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					Green Meetings




            Rebecca Mebane
            Director of Conferences and Meetings
            National Recycling Coalition




                                        National
                                        Recycling
                                        Coalition, Inc.
What is a ‘Green Meeting?’



        “A meeting or event that
      incorporates environmental
     considerations to minimize its
         negative impact on the
             environment.”

 -As defined by The Convention Industry Council
                                         National
                                         Recycling
                                         Coalition, Inc.
How do I plan a ‘Green Meeting?’

 NRC‟s Green Meeting Policy:
 - Promotion/Printed Materials
 - Transportation
 - Working with Facilities
 - Food & Beverage Functions
 - Hotels
 - Exhibit Hall/Exhibitors
 - Educating Attendees
 - Evaluation of „Green‟ efforts
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                                   Recycling
                                   Coalition, Inc.
Promotion/Printed Materials

 General Use/ Paper Copying
 •Always meet or exceed EPA standards for
 recycled content paper.

 (Executive Order 13101 states that paper
 purchased by Federal Agencies must have a
 minimum of 30% recycled content.)


                                   National
                                   Recycling
                                   Coalition, Inc.
Promotion/Printed Materials

                 Closing the Loop

 1. Diverting Recyclables from the Waste Stream

 2. Companies use these recyclables to
   manufacture new products

 3. Purchase products made from recovered
   materials

                                         National
                                         Recycling
                                         Coalition, Inc.
Promotion/Printed Materials

       How YOU can „Close the Loop‟:

 - Make sure to use recycled content paper
   for in-house print jobs.

 - Ask your printer to use recycled content
   paper for large volume print jobs.


                                      National
                                      Recycling
                                      Coalition, Inc.
Promotion/Printed Materials

  Other considerations:
 • Always use back to back copying/printing
   ($)

 • Do not use goldenrod or fluorescent
   colored paper

 • Limit any use of glossy paper

                                     National
                                     Recycling
                                     Coalition, Inc.
Promotion/Printed Materials

 Promotional Materials
 • Utilize electronic advertising/promotion
   whenever possible ($)
 • Make printed materials self mailers wherever
   possible ($)
 • Clean-up mailing lists ($)
 • Offer registration on-line
 • Find mailing labels with water-based adhesives
 • Print with non-volatile vegetable-oil based ink

                                          National
                                          Recycling
                                          Coalition, Inc.
Promotion/Printed Materials

 Confirmation Materials
 • Send confirmation materials
   electronically ($)
 • Make information available on website,
   and mailed only when requested
 • Provide Attendees “Green” Traveler Ideas
   (Ask Green Hotels Association for
   permission to reprint.)
   www.greenhotels.com
                                    National
                                    Recycling
                                    Coalition, Inc.
Promotion/Printed Materials

 Speaker Handouts
 • Ask speakers to provide handouts
   electronically and post these on your
   website ($)

 • Then ask attendees to download materials
   in advance or provide computers/printers
   on-site for downloading presentations.

                                      National
                                      Recycling
                                      Coalition, Inc.
Promotion/Printed Materials

 • Provide attendees with disks/USB flash
   drives with all presentations

 • Or

 • Request that speakers ask attendees for
   business cards to mail any materials that
   are not provided on-site

                                      National
                                      Recycling
                                      Coalition, Inc.
Promotion/Printed Materials

 On-site Materials
 • Collect and reuse name tag
   holders/lanyards ($)
   – Have badge collection boxes at the
     registration area, exit of exhibit hall, and at
     exit of convention center on the last day
   – Ask conference hotels to have collection
     boxes at front desk for check-out
   – Offer a prize drawing from those recycled
     name tag holders

                                             National
                                             Recycling
                                             Coalition, Inc.
Promotion/Printed Materials


 • Conference give-a-ways (tote bags, mugs,
   etc.) should be made with recycled content
   materials.

 • Speaker gifts/awards/etc. should be made
   from recycled materials or be
   environmentally conscious.

                                     National
                                     Recycling
                                     Coalition, Inc.
      Recycling‟s true value
comes from preventing pollution and,
     saving natural resources
       and energy- not just
          landfill space.


