2.  Guest Speaker – Jackie Law, Owner AAA Rents and Event Services  Report out on Budget and Financial B  Benefits of an Environmentally Conscious Event  Marketing the Event  Next Week

3. Upon completion of this week, the student will understand: Benefits of an environmentally conscious event  Develop a “green” plan  Identify and utilize local resources Marketing the event  Invitation and marketing materials  Registration and ticket management

4.  A green meeting or event incorporates environmental considerations to minimize its negative impact on the environment › Benefits of green meetings & events  Economic bottom line – Green meetings and event can save money  Environmental bottom line – Green meetings and events are good for the environment Convention Industry Council’s Green Meeting Report, 2004

5.  Destination Selection › Compatible with demographics of attendees and sensitive to carbon offset  Consider cities with mass transit › CVB – find out which businesses practice green initiatives › Contracts – use environmental preference “clause”

6.  Accommodations Selection › Consider selecting hotels that have adopted green hotel initiatives › Contracts – use environmental preference “clause”  Recycling  Staff training (i.e. shut blinds, turn off lights, turn down heaters/air when rooms are vacant)  Guest rooms have dispenser for soaps, shampoos etc. instead of individual disposable bottles  Linen & towel reuse practice in place

7.  Event Venue Selection › Consider selecting venues that have adopted green initiatives › Contracts – use environmental preference “clause”  Recycling  Staff training (i.e. leftover food donated to food bank)  Walking distance/mass transit for breakout activities or leisure time options

8.  Transportation Selection › Inform companies of environmental strategies the event is considering and ask about their environmental practices or options › Contracts – use environmental preference “clause”  Fuel efficient or alternative fuel vehicles  Recycle used oil, batteries, antifreeze and tires  Train staff on green practices, i.e. idling, air conditioning off when no passengers › Alert attendees to environmentally preferable transportation choices:  Mass transit  Car pooling  Commuter trains  Walking/ bicylces, etc.

9.  Food and Beverage Selection › Inform companies of environmental strategies the event is considering and ask about their environmental practices or options › Contracts – use environmental preference “clause”  Reusable cutlery, dishware, linens and decorations  If disposables are required – compostable or biodegradable  Condiments, beverages and other items provided in bulk vs. individual packages  Packaging is recyclable and recycled  Locally produced, seasonal and/or organic food and beverages when possible (including fair trade practices)  Serves only environmentally friendly seafood  Donates leftovers to local food bank or soup kitchen and/or to local farms for composting

10.  Food and Beverage Selection › Inform companies of environmental strategies the event is considering and ask about their environmental practices or options › Contracts – use environmental preference “clause”  Reusable cutlery, dishware, linens and decorations  If disposables are required – compostable or biodegradable  Condiments, beverages and other items provided in bulk vs. individual packages  Packaging is recyclable and recycled  Locally produced, seasonal and/or organic food and beverages when possible (including fair trade practices)  Serves only environmentally friendly seafood  Donates leftovers to local food bank or soup kitchen and/or to local farms for composting

11.  Exhibition Production › Inform companies of environmental strategies the event is considering and ask about their environmental practices or options › Contracts – use environmental preference “clause”  Minimizes use of collateral materials  Produce necessary materials in double side fashion  Use post-consumer recycled paper with vegetable based inks  Minimize packaging and use recycled packaging materials when necessary  SWAG should be a reusable product  Attempt to use locally grown or produced products  Providing materials via PDA downloads  Provide recycling for cardboard, pallets, paper, cans, plastic, glass etc. that are generated  Choose decoration materials that are rented, reused and/or made of recycled materials

12.  Communications and Marketing › Inform staff of environmental strategies the event is considering and ask about their environmental practices or initiatives › Communicate the events green initiatives to attendees, stakeholders and the media › Reduce paper usage as much as possible by using web and email:  promote the event  offer electronic registration  event itinerary and proceedings online including speakers notes and handouts  for materials that need to be printed use double sided post-consumer recycled paper using vegetable inks  Reuse nametags of recycled content and provide “REUSE” collection bins

13.  Green initiatives just discussed and the considerations to keep in mind  Megan Gilligan has provided an example of available vendors that can be utilized for invitation and marketing materials  In house experts can be utilized  Online options are abundant

14.  Brand your event › Graphic artist › Communicate the image in all aspects of marketing the event  Marketing vs. Advertising

15.  Signage (billboards, posters, flyers, direct mail)  Brochures, business cards, stationary  Media (radio, television, internet, print media such as magazines)  Word of Mouth  Networking

16.  Critical element to success of event  Accurate number of attendees is required to have all materials, supplies and accommodations to meet the goals of the event including cost and profit  Includes much planning to assure it is easy for the invitee and provides all the information needed

17.  Common methods › RSVP cards › Forms › Internet site- custom designed or through a program › Reservation management programs

18.  Historical use of data- databases  Gathering the correct information › Confidentiality of information › Access & Attendance › Name, address, contact, sizes, dietary restrictions, payment, number of reservations, etc. › Credentialing  First Impression › Welcoming › Organized

22.  First Impression (continued) › Distribution of event materials  Name badges  Tickets  Access cards  Gifts – SWAG  Agendas, layouts, speaker notes, etc.  Other activities  Event communication center › Lost and found › Concierge services › Attendee aid › Information

23.  Invitation and/or Marketing Materials › Design an invitation and/or marketing materials for the event › Develop registration or reservation management materials and process

24. › Lab –  Meet in ICA adjunct space  Invitational team assignments › Lunch on own › Class –  Report out on event project  Determining Food and Beverage Selections  Homework