Meeting green and eco-friendly events are "in" demand. Planning an event that takes into consideration the environmental impact of the event, suppliers and the companies represented will only make your event better. Minimizing your events carbon footprint will not only appease your guests but potentially inspire them to do a little to help the planet as well!
There are so many ways you can incorporate green initiatives into your event. To start, make sure you are working with local, environmentally conscious vendors that share your goals for meeting green. Here are a few eco-friendly ideas you may consider:
Use electronic communication rather than print materials whenever possible. Set the stage by introducing your event with an eco-friendly electronic invitation. Alternatively, if you want the impact of a paper invite, there are a number of good options including plantable invitations made from tree-free, handmade papers with real, flower seeds – guests can actually plant the invitation in their garden. You may also consider recycled paper or paper made from hemp or bamboo, printed with soy or vegetable-based ink. You can also reduce your carbon footprint by eliminating inserts and instead use websites or apps to relay additional event information.
Is the event/meeting location committed to sustainable practices or open to exploring the possibilities? Does the building management system allow conference facilities to be heated and air conditioned separately, so they can be turned off when not in use? Are there teleconferencing facilities so that not all delegates have to travel to the event/meeting to take part? Are there divided bins for recycling and trash? Does the space utilize natural light in meeting and exhibit spaces? If using multiple facilities, are the locations within walking distance of each other? Lastly, will your program bring increased support to the local community?
Select a hotel that demonstrates environmental best management practices including the option of not laundering sheets and towels every day, providing soap and shampoo in dispensers rather than one-use disposible packaging, using energy efficient lighting, offering low-flow showerheads, low-flush toilets and other water conservation measures, and electronic bill options.
If your event requires transportation, choose eco-friendly services. Hire a shuttle bus or hybrid vehicles to shuttle guests. Focus on low or no emissions by using a non-motorized vehicle such as a bike, horses, scooter, horse and carriage or just WALK! You might also consider encouraging guests to carpool to the event by offering a discount off admission for those who ride together or take public transportation. If transportation isn't necessary consider virtual gatherings/video conferencing.
Choose local caterers and food suppliers that use eco-friendly foods, such as organic, locally grown fruits and vegetables, free-range chicken and pesticide free beef and support local farmers. Organic beverages and liquor are always a nice addition to a green event. Fresh juices, organic coffee and tea, organic wine and beer are great options. There are also organic hard alcohol options today such as tequila, vodka and rum. Minimize procurement of food grown with pesticides or GMOs (Genetically Modified Organisms). Offer linen tablecloths and napkins instead of paper products. Use compostable plastics or china, glass and silverware instead of disposables. Favor aluminum and glass over plastic. Serve beverages and condiments in bulk dispensers, state law allowing, minimizing individual servings and their associated waste. Serve fair trade coffee. Reduce food waste by being conscious of specific guest counts and donating all leftover food to local shelters. The donation of leftovers will need to be arranged with your cater in advance.
Consider the end use of all materials used. Recycle guest nametags. Instead of using flower arrangements as centerpieces, explore options beyond fresh cut flowers such as using potted arrangements. Other good options are paper flowers, fall leaves, produce, pine cones or sculptures created by local kids. After the event, send them home with guests or donate to a local nursing home or hospital.
Rent furniture and equipment whenever possible. Select furniture made from rapidly renewable materials like bamboo and cork. Look for furniture made with low-impact dyes, non-toxic adhesives, and organic textiles. Use energy-efficient fixtures and Energy Star certified appliances. Favor local vendors to reduce fossil fuel consumption and support local economies.
Hopefully by now, recycling is a no-brainer for everyone. But make sure you not only recycle every bottle and can, but also things such as your daily conference programs or notepads. Make sure the products you select to use can be recycled. Be sure to provide clearly-marked recycling bins throughout your event. Compost food scraps, plant décor, and landscaping clippings.
Involve the local community in your efforts. Employ local staff at every level. Donate leftover materials or food to local hospitals and non-profits.
While there are several advantages to meeting green, eco-friendly alternatives are often more expensive, which is always something to consider when finalizing your event budget. The key is to prioritize. What items will you spend a little extra in order to go green (such as seedling invitations)? What items will you consider getting rid of altogether in order to make up for the extra costs of going green?
There are many eco-friendly options available, but keep in mind that sometimes the best option is not to have an item at all. Save resources and it will save you money and help save the planet.
Creator of digital platform meetingpages complete event planning directory and resource delivering leads and national, regional and local exposure for event venues, suppliers and destinations in MN, WI, IA & CO markets. In her free time, this 19 year industry veteran enjoys dance, group fitness, and training her young golden retriever dog in competition obedience and confirmation.
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