Green Meetings 101-Top 10 Green Practices by Scott Parisi

There’s an old saying that people age at twice the normal rate when they’re in a meeting.   

We now know that unfortunately, Mother Nature does, too.   

Meetings and conventions that are run the traditional way have a strong negative impact on the environment, causing an increased demand for energy, paper, water and transportation, and a significant contribution to the waste stream.  That’s why hotels and resorts around the world are devising new standards for green meetings – and event planners are embracing those standards. 

In fact, venues without meaningful green initiatives are losing business.  For example, Florida Governor Charlie Crist’s recent mandate that state meetings and conventions must take place in certified green hotels whenever possible set off a stampede among hoteliers who scrambled to “get their green on” and remain relevant.  Similar mandates are happening around the country as more governments and corporations instruct their meeting and convention planners to choose only eco-friendly venues.  

And venues are stepping up to the plate by coming up with (and publicizing!) innovative green meeting initiatives.  For example, Hilton recently introduced its Hilton Meetings product, which features online tools for organizing meetings, eliminating the need for paper.  For the parts of the event that do require paper, Hilton uses recycled products printed with eco-friendly inks.  Marriott is donating a portion of its group room revenue to charities that work to preserve the Amazon rainforest.  Fairmont’s Eco-Meet program gives planners the opportunity to select a meeting structure that minimizes waste and maximizes environmental awareness.   

Attendees at Kimpton Hotels’ inspired EarthCare meetings can take home the paper on which their conference agenda was printed and plant it to produce wildflowers.  Rosen Hotels and Resorts pioneered green meeting best practices that recently earned its owner, Harris Rosen, a prestigious Legacy Award from Sustainable Florida. And Individual properties are also developing their own green meeting programs.  Among other things, the Sheraton in Reston, Virginia features sustainable menu items for its hungry conference-goers to enjoy.   

What can your property do to increase meeting and convention bookings?  Implement some or all of EcoGreenHotel’s Top Ten Green Meeting Tips, that’s what!   See how many of these tips are already in place in your green hotel, then strive to do even more: 

1.     Limit paper waste by using e-mail, the web, and listservs for as much advance communication (proposals, menus, banquet orders, etc.) as possible.  Offer online registration and paperless billing.  Some properties even set up free websites for conference organizers, allowing them to post agendas and workshop handouts online.  In your meeting rooms, provide presenters with white boards and water-based, non-toxic markers instead of paper flip charts.

2.      For items that must be printed, use 100% post-consumer recycled paper and     eco-friendly vegetable-based or soy ink.  Print on both sides of the page.

3.      Ask attendees to return their plastic name tag holders at the end of the event.  Put labeled boxes near each exit – one for the paper part of the tag – which can be recycled – and another for them to drop the plastic holders into on the way out.

4.      Offer condiments like salt and pepper, sweeteners, creamer, cream cheese, mustard and ketchup, etc. in bulk containers instead of individual single-use packets.  Serve beverages from pitchers rather than in individual plastic bottles.

5.      Set tables with reusable tablecloths, napkins, coasters, eating utensils, plates and glasses rather than disposables.  Consider eliminating tablecloths altogether to save water in the laundry, and absolutely eliminate all Styrofoam.  Use centerpieces of live plants, rocks, edible organic fruit or other Earth-friendly, natural items.

6.      Promote paper, plastic, glass and aluminum recycling and vegetable waste composting by stationing a number of recycling and compost bins – each clearly labeled to maximize proper use – in easily accessible places throughout the venue.  

7.      Develop a menu that features as many locally-sourced, seasonal organic foods and beverages as possible – and try to make the price comparable with conventional menus.  Be sure to present plenty of attractive options for vegetarian and vegan diners. 

8.      Be a good neighbor by teaming up with a local food bank or shelter to arrange donations of leftover banquet food.  Donate a portion of the proceeds from each convention to an Earth-friendly charity.  Provide meaningful ways for incoming groups to benefit your community.  Offer volunteer opportunities like planting trees to offset their carbon footprint, or participating in a beach cleanup.  

9.      Prepare every staff member – from the front desk receptionist to the waste management director to the purchasing clerk – to maximize their role in each green meeting. Be certain that cleaning crews are trained to recycle everything, and that the chef understands the need to buy locally whenever possible.  Get everyone on the same page.

10. Publicize your efforts!  Tell the world about what you’re doing.  Not only will tooting your own horn bring in more business, but you’ll also be building and strengthening the wave of sustainability that is currently sweeping the globe.  Meeting participants and convention-goers will take some of your good ideas with them, and will implement them in their homes and offices.  Other businesses will emulate your efforts as well. 

Follow EcoGreenHotel’s Ten Tips and soon every meeting will be sustainable – and so will our planet!

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