The following checklist was adapted from the Green Meetings
Report, created by the Green Meetings Task Force of the McLean,
Va.-based Convention Industry Council;www.conventionindustry.org
City SelectionConsider destinations compatible with the event’s purpose and
the demographics of the attendees. Ask the area’s convention and visitors bureau and local
destination management companies to recommend venues and suppliers
that have environmental practices in place.Consider cities with mass-transit systems that connect major
venues with each other and with major transportation hubs (i.e.,
airports, train stations). Consider off-site events that involve attendees in some of the
area’s natural attractions but with minimal impact on the
Hotel SelectionInform the property of the environmental strategies the event
is considering, and ask about the property’s environmental
practices. Include a clause in the contract that requires the property to
comply with the event organizer’s environmental requests.Consider properties willing to offer the following:
" A recycling program for paper, metal, glass and plastic
" Staff instructions to shut blinds, turn off lights and turn down
heat/air conditioning when rooms are vacant
" Guest rooms with dispensers for soaps and shampoos
" A linen and towel reuse program
Food and BeverageInform the catering manager of your environmental goals; ask
about the venue’s environmental practices. Include a clause in the contract that requires the
caterer/F&B department’s commitment to comply with the host
organization’s environmental requests. In the contract, specify that the caterer must agree to:
" Avoid using disposable cutlery, dishes, linens or decorations. If
disposables are used, they should be composted and/or
" Provide condiments, beverages and other food items in bulk.
" Use locally produced seasonal or organic food and beverages when
" Serve only seafood harvested in environmentally safe ways; offer
vegetarian meal selections as an alternative.
" Donate extra food to a local food bank or soup kitchen, and
compost or donate table scraps to farms.
Trade ShowsInform exhibiting organizations of the event’s environmental
strategies.Include a clause in the exhibitor agreement that confirms their
commitment to comply with the event’s environmental requests. Include a clause in the exhibitor agreement requiring
" Minimize use of collateral materials.
" Minimize packaging (and recycle when appropriate).
" Try to use recycled or consumable products as giveaways.
" Provide materials via PDA downloads.Inform facilities and decorators of the environmental
strategies the event is considering, and ask about their
environmental practices. Include a clause in the agreement with the facility and/or
" Provide recycling for cardboard, pallets, paper, cans, plastic,
glass and other recyclable materials.
" Ensure cleanup crews are trained to keep recyclable and reusable
items out of the garbage.
" Choose decorations and display materials that can be reused or