Greening Your Meetings and Conferences “What is a GREEN Meeting”?

What is a “green meeting”? Ask audience: “Why go green?” Spend a few minutes to solicit feedback from the audience. Provide definition of a green meeting. Definition: According to the Convention Industry Council, a green meeting or event incorporates environmental considerations to minimize its negative impact on the environment. In addition to the environmental benefits, green meetings and events also have an economic benefit intended to help save money by using less. Therefore, we can all make a big impact with little change.

Definition of Green Meetings & Its Economic Impact…. A green meeting or event incorporates environmental considerations to minimize its negative impact on the environment. Green or environmental considerations are one aspect of Sustainability.  Sustainability takes a "triple bottom line" approach that seeks to balance the social, environmental, and economic concerns against business needs. What are the Benefits of Green Meetings & Events? Being environmentally responsible can have economic benefits for the event organizer. In fact, many environmental activities can actually save money. Example: Collecting name badge holders for reuse at an event of 1,300 attendees can save approximately $975.00 for the event organizer. The Federal Government has a responsibility to lead by example when it comes to its environmental, energy, and economic performance by utilizing “green” principles to cut waste, save money, and better serve the American people. In October 2009, President Barack Obama signed Executive Order 13514: “Federal Leadership in Environmental, Energy, and Economic Performance” which directed Federal agencies to reduce greenhouse gas pollution, eliminate waste, improve energy and water performance, and leverage Federal purchasing power to support innovation and entrepreneurship in clean energy technologies and environmentally-responsible products. Federal agencies may check their sustainability plan and performance scorecard at http://sustainability.performance.gov/.

Did you know that… The meeting and event industry is the 2nd most wasteful industry in the United States?! Read to the audience the below statement: “Yes. According to the U.S. Environmental Protection Agency, the meeting and event industry represents the second most wasteful industry in the U.S. trailing right behind the construction industry. The time is now. The Green Meeting Industry Council, APEX and the U.S. EPA are developing standards for green meetings to influence the behaviors of meeting planners and suppliers.” Present a sample registration packet from a previous event, if possible. Briefly go through the materials in the registration packet. “At a conference, people go to the tradeshows and grab a myriad of freebies. With freebies come pamphlets, flyers, pens, and brochures advertising the sponsoring organization.” Ask the audience: “Where do most of this stuff go after the Conference, especially for folks who have to travel (or fly) to attend the meeting?” Response: “That’s right. Most of this stuff will end up in the dumpster.”

PLANNERS What are things planners can do to reduce or eliminate some of the waste? Solicit feedback from the audience Ask audience: “Did you know that something as simple as serving condiments in bulk or eliminating handouts can reduce at 50% of the waste?”

WASTE MANAGEMENT TIPS Inquire with each property about their green initiatives Use green vendors Educate attendees Start behavior change by offering incentives Ex: Meet Close. Save Energy. Implement a green policy at your agency Consider sustainable products Ex: Recycled Giveaways, etc. Use paperless technology. Reduce your carbon footprint by converting using new media and electronic technology for invitations, registration, handouts and survey to cut down paper use. Create a conference web site; offer electronic registration and confirmation; and advertise using the web and/or e-mail. Provide flash drives of information or offering to put Conference materials online. Use water-filling stations and reusable cups/glass instead of bottled water. This will save money, water and avoid waste. Ask banquet staff not to pre-fill water glasses at banquets. Use china, flatware and linens instead of disposable goods. Practice the 3 Rs – recycle, reuse, and reduce. Ask your hotel to provide visible recycling, reuse, and reduction for paper, metal, plastic and glass. If you must print materials, have all printed materials published on recycled paper and on both sides of the page. Recycle paper, glass and aluminum, as well as name badges, banners and/or signage. Use potted plants for décor instead of cut flowers. In many cases, this is a much cheaper option too. Minimize the need for shipping and transportation. But if you must ship, request that deliveries be shipped in returnable containers. Order merchandize with minimal packaging or layers of packaging.

SUPPLIERS What are things suppliers can do to reduce or eliminate some of the waste? Solicit feedback from audience suppliers on what “green initiatives” are being implemented at their various hotels and venues.

Suppliers: Do the following…. Use paperless technology. Ex: Scanner, Electronic Faxing, Smart Phones, etc. Use water-filling stations instead of bottled waters. Use china, flatware and linens instead of disposable goods. Reuse. Recycle. Reduce. Use potted plants for décor instead of cut flowers. Eat local. Buy local. Ex: Local Farmers Market

WASTE MANAGEMENT TIPS Once a hotel is done with their use of supplies….some will donate linens, towels, amenity containers, miscellaneous, furniture and equipment to local charities. Once a meeting planner is done with their supplies….

Samples of Hotel “Green Initiatives” Natural/Daylight Lighting OR High-efficiency lighting in guest rooms, meeting rooms, and public areas Water conserving fixtures Environmentally preferred suppliers & products Reward guests with hotel points in lieu of having their guestrooms serviced. Elimination of styrofoam packaging. High-efficiency lighting in guest rooms and public areas Water conserving fixtures Occupancy sensors. Senses when people are in the room to keep the light on. Automatically turns light off when the sensors have not detected movement over a period of time. Environmentally preferred suppliers and products. Make a conscientious choice to do business with environmentally preferred suppliers and products. Starwood’s “Make A Green Choice program “rewards guests with hotel points in lieu of having their guestrooms serviced. This is especially appealing to business travelers who spend little time in their guestrooms to require their rooms to be serviced everyday; therefore, hotel points would be more useful. Reducing the number of rooms from being serviced saves a lot of resources and staff time for suppliers. Elimination of styrofoam packaging Sustainable food and beverage options

Questions?

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