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Green Meetings and Events Guide By Stacy E. Canada

Green Meetings and Events Guide

By Stacy E. Canada

Green Meeting Overview

British Standards Institute definition of sustainability:

An enduring, balanced approach to economic activity, environmental responsibility, and social progress.

Green meeting and events benefit everyone involved:

Th

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d

ti

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“A green meeting or event incorporates environmental considerations throughout its planning process to minimize its negative impact on the environment.”

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Green Meeting Overview British Standards Institute definition of sustainability: An enduring, balanced approach to economic activity,

Corporate Social Res onsibilit

A core culture of an organization that requires the organization to be

responsible for its triple bottom line.

Economic, environmental, and social

Internal and external practices of organization

CSR promotes sustainable development throughout an organizations by

aligning their principles

with their actions.

Sustainable development is any development environmental,

social, or economic

that takes into consideration “the needs of the present without

compromising the

ability of future generations to meet their own needs.”In order for a

t s

When planning a green meeting or event its very

m

st

stainable develo ment the

business to

carr -o

hold their Cor orate

important to know the core culture of the stakeholders

involved and to work with like-minded businesses.

Why Green Meetings and Events?

Benefits of a green meeting or event from the PMM5 Checklist.

Green meeting practices offer meeting managers a variety of cost-saving opportunities without

compromising quality; for instance, selecting properties within walking distance to events can eliminate thousands of dollars in shuttle services.

Suppliers and hoteliers can also realize great economic savings through green meeting practices; for instance, hotels can save 307,914 gallons of water per year, a cost savings of $1,163 annually by replacing 3.5 gallon-per-flush toilets with 1.6 gallon-per-flush toilets.

In addition to cost savings, green meetings offer environmental savings; for example, using china service rather than disposables for a group of 2,200 attendees can eliminate more than 1,800 pounds of plastic products being sent to a landfill.

Standards for Green Meetin

Standards allow businesses to: - Attract and assure customers - Demonstrate market leadership - Create competitive
Standards allow
businesses to:
-
Attract and
assure
customers
-
Demonstrate
market
leadership
-
Create
competitive
advantage
D
l
nd
March 20,2009:

Industry standards for green meetings have been developed by The British Standards Institute

and The Convention Industry Council. These standards define minimum guidelines to be

followed throughout the three stage event process; planning, implementation, and review. When upheld, the standards will provide

validation for the system and its performance to allow the event to be considered sustainable. By following the practical roadmap an event is

ensured that all environmental, financial, and

social considerations have been made for the t

t

i

l

ibilit

The U.S. Green Building Council’s conferences and events team has earned

certification under the new British standard for planning sustainable events,

known as BS 8901. The event planners at USGBC are the first in the U.S. to

Where to begin…

Steps:

  • 2. Start thinking “green” about all planning associated with the event.

  • 3. Set goals and objectives.

  • 4. Get all stakeholders to agree and commit to sustainable development.

Where to begin… Steps: 2. Start thinking “green” about all planning associated with the event. 3.

How can you convince clients to green their meeting or event?

When talking to the client discuss all the social, environmental, and economic benefits that come from having a green event or meeting. Show them the measurable results from following green practices and explain to them what less of an impact they will have on the environment if they choose to do business in an environmentally conscious way. When they can see the numbers and the money they can save they will support green practices it will have a positive effect and they will want to know that they can be a part of preserving the environment.

Destination Selection

The destination of an event is something that should never be overlooked. When you have an event

at a selected destination you are having an affect on the people around that destination and also the people who will be attending the event. This means that your decisions affect many and it’s important to select a destination that best fits the type of event you’re having. In both the examples in the videos you could see the negative and positive impact an event can have on the local people surrounding the event destination. To increase the success and happiness of the attendees and host of the event it’s a good gesture to immerse yourself in the local activities available at the destination. If you work with the people and businesses surrounding the event destination you can have a greater sustainable impact and create

ersonal connections with those that can hel

out the event directl

Factors to consider when evaluating the environmental aspects of a destination:

  • 1. Know the events purpose and what implications it has on attendees.

  • 2. Include minimum guidelines and parameters that the venue/destination has green practices in place.

  • 3. Asses the destination and its adherence to green practices and determine the best option for the event.

