By Amy Spatrisano and Nancy Wilson

When people think of being “green,” or environmentally sensitive, recycling is usually the first thing that comes to mind. But a “green meeting” goes beyond simple recycling. Greening a meeting encompasses all aspects of the strategic planning process. By making choices at every planning level—from printing on recycled paper using vegetable-based ink to implementing methods such as serving condiments (e.g., ketchup, mustard and sugar) from bulk containers—the environmental impact of an event can often be reduced. Green planning can conserve resources and have a direct economic benefit.

Why Green Meetings?

The meeting industry is uniquely positioned to reduce its environmental impact on a meaningful scale. Each year hundreds of thousands of events and conferences are held internationally and involve millions of attendees, and the rates of consumption can be staggering. During a typical five-day conference, 2,500 attendees will use 62,500 plates, 87,500 napkins, 75,000 cups or glasses and 90,000 cans or bottles.

The financial and environmental resources required for a complex meeting or conference can be considerable, and yet through an innovative mindset and eye for detail, a green meeting can save money while lessening the environmental impact. As meeting planners, each of us has had to make significant changes to ensure the quality of our conferences is not compromised as budgets get tighter. Adopting just one environmentally responsible strategy—such as providing the registration brochure online only—saves developing, printing and mailing costs (which usually are a large part of the promotion budget) and helps to save the environment.

Implementing Green Practices

Environmentally responsible practices don’t need to be separate or extra work. This article outlines some simple tips and practices for greening a meeting. Each practice helps the environment, so even the seemingly insignificant steps can make a difference. For example, during your site inspection, use the opportunity to ask questions about the facility’s environmental practices. Does the facility have a program to recycle or otherwise reduce solid waste? Is the facility accessible by public transit from the airport and downtown area? Does the facility have programs to reduce water and energy consumption?

Here are some additional green planning tips:

Basic Operations

• Communicate via e-mail rather than traditional mail or memos.
• Make two-sided copies.
• Use recycled paper.
• Use an online registration system.
• Do not hand out a conference bag. If you must have a bag, make sure it is constructed of recycled materials.
• Recycle attendee name badges.

Marketing Materials

• Print on recycled paper with vegetable-based ink.
• Publish the registration brochure online only. At most, send a postcard with the date steering attendees to a Web site.
• Limit speaker handouts.
• Post speaker notes and conference proceedings electronically.

• Serve cream and sugar in bulk containers. (This can save 50 percent to 62 percent for the facility.)
• Provide water in pitchers or large bottled water stations instead of individual bottles.
• Donate consumable food to a local food bank.
• Use local and sustainable food products.
• Implement recycling.
• Use cloth instead of paper napkins and cutlery instead of plastic utensils.
• Eliminate the use of disposable items, especially Styrofoam.

Location

• Choose a hotel within walking distance of the convention center.
• Eliminate shuttles.
• Educate attendees about public transportation and pleasant walking routes.

Hotel Facility Management

• Request a linen reuse program.
• Request bulk amenities and make sure consumable amenities are not replaced daily.
• Turn off lights and the heat or air conditioning while not in hotel rooms.

Environmentally responsible planning is simply good business. As news spreads of its ability to save money, provide a competitive edge and attract new markets, green planning will move from a would-if-we-could mentality to a must-have strategy for the meeting industry.

AMY SPATRISANO and NANCY WILSON are principals at Meeting Strategies Worldwide Inc., a conference management company committed to environmentally responsible planning. For a more in-depth look at green planning and economic savings, a case study is available at www.meetingstrategiesworldwide.com. Contact the authors at (503) 252-5458 or amy@meetingstrategiesworldwide.com and nancy@meetingstrategiesworldwide.com.