €
Delivery	flat	150 €
Catering total		12,150 €

That is about 101 € per person before venue hire, music or decoration. Test your own assumptions in the catering cost calculator.

Under § 19 (1) sentence 1 no. 1a of the German Income Tax Act (EStG), benefits at a company event of up to 110 € per participating employee and event are not taxable wages, for up to two events per calendar year and only if the event is open to all staff of the business or of a part of the business. All costs including VAT count, including venue, music and drinks, and costs for accompanying guests are attributed to the employee. As the example shows, catering alone can use up most of the allowance. Check the details with your tax adviser.

Communication: specific, not vague

• Say what you actually did: “regional vegetables, 30 % certified organic, reusable tableware” is more credible than “sustainable party”.
• Show origins on the menu card.
• Avoid claims such as “climate neutral” unless you can substantiate them.
• Review afterwards: what was left over, what went down well?

Quick checklist

• Venue reachable by public transport, directions in the invitation
• Plant-forward seasonal menu, meat as an option
• Organic share agreed, caterer’s certificate checked
• Rental tableware instead of single-use
• Drinks in returnable containers, water in carafes
• Binding registration with diet and allergy questions
• Quantities and top-ups agreed with the caterer
• Leftovers plan agreed
• Budget checked against the 110 € allowance

Caterers focusing on organic, regional food and reusables are listed in our caterer directory.