With the extensive amount of energy that events consume each year, a meeting planner’s role to protect and nurture the environment is critical now more than ever. It is essential for a planner to first be aware of the effect each meeting has on the environment. Regardless of whether a meeting is planned abroad or in one’s home country, actions must be taken globally to minimize the negative impact on our world. As the threat and impact of global warming becomes more prevalent, planners can begin to set the standard for the entire meeting and hospitality industry. Greenhouse gas levels are now at their highest and are continually on the rise. With the hundreds of thousands of meetings and events that occur each year, a planner can realistically make a meaningful impact.
A green meeting means being environmentally sensitive and taking steps to reduce the negative impact a meeting can have on the environment. Being “green” is more than just recycling; it means taking an active role beginning with the initial planning process all the way through to the completion of the meeting.
The basic fundamentals of a green meeting are:
Reduce
- Prevent wasted food through accurate consumption forecasting
- Use meal tickets to ensure correct projections
- Produce only the materials you need
- Reduce mailings and collateral materials
- Make handouts available upon request
- Make collateral available online and via email
- Request water in pitchers instead of plastic bottles
- Allow attendees to fill water glasses on their own instead of pre-filling
- Reduce plastic disposable waste by requesting to use china instead
- Reduce or eliminate the need for transportation (which is the most damaging energy consumer) by choosing destinations where facilities are within walking distance of one another or easily accessed through public transportation
- If transportation is necessary, limit idling by drivers and the use of air conditioning when possible
- Use ENERGY STAR equipment (www.energystar.gov)
- Print collateral on double-sided recycled paper with soy-based ink
- Use laptops vs. desktop computers which consume less energy
- Turn off equipment when not in use
- Use inkjet printers vs. laser printers which consume less energy
- Use multi-purpose office equipment (fax, printer, copier and scanner all-in-one)
- Request local/organic food
Reuse
- Print materials on recycled paper
- Signage
- Badge holders (provide a collection bin for badge holders)
- Boxes and packing materials
- Distribute unused food to local charities and food banks
- Ask hotel if they have a linen/towel re-use program
Recycle
- Provide waste separation at your meetings for glass, cans and paper.
- Check with the local government to see if they will collect recyclables.
Key components to implementing a green meeting & event policy:
The first step a planner can take towards making their next meeting or event green is
being aware. Not only having self awareness, but also making sure all those involved
with the event are aware, including your attendees. Help your attendees understand the
new procedures for a green meeting, why it is important and maintain these consistent
core values throughout each of your meetings. This will greatly attribute to the success
of your green policy. Understanding how a green meeting will fit into your company’s
mission and values is also crucial.
Everyone involved in the meeting plays a role in the successful implementation of a
green strategy. It is important to develop a detailed policy, clearly communicate this
policy to all parties involved and have a strategy to implement it. The hotel facility, your
suppliers and all other key participants will take a more proactive role if they have a
better understanding of what you are trying to achieve and why. A meeting planner
should lead the way and can encourage involvement through incentives and rewards.
Many facilities have environmental policies already in place to reduce the consumption
of energy and water. It is helpful to ask your venue contact, suppliers, CVB, DMC and
other local representatives what systems are already in existence.
The benefits of “going green” go far beyond protecting the environment. Your
company/organization can also reap the cost saving benefits. Reusing signage, name
badge holders, boxes & packing materials (just to name a few) can save the company a
significant amount of money. In addition to bottom line savings, the time saved on
creating and producing many of these conference materials all over again for each
meeting will prove to be invaluable. Another benefit is the positive recognition your
organization will receive by virtue of “going green.” Measure the impact of your green
efforts and you will be astounded by your results.
As you continue to implement the key principals of a green meeting, your attendees will become more comfortable with recycling programs and will have a better understanding of your organizations efforts to protect the environment. If planners begin to set the standard for the industry and work together to become more “green,” we can make a notable impact. Every action taken to protect our environment, regardless of how small the endeavor, will help shape the future of this world. We all share a responsibility to better our environment regardless of the industry we are in. Now is the time to take an active role and do our part to protect our environment and shape the future of our industry.
Robyn Russell, CMP, is a Senior Manager, Accounts & Meeting Services, at Meeting Sites Resource, a global specialist in meeting site research and hotel/contract negotiations. Robyn currently serves on the Board of Directors for the MPI Orange County Chapter as VP Membership. She can be reached at
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