Destination Selection The destination of an event is something that should never be overlooked. When you
Food and Beverage At the 2008 Democratic National Convention the food and beverage contractor, Levy Restaurants,

Food and Beverage

At the 2008 Democratic National Convention

the food and beverage contractor, Levy

Restaurants, followed numerous sustainable

measures to make the convention the

“greenest convention in history.”

- From the article “Sustainable food and

When working with a venue or caterer you should ask them if they have a sustainable menu or

Five environmentally responsible practices a food and beverage provider can do:

  • 1. Choose to serve water from pitchers not plastic bottles

  • 2. Use food that is in season

  • 3. Choose food raised in sustainable environments

  • 4. Use china or biodegradable silverware

Accommodation

Considerations

Research Ways hotels are helping the planet:
Research
Ways hotels are helping the
planet:

Renting bicycles to guest Solar energy being used for lighting signage and to heat water Using renewable resources throughout the hotel, such as recycled windshield glass as tile flooring Maintaining gardens on hotel grounds to support produce needs at restaurants within

What is a sustainable hotel?

A hotel that follows sustainable practices and improves its bottom line in doing so in a way that uses its resources most efficiently in a manner that reduces the hotels impact on the

Accommodation Considerations Research Ways hotels are helping the planet: • Renting bicycles to guest • Solar

You should personally take a tour and ask a person

from the personnel to show you how the green practices

are being carried out. Many hotels may say that they follow

green practices, but in reality they only do so in the front-

of-house operations that are seen by the guests. It is your

responsibility to ask for a tour and do a personal check of

all the promises the hotel has made that they truly do

follow reen ractices

Orchard Garden Hotel San Francisco CA

First LEED certified hotel in CA Opened in 2006 10-stories, 86 rooms Located in Chinatown 5,675 square feet

The Orchard Garden hotel is a simple, elegant, and comfortable hotel located in a prime location in downtown San Francisco. The owners, designers, and stakeholders chose to construct a green hotel so that they could provide a healthy environment for

Best practice products and activities on the hotel grounds:

Energy Efficiency and Innovation – Guest Room Key

Card System

Environmentally Friendly Cleaning Supplies

Efficient Space Planning

Effective Team Collaboration

Orchard Garden Hotel San Francisco CA First LEED certified hotel in CA Opened in 2006 10-stories,

Meeting and Venue Selection

When should you discuss green meeting expectations with a venue?

When you first make contact with the venue it’s imperative that you discuss the green meeting expectations with them. This will be beneficial to all involved and will let the venue know what they have to do in order to make the green meeting or event a success. It’s important to acknowledge the benefits of implementing green practices, both for the venue and the event or meeting itself. By bringing light to the reasons and environmental impact that having or not having green practices in place may allow you to persuade the venue to commit to maintain these practices after the event has taken place.

Meeting and Venue Selection When should you discuss green meeting expectations with a venue? When you

Checkout The Convention Industry Council’s “Green Meeting Report” to see the minimum bets practices for a green event venue.

* This photo is of the LEED certified

American Airlines Arena in Miami, FL. It is a

green venue location that is home to

numerous sporting events, conferences, and

“The transportation sector is becoming increasingly linked to environmental problems.” – Dr. Jean-Paul Rodrigue Transportation Event

“The transportation

sector is becoming

increasingly linked to

environmental

problems.”

– Dr. Jean-Paul Rodrigue

Transportation

Event planners should provide resources to assist their guest in selecting a green mode of transportation. Some possible green transportation options for meeting and event attendees include:

Public transit Bicycle Walking Carpool

You can educate and provide resources to attendees on the options they have when getting to and from an event. Sometimes the impact of attendees choices for transportation is overlooked by event planners and the choices that they make greatly impact the environment. If you provide information about the various transportation options that are available to attendees you can

Communication

Throughout the process of planning a green meeting or event all stakeholders must have continuous communication so that they can put on a successful meeting or event. Communication is key when putting in place green practices and policies for all suppliers, attendees, vendors, and stakeholders

Communication Throughout the process of planning a green meeting or event all stakeholders must have continuous
Some suggestions regarding communication for event planners:
Some suggestions regarding communication for
event planners:

- Make sure everyone is informed about green strategies. - Try to reduce printing material as much as possible. - Use the vast technological resources available to market and communicate for the event. -Do event registration on-line and provide all event related material electronically.