Green Meetings
Now More Than Ever!
Nancy J. Wilson, CMP
Principal
Meeting Strategies Worldwide
Why is it important?
• Cost Savings
• Image and Risk Reduction
• Competitive Advantage
• Delegate Satisfaction
• Employee Retention
Destination is Key
Choose the right location and
most of the work is done
The most important
green features of a host
city:
• 86% - the ability to walk between the meeting
venue and accommodations/off sites
• 64% - transit accessibility, particularly between
airport and the conference venue
• 51% - availability of recycling
McKinley 2006
Cutting costs by choosing
greener cities
• A walkable conference neighborhood makes a
big difference!
• Choose hotels, venues and off-sites that are close
to each other
• Reduce or eliminate the need to provide shuttles.
Example : Oracle saved $60,000 by reducing shuttle service in
September 2008
Consider the Issues
• What is the purpose?
-Annual meeting
-Board retreat
-Special event
• Where will the attendees come from?
- Minimize the amount of air travel and ground
transportation
- Do they have to rent a car?
Consider the Meeting
Venue
• Start the conversation with the RFP
• Weigh each venue’s policies
• Conduct a site inspection
• Ensure practices are occurring
Ask for Recycling
• Do they recycle glass, paper, aluminum,
plastic, cardboard, grease?
• Is composting available?
Ask about Energy and
Water Conservation
• Is there an energy-saving program in place?
• Are lights turned off in meeting rooms when not in use?
• Are toilets in restrooms low-flow?
• Are hand dryers or recycled content towels available?
• Are large containers of drinking water available?
Ask about Responsible Purchasing
• Are cleaning products environmentally
responsible?
• Are bathroom supplies recycled products?
• Minimal packaging on all supplies?
• Are vendors required to have environmental
practices?
Fast Fact
• 85% turn out the lights
• 67% don’t heat/cool home
• 60% recycle
• 60% turn off water while brushing teeth
• 59% use more energy efficient bulbs
• 53% take short showers
Travel Industry Association Survey of 2,296 travelers, August 2007
Ask About Sleeping
Rooms
Do they have…
• Linen and towel reuse program?
• Amenity donation?
• Paperless check in and communication?
• Occupancy sensors?
Why is it important?
Request a linen and towel reuse program
Towel/sheet reuse - 150 room hotel saves 6,000 gals.
of water and 40 gals of detergent
Source: Sustainable Lodging Program website
Fresh, healthy food and
first class service
What To Ask For…
Local, seasonal and organic
Sustainable seafood
Vegetarian options
Reusable service ware,
linens and decorations
Biodegradable/
compostable products
Bulk condiments
Food donation
Economic Savings Example
Serving water in pitchers instead of plastic water
bottles - $46,000
Source: Agile 2007 Conference
Bottled water costs between 250 and 10,000 times
more to produce. A plastic bottle takes up to 1,000
years to biodegrade.
Source: Plenty Magazine 4/27/07
Local and Organic
First preference – local and organic/natural
Second preference – local, non-organic
Third preference – organic, non-local
Local =product grown
within 100 miles
Sustainable Seafood
Use responsible seafood guides
Monterey Bay Aquarium
Blue Ocean Institute
Similar program
Vegetarian Options
Meat consumption per person/year
India = 11 lbs
USA = 271 lbs
Serving Bulk Items
Request condiments served in bulk such as
sugar, milk, etc.
Caterers report a 50% - 62% savings
Negotiate Green Practices
Know what is negotiable
Tell them why it’s important
Include green practices in contract language:
Convention center
Hotel
Caterer
Meeting Strategies Worldwide
Measure Results
Track green practices
Capture measurements:
Waste
Percentage local/organic products
Reduced paper usage
Economic savings
Evaluations from attendees
Meeting Strategies Worldwide
• Cost Savings
• Image and Risk Reduction
• Competitive Advantage
• Delegate Satisfaction
• Employee Retention
Tools and Resources
Meeting Strategies Worldwide
…want more?
• Help getting started
• 8 planning categories
• Sample contract language
• Checklists
• Helpful resources
• Glossary of green terms
www.meetgreen.com