                              National
                              Recycling
                              Coalition, Inc.
• It takes 95% less energy to recycle
  aluminum than it does to make it from raw
  materials
• Recycled Plastics 70%
• Recycled Steel saves 60%
• Recycled Glass and Newspaper 40%


                                    National
                                    Recycling
                                    Coalition, Inc.
Promotional/Printed Materials



 • Use reusable or
   recyclable signs
   ($)




                                National
                                Recycling
                                Coalition, Inc.
Transportation

  Choose a destination with minimal travel
   requirements for delegates. Shorter
   distances will result in less environmental
   impact.

  Choose hotels/meeting venues accessible
   to airport by public transit system and
   have “free time” activities (restaurants and
   shops) within walking distance of each
   other.
                                       National
                                       Recycling
                                       Coalition, Inc.
Transportation

 • Use or give delegates incentives to travel
   via public transit (free passes or transit
   route maps).

 • Offer attendees bike rentals.




                                      National
                                      Recycling
                                      Coalition, Inc.
Transportation

 • If transportation is being arranged for
   delegates, choose a vehicle powered by
   electric or hybrid power, natural gas,
   propane, methane gas or ethanol.

 • Offer “Carbon Offset Programs”




                                    National
                                    Recycling
                                    Coalition, Inc.
Working with Facilities

 In Advance
   – Send a “Recycling & Waste Prevention
     Information Checklist” with your RFP

     • Ask if they are a EPA Energy Star, Green Seal, or
       LEED Certified Building.

     • Ask about recycling programs, energy
       conservation, purchasing of recycled content
       products, etc.


                                              National
                                              Recycling
                                              Coalition, Inc.
Working with Facilities




    Use this information to evaluate and
               choose facilities




                                 National
                                 Recycling
                                 Coalition, Inc.
Working with Facilities

 Contracts
 Add as an appendix to your contract any “Green
 Meeting” requirements:

        “Facility agrees to abide by the following for
  all NRC events. If any additional costs are to be
   incurred by NRC for any of these items, these
       costs must be identified in the contract.”

 –You should include green meeting requirements
 with all vendors (decorators, printers, etc.)
                                             National
                                             Recycling
                                             Coalition, Inc.
Working with Facilities

 Setup a recycling program for:

 - Paper
 - All Beverage Containers (i.e. glass,
   plastic, aluminum cans) that are being
   served.
 - Cardboard (done behind the scenes
   recycling containers not needed in 'public'
   areas).
                                       National
                                       Recycling
                                       Coalition, Inc.
Working with Facilities


   -Collection areas should be visually well
     identified

   -Make sure to educate attendees on what
    can be recycled and where

   -Make sure to have trash cans near
    recycling containers

                                      National
                                      Recycling
                                      Coalition, Inc.
Food & Beverage Functions


  Eliminate use of disposable service ware
     • Require all facilities to use non-
          disposable service ware




                                    National
                                    Recycling
                                    Coalition, Inc.
Food & Beverage Functions


    Using 1,000 disposable plastic spoons
  consumes over 10 times more energy and
  natural resources than manufacturing one
   stainless steel teaspoon and washing it
                 1,000 times.




                                   National
                                   Recycling
                                   Coalition, Inc.
Food & Beverage Functions

 If non-disposable service ware is
 unavailable:

 -use biodegradable disposable service
 ware in conjunction with a compost
 program or
 - service ware made from recycled
 content materials.

                                     National
                                     Recycling
                                     Coalition, Inc.
Food & Beverage Functions

 • Onsite concessionaires:
   – Ask concessionaires to use recycled content
     products or biodegradable disposable
     service ware in conjunction with a
     compost program
   – Ask concessionaires to serve beverages to
     attendees in their Conference mugs.
   – Promote/recognize concessionaires who are
     willing to work with you in those areas.


                                         National
                                         Recycling
                                         Coalition, Inc.
Food & Beverage Functions

 • Eliminate the use of plastic or wood stir
   sticks with any beverage service, reusable
   spoons should be used at coffee service.

