The following checklist is based on
the Green Meetings Report, which was created by the Green Meetings
Task Force of the Washington, D.C.-based Convention Industry
Consider destinations with facilities
compatible with the event’s purpose and the group’s environmental
Contact the local convention and
visitors bureau and/or destination management companies to assist
in sourcing venues and suppliers that have environmental practices
Consider cities with mass-transit
systems that connect major venues with each other and with key
transportation hubs (i.e., airports, train stations).
Ask hotels about their environmental
practices. Let potential properties know the group’s environmental
policy and goals for the event; ask them how they can help you
When drawing up the contract, include
a clause requiring the property to comply with the meeting
sponsor’s environmental requests.
Consider properties that offer:
A recycling program for paper, metal,
glass and plastic;
Guest rooms with dispensers for soaps
A linen and towel reuse
Food and Beverage
Inform the catering manager of your
environmental goals; ask about the venue’s environmental
Include a clause in the contract that
requires the caterer/F&B department to comply with the host
organization’s environmental requests.
Inform all the 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. Ask them to:
Minimize use of collateral
Use recyclable booth materials;
Try to use recycled or edible
products as giveaways.
Provide press kits and communication
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 decorator to:
Provide recycling for cardboard,
pallets, paper, cans, plastic, glass and other recyclable
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 recycled.
When choosing a ground transportation
firm for your event, consider companies that have responsible
environment policies. Look for firms that:
Recycle their used oil, vehicle
batteries, antifreeze and tires;
Follow environmentally responsible
maintenance and operation practices, including minimizing idling by
drivers through raised awareness and incentives; performing regular
maintenance and emissions testing of vehicles; using re-refined
oils, and using vehicle air conditioners judiciously.