“Given the reality that thousands of business meetings and special events, with millions of guests, are held daily throughout the world, the event and hospitality industry is perfectly situated to have an extraordinary and positive impact on the environment. By planning events with enhanced awareness and by greening up each phase of the decision-making process, this industry can transform the way we do business.

How? By doing business that consciously includes energy conservation,
minimizing consumption of natural resources, reducing waste, reusing resources, recycling and using earth-friendly products.

Although these all are not mainstream today, they will be mandate before
we know it. Times are evolving rapidly in that direction, and the more an event planner requests and ultimately contracts for green services and products, the more suppliers and vendors will begin to incorporate green practices
as well.

The suggestions listed below are helpful and doable no matter what type of event you plan. Try one, or do them all—they will make an im-mediate difference with little effort. The more you integrate eco-friendly steps into your planning practices, the easier they become.

But remember, planning green is an ongoing process, and there are always areas that could use improvement. Look where you could have done better this time, and do better the next. Continue to research new progress, read magazines and books, and talk to your col-leagues about what they’re doing. We’re all in
this together. 

10 EASY STEPS TO PUT INTO PRACTICE TODAY

CREATE STANDARDS. Establish environmental standards and guidelines in writing and get buy-in from your clients, the organization’s management and/or your clientele. Share your standards with suppliers, vendors, speakers and participants. These standards will be your guideline throughout the planning process. Make the commitment to do better each meeting.

CHOOSE A GREEN DESTINATION. Pick a city that has a good reputation for being eco-friendly. Choose the location that is closest to the most participants, to reduce the distance traveled by speakers and
participants (which will ultimately save money as well as the environment). Does the city have good alternative transportation?  Look into overall record of the city.

CHOOSE A GREEN HOTEL. Our hotel choices in most cities are numerous. Do your homework and find a hotel that is already performing environmental and sustainable practices. Choose a venue and hotel that are near the airport, and within walking distance of each other or close to public transportation. Ask if they recycle, have energy-efficient lighting, use non-toxic cleaning solutions, have a towel and linen re-use program, and have a composting or a food donation
program, etc.

REDUCE, REUSE AND RECYCLE. When you order food or drinks for any occasion, try to order only what you will be using to reduce any waste. Be aware of what you use and how you use it, whether it is food or a product. Reuse materials from one event to the next. Ask your hotel or event venue to provide visible and accessible recycling services for paper, metal, plastic and glass. And think about your giveaway items—are they really necessary?

USE TECHNOLOGY. Use media and electronic technology to cut down your paper needs. Create an informational website, offer electronic registration and confirmation, and advertise using the web and e-mail. Create podcasts, webcasting and video streaming to reduce travel and to accommodate those who cannot travel.

USE PAPER WISELY. Publish all printed materials on recycled paper using vegetable-based inks, and print on both sides of the pages. Buy chlorine-free paper with a higher percentage of post-consumer recycled content. Also consider switching to a lighter stock of paper or alternatives made from bamboo, hemp, cotton or kenaf. Eliminate the use of virgin paper or materials. Deliver handouts via e-mail or via reusable thumb drives.

VOLUME UP. Use volume serving versus individual packaging. Get rid of water bottles and create water stations. Have the food and beverage provider serve sugar, salt, pepper, cream and other condiments in bulk. Find a hotel venue that does not provide individual shampoo and lotion bottles in their guest rooms; rather, they should use large dispensers or, at the least, earth-friendly amenities.

EAT HEALTHY AND LOCALLY. Plan meals using local, seasonal produce and free-range meats. Include vegetarian meals and order only what you need. Also use local flora in your decorating, and keep the flowers in pots (versus cut blooms) so you can use them as gifts and prizes.

SAVE ENERGY. Do your part and coordinate with the event venue to ensure lights, A/V equipment and air conditioning will be turned off when rooms are not in use. Encourage participants to turn off lights and keep temperatures reasonable in their sleeping rooms.

GIVE BACK AND SPREAD THE NEWS. Purchase offsets for all carbon emissions related to an event when other reducing practices aren’t enough. Stage an event in the host community where conference attendees provide contributions to a local cause. Make the experience educational and engaging to the attendees. Then tell participants, speakers and the media about your success. You will be surprised; green efforts are contagious!