 • "Box lunches" must be served buffet style

 • Request cloth napkins and table cloths be
   used. In cases where this is not feasible,
   request compostable napkins or napkins made
   from recycled content materials.
                                         National
                                         Recycling
                                         Coalition, Inc.
Food & Beverage Functions

 • Have cocktail napkins available at bar
   service but instruct bartenders not to
   automatically give them with each
   drink.
 • Provide or ask attendees to use mugs.
 • Use water coolers instead of individual
   bottles of water.($)
 • Have a recycling program for type of
   beverage containers that will be served
   (i.e. glass, plastic or cans).
                                   National
                                   Recycling
                                   Coalition, Inc.
Food & Beverage Functions

 Food Service
 • All condiments (ketchup, mustard,
   mayonnaise, jelly, butter, sugar,
   creamers, etc) should be served in
   serving containers and not in individual
   packets.
 • Ask to have food served without
   garnishes or use edible garnishes.

                                   National
                                   Recycling
                                   Coalition, Inc.
Food & Beverage Functions

 • Where possible, donate surplus food to
   local shelters, soup kitchens, etc.
 • Plan menus with locally grown or organic
   food (including fair trade, shade grown
   coffee, tea, chocolate, and cocoa).
 • Serve only environmentally friendly
   seafood.
 • Provide a “signup form for meals” section
   on registration form

                                      National
                                      Recycling
                                      Coalition, Inc.
Food & Beverage Functions

 Food Composting
 • Ask Facilities to provide food composting
   or
 • Sell scraps to Pig Farms




                                      National
                                      Recycling
                                      Coalition, Inc.
Hotels

 Linen/Towel Program
 For hotels who don't already change towels
 and bed linens as requested, have them
 commit to doing this for your attendees
 during your stay.




                                    National
                                    Recycling
                                    Coalition, Inc.
Hotels

 • Provide cards that guests can use during their
   stay to let housekeeping know whether they
   want their towels and bed linens changed.
 • Give these cards to hotel for them to give to your
   guests during check-in.
 • Let attendees know in advance to expect these
   cards at check-in.
 • Attendees should be instructed to call
   housekeeping at the hotel if the hotel is not
   following the instructions not to have their towels
   and bed linens changed.

                                            National
                                            Recycling
                                            Coalition, Inc.
Hotels
 Dispensers in the bathrooms for shampoo/
    soap/etc,

 •   If they don't have a program already in place,,
     collect and donate opened hotel toiletries and
     soap.
 •    Work with the host committee to find
     organizations who can use opened hotel
     toiletries and soap.
 •    Have a collection box set up at the
     Convention Center on the last day and see if
     we can also setup collection boxes at the hotel
     front desk.
                                           National
                                           Recycling
                                           Coalition, Inc.
Hotels

 Recycling
 • Check to see if the hotel has in-room
   recycling containers or is able to collect
   recycling items from the trash. If not,
   instruct attendees to bring any recyclables
   from their hotel room to the collection
   stations in the meeting areas of the hotel.



                                      National
                                      Recycling
                                      Coalition, Inc.
Exhibit Hall/Exhibitors


   The goal is to make recycling for exhibitors
   a positive experience and not to be so
   restrictive or make recycling so difficult
   that you discourage exhibitors from
   participating at your Conference.




                                      National
                                      Recycling
                                      Coalition, Inc.
Exhibit Hall/Exhibitors

 Give-a-ways
 • Ask exhibitors not to over-package give-a-
   ways
 • Set up a collection for any 'useful' give-a-
   ways that would normally be thrown away
   and donate them to local shelters or
   schools.
 • Ask exhibitors that give-a-ways be
   reusable items or items made from
   recycled materials.
                                       National
                                       Recycling
                                       Coalition, Inc.
Exhibit Hall/Exhibitors

 Exhibitor promotional materials
 • Give exhibitors your "Green" policy for
   promotional materials and ask/suggest
   that they adhere to them.
 • Let exhibitors know in advance the
   expected number of attendees to help
   them in their planning an appropriate
   number of handouts/give-a-ways to bring.


