Six Strategies for Green Meetings

Posted 7 October 2008 - 2:58pm by Angelo Spencer-Smith

   1. Partnering with Eco-Friendly Meeting Sites
   2. Easy Ways to Reduce, Reuse and Recycle
   3. Educating and Engaging Attendees
   4. How to Exhibit Green
   5. Eating, Drinking and Cleaning Up Green
   6. How to Measure Greening Success

1. PARTNERING WITH ECO-FRIENDLY MEETING SITES

The meeting site is one of the most important factors in staging a green meeting. The site's facilities, setting, amenities, practices and policies, along with the proximity of hotels, transportation systems and other community resources, have a large impact on the environmental savings that can be achieved for any given event.

The number of green meeting sites grows every day as convention centers, hotels and other properties make changes to their to facilities and programs to incorporate best practices or achieve third-party certification. New facilities or those undergoing remodeling or expansion are increasingly designed with environmental impact in mind, including the use of natural daylight and heating/cooling methods and the adoption of water collection and reclamation systems, green roofs, comprehensive recycling programs and composting. Many sites have been helped along by a number of cities, states or commercial entities sponsoring green initiatives. (See Samples for example RFPs and contract language.)

When working with sites that have a deep, long-standing commitment to environmental efficiency (such as the Featured Suppliers in this Guide), planners can expect substantial assistance greening their events. However, most meeting sites are still "works in progress," making good-faith efforts to accommodate the growing demand for green options. In these cases, good communication and teamwork are needed to set priorities and realistic goals that the site and the event organizer can work toward together. The request-for-proposal (RFP) and contracting processes provide opportunities for planners and site management to clarify expectations and explore how green meeting goals can best be met within any given context. (See Reports, Guides and Books and Tools for help evaluating sites and improving their green offerings.)

Evaluating Meeting Sites

At a basic level, a green meeting site should have policies and programs that support the following goals:

  1. Location, Capacity and Amenities: First and foremost, a meeting site must be able to satisfy the needs of the host organization in terms of travel, space, activities and amenities for attendees and other participants.
  2. Recycling: Offers on-site recycling of paper, plastic, glass and metal along with separate recycling of organics (and composting, if possible) that is supported by a private vendor and/or the city's waste disposal program.
  3. Waste Reduction: Incorporates reusable linens, china and cutlery and bulk service of water, beverages and condiments in food service; includes soap and shampoo dispensers in sleeping rooms or recycles individual bottles; helps recycle or donate unused toiletries, food, decorations and display materials.
  4. Energy Efficiency: Has taken steps to measure and reduce energy consumption by installing energy-efficient lighting, programmable thermostats and pursuing other energy-saving strategies, such as increasing natural daylight, using alternative energy sources or installing green roofs.
  5. Water Conservation: Has installed water-saving devices, conserves water in food service, offers linen reuse program, and may have a program in place to recycle waste water.
  6. Environmentally Responsible Purchasing: Makes an effort to reduce the consumption of nonrenewable resources (such as paper and plastic) and purchase and use high-recycled-content paper and plastic products, refillable ink cartridges, energy efficient office equipment, nontoxic cleaning and pest control products and other environmentally preferable products.
  7. Surrounding Community: Minimizes travel and is accessible by public transportation. Offers information on green entertainment and dining options on and off-site. Encourages car-pooling, walking and cycling whenever possible.

Of course, some sites are at the beginning of the greening process, while others are well along the green spectrum. But even the greenest sites can find opportunities to improve, particularly as new products and technologies enter the market. See Tips and Tools for guidelines and tools for evaluating sites and improving their green offerings.

2. EASY WAYS TO REDUCE, REUSE AND RECYCLE

Establishing an effective recycling program is an important part of green meetings, but it's also important to try to stop waste before it starts by taking steps to reduce waste and reuse items made of nonrenewable materials. Here are a few simple, common practices that can have a big impact on the environment — many of which also save time and money for both meeting planners and suppliers:

Reduce by:

  1. Using electronic registration and putting the program, speakers' materials and handouts online.
  2. Eliminating plastic bottles by serving water in pitchers or providing water stations. Water can also be conserved by not pre-filling water glasses.
  3. Limiting or eliminating styrofoam (polystyrene) cups and containers.
  4. Encouraging exhibitors and other participants to minimize the amount of printed materials and other items shipped to the event, while reducing packaging and using recyclable packing materials for those that do.
  5. Encouraging the use of mass-transit, carpooling and other environmentally preferable transportation choices.

