Greening the Meeting

by Lisa Grimaldi
August 1, 2006

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 Council; www.conventionindustry.org.

Site Selection

  • Consider destinations with facilities compatible with the event’s purpose and the group’s environmental policy.
  • Contact the local convention and visitors bureau and/or destination management companies to assist in sourcing venues and suppliers that have environmental practices in place.
  • Consider cities with mass-transit systems that connect major venues with each other and with key transportation hubs (i.e., airports, train stations).

    • Venue Selection

  • 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 achieve them.
  • When drawing up the contract, include a clause requiring the property to comply with the meeting sponsor’s environmental requests.
  • Consider properties that offer:
    1. A recycling program for paper, metal, glass and plastic;
    2. Guest rooms with dispensers for soaps and shampoos;
    3. A linen and towel reuse program.

    Food and Beverage

  • Inform 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 to comply with the host organization’s environmental requests.

    • Trade Shows

  • 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 materials;
  • Minimize packaging;
  • 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:
    1. Provide recycling for cardboard, pallets, paper, cans, plastic, glass and other recyclable materials;
    2. Ensure cleanup crews are trained to keep recyclable and reusable items out of the garbage;
    3. Choose decorations and display materials that can be reused or recycled.

    Ground Transportation Selection

  • When choosing a ground transportation firm for your event, consider companies that have responsible environment policies. Look for firms that:
    1. Recycle their used oil, vehicle batteries, antifreeze and tires;
    2. 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.

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