                                    National
                                    Recycling
                                    Coalition, Inc.
Exhibit Hall/Exhibitors

 • Encourage exhibitors to bring small
   quantities and then mail materials to
   clients from their offices after the show or
   refer clients to their web site.
 • Suggest exhibitors avoid printing dates
   and slogans on exhibit materials so that
   they may be easily reused.
 • Let Exhibitors know how/where they can
   recycle their materials
                                        National
                                        Recycling
                                        Coalition, Inc.
Exhibit Hall/ Exhibitors

 Recognition of "Green" Exhibitors
 • Develop criteria to recognize "green"
   exhibitors.
 • Send to criteria to exhibitors in advance.
 • Recognize exhibitors, who meet a required
   level of the criteria, in post-Congress
   materials and at the following year's
   Congress (special notation on their booth
   signage or other signage which they can
   display at their booth).
                                     National
                                     Recycling
                                     Coalition, Inc.
Exhibit Hall/ Exhibitors

 Decorator
 • Work with decorator on putting decorator
   kit on the website.

 • Work with decorator on trying to eliminate
   non-reusable materials (draping for tables,
   etc) or see if they can be reused by local
   schools, etc.

                                      National
                                      Recycling
                                      Coalition, Inc.
Educating Attendees

 Educating Attendees
 • Pre-Conference information
      Let attendees know in advance (either by e-
      mails or in Congress Confirmation materials)
      about general recycling programs that will
      be in place and how they can participate. If
      you will be providing the 'bed linen/towel
      changing' cards to the hotel, let attendees
      know they should be receiving them at
      check-in.

                                         National
                                         Recycling
                                         Coalition, Inc.
Educating Attendees

 •   Program Book
     – Include details of your on-site
       recycling/waste prevention program,
       including: what materials will be recycled
       and where recycling bins are located; what
       'behind -the-scenes' recycling is taking place
       at the Convention Centers/Hotels/Off-site
       Facilities;
     – Notice of any special deals that on-site
       concessionaires are offering (that promote
       waste prevention)

                                            National
                                            Recycling
                                            Coalition, Inc.
Educating Attendees

   Program Book (cont‟d)
   – Other waste prevention measures you are
     taking (reusing names badges & signage,
     mug program, confirmation materials on the
     web, etc).
   – Information should start with an intro into why
     we have this program in place.




                                           National
                                           Recycling
                                           Coalition, Inc.
Educating Attendees


Educating Attendees
• Announcement at sessions

• Reminders in daily signage




                               National
                               Recycling
                               Coalition, Inc.
Educating Attendees

 Encouraging/Rewarding Attendees
 • Provide attendees seen with "I was caught
   green handed" buttons, pins, etc to help
   provide an incentive/reminder for
   attendees to recycle/eliminate waste.




                                    National
                                    Recycling
                                    Coalition, Inc.
Educating Attendees

 Recycling Advisors
 • Have designated volunteers to serve as
   recycling advisors. Have special badges,
   shirts or ribbons to identify these advisors.
   Purpose of recycling advisors is to help
   identify recycling areas to attendees and
   to help assist and encourage attendees to
   recycle.


                                        National
                                        Recycling
                                        Coalition, Inc.
Evaluation of ‘Green’ efforts

 Attendee & Exhibitor Evaluation
 • Have a section on the Conference
   Evaluation Forms asking them to rank
   your „green‟ meeting efforts
 • Ask questions like:
   – Were you aware of our programs?
   – Rate the ease of participating in the programs
   – What other areas can our organization
     improve upon?

                                          National
                                          Recycling
                                          Coalition, Inc.
Evaluation of ‘Green’ efforts

 Post-Congress
 • Let attendees know that a post congress
   recycling/waste prevention report will be
   available on your website some time after
   the Conference.

 • Include information on how much/what
   kinds of materials were recycled.

                                     National
                                     Recycling
                                     Coalition, Inc.
Recycled Content Fashion Show




                                National
                                Recycling
                                Coalition, Inc.
Recycled Content Fashion Show




                                National
                                Recycling
                                Coalition, Inc.
Recycled Content Fashion Show




                                National
                                Recycling
                                Coalition, Inc.
Recycled Content Fashion Show




                                National
                                Recycling
                                Coalition, Inc.
Recycled Content Fashion Show




                                National
                                Recycling
                                Coalition, Inc.
Recycled Content Fashion Show




                                National
                                Recycling
                                Coalition, Inc.

				
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