Reuse by:

  1. Producing signs and banners from durable, recovered materials.
  2. Recollecting nametag holders and lanyards for later reuse.
  3. Handing out reusable mugs or sports bottles that participants can use at the event, take home and use again.
  4. Establishing a linen reuse program if one does not already exist, and providing your guests with information about how to participate.
  5. Collecting unused shampoo, lotion and soap bottles for recycling or donation at checkout.

Recycle by:
 

  1. Collecting glass, plastic, cardboard, metal and paper waste in strategically placed receptacles with appropriate signs throughout the meeting area.
  2. Requesting that recycling containers be placed in sleeping rooms.
  3. Creating displays or giveaways from recovered materials that can also be recycled.
  4. Printing on paper that meets or exceeds current standards for post-consumer recycled content with nontoxic inks.
  5. Set up a system for recycling extra materials left behind by speakers, exhibitors and other attendees.

3. EDUCATING AND ENGAGING ATTENDEES

Instead of copying handouts and shipping them to the meeting site, encourage participants to have them copied on location — saving on shipping costs and reducing CO2 emissions.

Much of the success of a green meeting initiative depends on the support and involvement of event attendees. Although there are still a few skeptics out there, most people are concerned about the environment and willing to do their part to help — particularly if you make it convenient and fun for them and don't detract from the event's primary purpose. Here's how to go about engaging attendees:
 

  1. Use the event program and signage to educate attendees about the issue, why you are greening the meeting and what you hope to achieve.
  2. Give them concrete ways to help before, during and after the event and convenient resources to help them do so (for instance, adequate and well-placed recycling receptacles, water stations and computer kiosks).
  3. Get their feedback on your efforts by taking an exit survey (be sure to provide an incentive!).
  4. Report environmental savings at the end of the event and during any follow-up communications.
  5. Thank participants for their contribution and recognize outstanding efforts by sponsors, presenters, exhibitors, vendors and other important constituents.

4. HOW TO EXHIBIT GREEN

Transporting a traditional custom 20' x 30' structure generates nearly 6,876 pounds of CO2. Switching to a lighter weight modular structure cuts emissions nearly in half. That one-show carbon emission reduction is more than a car owner switching to a hybrid car for a year. Source: Used by permission of Skyline Exhibits www.skyline.com.

Green Exhibiting is an emerging issue in green meetings, as trade show and expo organizers and individual exhibitors strive to align their sales strategies with their commitment to social responsibility. Sellers of green products and services are particularly keen to exhibit green, but the issue doesn't stop there: all sizes and types of businesses are looking to reduce their carbon footprint throughout their operations.

Expos and trade shows present a number of unique challenges for green meetings. Foremost is scale: expositions and trade shows generate enormous amounts of waste including booth components, signage, accessories, product samples, handouts and shipping materials. Greening these mega-events involves coordinating with a host of players — from show management services and venue subcontractors to individual exhibitors and attendees. The RFP and contracting process is an opportunity to allocate responsibility among the events' stakeholders and ensure that everyone is working toward the same goals. According to a recent survey by Exhibitor Magazine, some other challenges include:

   1. Standards — What is a green exhibit — is it the booth, graphics, accessories, marketing materials, manufacturing process or all of the above? How "green" do these items need to be? A number of industry organizations have set up task forces and committees to develop guidelines for their members. As efforts continue to establish green exhibiting standards, working with one of the best practice documents included with this CD can be a good place to start.

   2. Variety — Planners and exhibitors are seeking more choice in eco-friendly sites, materials and support services. Show management companies and other suppliers have started to offer an array of sustainable options and products that are durable, reusable and made from recycled, recyclable and rapidly renewable materials. (See Featured Suppliers for some resources.)

   3. Cost and Performance — Initially, green-exhibiting options could cost more than traditional materials and products. But costs are coming down as supply increases. Performance is going up as exhibit designers and producers address the need for versatility, durability and ease of shipping, among other green exhibiting priorities.

   4. Travel and shipping — Travel and shipping is a key consideration, and trade show organizers and exhibitors want to know how to reduce pollution and waste from these sources — and when they can't, they are looking for easy ways to offset the CO2 generated by their events.

      Ultimately, the greening of expositions and trade shows will be a gradual process, with show organizers, management companies and exhibitors phasing in new materials and methods over a period of time. Stay tuned to www.greeneventsource.com for news and updates on this growing trend.

 

5. EATING, DRINKING AND CLEANING UP GREEN

Where our food comes from, and how it is produced, is increasingly important for event planners and suppliers. Is the food raised conventionally using chemicals that create pollution, or is it grown sustainably (using methods that limit harmful chemicals and protect and restore the ecosystem)? Has it been supplied by a local farmer who contributes to the local economy, or is it coming from 1,500 miles away, using enormous amounts of fuel? These are important considerations in catering for Green Meetings and events. Of course, you can't change an entire food service program overnight. Do what you can and take it in stages, and eventually the food at your events will be more sustainably-minded.

