Vidzeme Planning Region: Developing a blueprint for sustainable public event catering

In the Vidzeme Planning Region, public procurement is being used as a practical tool to test and define what sustainable catering for public events can look like in practice. As part of its broader development strategy, the region is piloting a procurement that combines climate-friendly food systems, circular thinking and responsible sourcing – while also aiming to create a replicable model for future events.

Within ChemClimCircle-2, this case stands out as a first-of-its-kind initiative for the organisation, focusing on a single but strategically important procurement.

Case: Sustainable catering for Vidzeme Innovation Week

The procurement concerns catering services for the Vidzeme Innovation Week conference, which is expected to host 150–200 participants and will require catering service, planned to be served in a coffee break and breakfast format. The contract, valued at approximately €4,000 (including VAT), will be carried out as an open procedure and is planned for early 2027.

While relatively small in scale, the procurement has an ambitious overarching goal: to develop a blueprint for organising and procuring sustainable catering services for public events across the region.

At the strategic level, sustainability is deeply embedded in Vidzeme’s planning framework, including its long-term development strategies and programmes. The region places particular emphasis on reducing greenhouse gas emissions, strengthening circular economic models and supporting bio-based production. Compared to climate and circularity goals, hazardous chemicals receive less direct focus, although they are still addressed in specific contexts such as sustainable agriculture, where reducing synthetic fertilisers and antibiotics is encouraged.

This direction is further reinforced by regional initiatives such as the Gauja National Park bioregion, established in 2023 to promote organic farming and sustainable resource use, including food production.

Bringing CCC principles into catering services

This procurement aims to translate high-level sustainability goals into practical catering requirements. Planned criteria are expected to align with national Green Public Procurement rules for food and catering services, while also pushing further in key areas.

A strong focus is placed on climate-friendly food sourcing, including the use of locally produced and biologically farmed ingredients. This not only reduces transport-related emissions but also supports regional food chains and producers. Environmental considerations in logistics – such as delivery distances and associated emissions – are also expected to play a role.

Circularity is addressed through measures such as banning single-use kitchenware and minimising food waste. These elements are particularly relevant in event catering, where disposable items and overproduction are common challenges.

Although hazardous substances are not the primary focus, they may still be indirectly addressed through requirements related to food quality and production methods, especially when favouring organic or low-input agricultural products.

Engaging the market

Market dialogue plays a central role in shaping realistic and effective requirements. Before launching the tender, the region plans to carry out market research to assess supplier capacity, price levels and feasibility of proposed criteria.

Suppliers will be invited to provide feedback on specific sustainability requirements, such as the feasibility of offering fully biologically sourced products or meeting environmental delivery standards within the available budget. This dialogue helps ensure that criteria are both ambitious and achievable.

To support this process, clear and transparent requirements will be developed, enabling suppliers to understand expectations related to climate impact, circularity and sustainability more broadly.

Criteria development and verification

The main reference point for criteria development will be national Green Public Procurement regulations, particularly those covering food and catering services. In addition, the region is exploring inspiration from existing examples, including experiences from partner organisations such as Tallinn.

Potential verification methods include certificates (where available), contractual documentation from suppliers and, where necessary, supplier self-declarations. While self-declarations are less robust, they may be used pragmatically when more formal verification is not feasible.

Why it matters

Although modest in size, this procurement represents an important step for the Vidzeme Planning Region. By piloting sustainable catering for a single event, the organisation is laying the groundwork for a broader shift in how public events are organised.

The real value lies in its replicability: the lessons learned – from criteria design and market dialogue to verification and stakeholder involvement – can inform future procurements and help establish a shared understanding of what sustainable catering means in practice. In this way, the case contributes not only to a single event, but to a longer-term transition toward climate-friendly, circular and more responsible public procurement in the region.

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