Efficient Strategies for Green Meeting Planning

By: Jen Harpaz
Issue: Smart Meetings January 2009

Online Exclusives

In 2001, the Environmental Protection Agency conducted a study on the impact of meetings. The study concluded that, “The average U.S. meeting attendee, over the course of a three-day event, uses more than 2,000 BTUs of electricity, consumes more than 800 gallons of water, and generates more than 80 pounds of waste.”

It also concluded that, “During the course of those three days, that meeting attendee will account for the emission of more than 1,400 pounds of greenhouse gases—the amount a typical driver produces driving his or her car for a month.” These statistics demonstrate very clearly how one meeting can multiply our ecological footprint.  

It is an unfortunate fact that the meeting industry is at the top of the list of the most environmentally impactful industries; number two behind the construction industry.  
While there are many advantages to creating a green meeting, we must continue to focus on the most important reason: Green meetings serve to save our planet’s natural resources. As planners, we are directly responsible for the impact of our meetings.  

How do we make a difference when the success of our meetings depends on the use of resources? As we await the roll-out of green meeting standards, it is a great time for meeting planners to ponder this question, firmly set their intention to become environmentally responsible, communicate this intention with suppliers and begin to act.  Whether you are just starting, or have already planned a green meeting, the suggestions outlined below will serve you well in this endeavor, and will help to position your meetings for green certification.  

PRE-PLANNING

A key to achieving success as a green meeting planner lies in the pre-planning phase.  Follow the steps below to help you prepare for the detailed planning of your events.
 

• Step 1: Environmental Policy Creation 
  Before you develop your standards of practice, you should set your intention by writing a statement that indicates your desire to host environmentally responsible events. Once on paper, present it to your manager and request his or her acknowledgement. Work towards obtaining a mutual understanding that one of your top priorities will be to operate with more environmental responsibility.  
• Step 2: Budgeting
  It’s vital to incorporate the greening of your meeting into the overall budget for your meeting. While it is true that in the long run you will likely save your company money, there will be instances where the upfront investment could be more than normal. If you budget, you will have more flexibility when it is time to procure products and services.    
• Step 3: RFP Creation
  Create an RFP for each service that you will require. This will save you time in identifying green companies, products and services. It will also help you save money by creating a competitive environment. Add the action items from the Planning Checklist below to the appropriate RFP template.
• Step 4: Contracting
  Once you have selected a vendor and have clarified what environmental practices they can commit to, be sure to add the practices to your contract. Doing this will confirm your commitment to environmental responsibility, and will help to ensure that the supplier follows through.  

PLANNING

Once you have set the stage for producing green meetings, as outlined above, you will be well prepared to move into the planning phase. Here’s a checklist of action items that can be accomplished with few obstacles.  

Destination Selection

• Select a destination that is located closest to where the majority of attendees reside.
• Consider cities with mass transit systems that connect major venues and transportation hubs.

Accommodation Selection
Require, at a minimum, that the hotel or venue has the following: 

• Recycling bins and service for paper, metal, glass and plastic products.
• A staff that will commit to shutting blinds, turning off lights and turning down the heat/air conditioning in vacant rooms.
• A towel and linen reuse program.

Event Registration & Marketing

• Send out invitations via e-mail.
• Implement an online registration system.
• Purchase badge holders and lanyards made of recycled content.
• Set up a bin with an attendant to collect badge holders from attendees for reuse.
• Set up a bin to collect unwanted giveaway items from attendees; donate to a charity.

Housing

• Ensure that the hotel provides rooming lists electronically.
   

Conference Communication

• Post event itineraries, speakers notes and handouts online.
• Use post-consumer recycled paper and vegetable-based ink for materials that have to be printed.
• Print double-sided copies.
   

Decorations & Supplies

• Choose local vendors.
• Donate used décor to charity.

Transportation

• Book with an airline that utilizes low-noise or fuel-efficient aircraft.
• Contract with a ground transportation company that uses fuel-efficient vehicles.
• Make local public transportation information readily available to delegates.

Food and Beverage

• Provide delegates with reusable water bottles.
• Have water served in pitchers, or from water dispensers at stations.
• Ask caterers to provide reusable cutlery, dishware, linens and decorations.
• Have caterers serve condiments, beverages and other food items in bulk.
• Require attendees to sign-up for meals on the registration form.
• Donate leftover food to a local food bank or soup kitchen.

    

Jen Harpaz is the Environmental Sustainability Officer for VenueQuest. VenueQuest is a global meeting management and green travel consulting company based in Atlanta, Georgia.