Greening the Menu: Adding local or organic food to a menu takes a little research. You can derive menu inspiration from many places. Research the kinds of foods that are native to your headquarters or serve local food that is popular in the region where the event is taking place. There are several excellent resources that will help you find out what's available (See Organizations and Links for some helpful sustainable food websites). You can then match the food to your event in a number of ways:

  • Organic or local food can be used for all or part of an event, for example, non-alcoholic drinks can feature organic or locally grown mint or berries.
  • You can create a signature cocktail that uses organic juices.
  • Sustainably caught seafood is great for hors d'oeuvres or entrees. [For a list of preferred seafood, visit http://www.mbayaq.org/cr/seafoodwatch.asp.]
  • Locally grown vegetables are excellent for vegetarian entrees, appetizers, side dishes and even table decorations.
  • Use organic or local fruit in desserts or provide fair trade and/or organic coffee after dinner.

Working with the Caterer: The number of caterers — both large and small — who are offering local and organic options is on the rise as a result of heightened awareness and customer requests. Some are even making it a regular part of doing business. Don't be afraid to request sustainable foods and green food service practices during the RFP and contracting process.

Managing the Budget: While local and organic foods can cost more than traditional menu items, a creative caterer may be able to accommodate your request and still stay within budget. For instance, if serving hormone-free or organic meats, the caterer may be able to make the meat portion size smaller, or the chef can create a single local/organic hors d'oeuvre that can be highlighted during the event.

An accurate head count of attendees will reduce preparation of unnecessary meals and reduces costs.

Other Food Service Issues: Looking beyond the menu, you can further reduce the environmental footprint associated with food service by:
 

  • Using china or glass service ware and table linens instead of paper or plastic wherever possible.
  • Eliminating disposable utensils and switching to recyclable or biodegradable flatware and cups, which have become readily available.
  • Purchasing and serving water, beverages and condiments in bulk rather than in individual packages.
  • Using live plants for table decorations. Donate any cut flowers to local nursing homes and other community institutions.
  • Cleaning up using green chemicals and cleaning procedures that eliminate toxins and improve indoor air quality for your guests.
  • Donating leftover foods to a local food bank or other charity (Yes, it is possible under the Good Samaritan Act of 1996! There are food donation or redistribution programs in most major event locations.)

Greening the Staff. One thing that is often overlooked is how important staff (and volunteers) can be in greening an event. Meet with staff shortly before the event to explain your goals and discuss how they can help. These five minutes of personal attention will bring the right focus to the event and guests will feel a subtle difference — making the "green" experience more complete.

Source: Greg Christian, Greg Christian Catering. For more information, visit www.gregchristian.com.

 

6. HOW TO MEASURE GREENING SUCCESS

If you did just a few of the things discussed in this guide, you've probably helped save more than a few trees, prevented pollution, eliminated waste and reduced greenhouse gas emissions. But how do you measure what you've accomplished and its impact on the environment? Here are some common ways to measure the environmental impact of green meetings:
 

  1. Waste Diverted from Landfills: Measure the amount of plastic, glass, paper, other materials and food waste that was recycled or composted. Be sure to require that the recycling contractor or waste hauler provide you with a report on exact amounts of materials and trash removed from the site.
  2. Revisit Your Policy or Plan: Measure how well you adhered to your green meeting policy or plan. If your goal was to collect 100% of the nametags from the event, count how many you recovered. Or if you successfully replaced disposable spoons with recyclable materials, document the amount of nonrenewable material that was replaced by eco-friendly options.
  3. Compare with Best Practices: Compare your outcomes to the best practices tool or standard you used to plan the event. For instance, if your goal was to meet EPA standards by doing all printing two-sided on 30% post-consumer recycled paper, estimate how well you maintained that standard internally as well as with participants and vendors.
  4. Carbon Emissions: Carbon emissions are usually measured in metric tons of CO2. There are a number of online carbon calculators that generate estimates from common event-related activities, such as plane travel and shipping, giving you an idea how much can be saved through reduction strategies or balanced by carbon offsets. See Tips Sheets for more information on how to make an event carbon-neutral.
  5. Involve Participants: Survey meeting sponsors, exhibitors and attendees to learn how well the program supported stated green meetings goals and to get suggestions for future meetings. Report outcomes internally and externally, highlighting the efforts of participants for their exemplary green meeting practices.

Original source: http://green2b2c.com/dev/6_Strategies.shtml