Green Guide

Sustainable Meeting & Event Planning Guide Nikki Robb RECR 498 Spring 2009

Overview I watched the overview video; it was brief yet to the point. The graphs

and the many visual tools used in the slides helped me to gain a better understanding of the subject. I was glad to see some general definitions because it is hard to define both “green living” and “sustainability”. My favorite things about the video were the examples of green buildings throughout the United States. I often hear people discussing green buildings but I had never really seen any definitive examples of exactly what a green building does and should do. The rooftop gardens sound really interesting, so did the many innovative, efficient and sustainable things that the Moscone Center and the Denver Convention Center. I am looking forward to learning firsthand from one of the most knowledgeable people in the field. This topic is a growing concern for all people within this earth including myself. I think this is a crucial topic for progress within my field (event coordination). Green living is a subject that everyone should want to be apart of and I am ready to jump in.

Sustainability These three factors (sustainability, corporate social responsibility, and sustainable development) should be implemented within your goals when planning green meetings. Make these three steps all priorities of the core culture for the event. These factors not only seem sensible but a must know for the future of event planning and sustainable management practices.

What is a Green Event? “A green meeting or event incorporates environment consideration to minimize its negative impact on the environment” -Convention Industry Council’s Green Meeting Report

Sustainability Defined The ability of earth’s various systems, including human cultural systems and economies, to survive and adapt to changing environmental conditions indefinitely. An enduring, balanced approach to economic activity, environmental responsibility and social progress.

Corporate Social Responsibility A voluntary approach that a business enterprise takes to meet or exceed stakeholder expectations by integrating social, ethical, and environmental concerns together with the usual measures of revenue, profit, and legal obligation.

Triple Bottom Line = Economic, Social, Environmental

Sustainable Development Development that meets the needs of the present without compromising the ability of future generations to meet their own needs. It advocates the integration of social, economic, and environmental considerations into policy decisions by business and government. Particular emphasis is given to social, cultural, and ethical implications of development. It can be achieved through environmental management and is a feature of a socially responsible business.

Did you know: Americans consumes six times more energy than the world average. -Energy Information Administration

Example of a Sustainable Business West Paw Designs Bozeman, Montana Purpose: To appeal to the human desire to reduce their carbon footprint by helping them  cut their furry friends’ carbon paw print as well. Philosophy: West Paw Designs strives to maintain a high level of corporate social  responsibility.  while continuing to take care of their employees and their community. Priorities: All employees are treated as friends and family members both in and out of the  work environment. They are given fair pay, health insurance, retirement accounts and paid  time off. All employees share in the success of the company by being apart of the  company’s profit sharing program.  Practices: The company gathers cardboard boxes from local companies to store and ship  their products. They make some recycled products, a hard and nearly indestructible plastic  fro toys. They use plastic from soda bottles to make a fluffed material to put inside of the  dog beds.  Projections: The company chooses to support causes that are dear to the hearts of their  employees. They continually contribute to community events as well as donating money  and products to organizations that are important them.

Standards What is a Green Meeting? A meeting or event that addresses all aspects of the planning process with an aim of to reduce its environmental impact. They provide the same service, sometimes better while having a less harmful effect

What is a green meetings business case? The environmental, economic, competitive advantage and potential for regulation that may influence organizations, clients or sponsors when pertaining to a green meeting.

Standards Who benefits from green meetings? Many people and environments can benefit from green meetings. Suppliers, vendors, venue operators, planners and even the attendees can benefit. By taking simple steps such as, planning meetings walking distance to lodging venues in order to save on gasoline usage and CO2 emissions from attendees, to sending emails on necessary information rather than wasteful pamphlets passed out at the event, to serving condiments in bulk containers to cut down on waste our earth will clearly benefit. Many businesses achieve a higher level of respect, as do the event planners that have the knowledge to provide these services, leading to a competitive advantage for both.

Getting Started: Steps to Begin Implementing Green Practices into Your Event/ Meeting Dive in and chart your course! Find out where your client stands on going green, why they want to go green and how committed to going green with their event they are. Address all categories of the planning and selection processes: destination selection, accommodations, meeting & venue selection, food &beverage, communications & marketing, transportation selection, on-site office procedures, and exhibition production. Set green event standards within all categories. Communicate standards with investors, suppliers, vendors,and attendees. Be willing to negotiate the importance of greening your event with your suppliers, vendors and investors. Follow through throughout event setup and implementation.

BS8901 The First Set of Green Event Standards The purpose is to help the events industry conduct its business in a more sustainable manner. BS 8901 is a management system standard. A management system is defined as a system to establish policy and objectives and to continually achieve those objectives. BS 8901 requires organizations to understand the sustainability issues relevant to their event(s) and to put in place measures to control and minimize these impacts. It requires organizations to aspire to continually improve their sustainability performance in relation to the management of events.

Standards: Convincing Clients & Suppliers to Green Their Events Show financial benefits. Show long-term benefits of greening the event. Be honest. Explain the importance of being green for the environment. On average everyday we use: 3-7 gallons for toilet 25-30 gallons for tub 50-70 gallons for a 10 minute shower 1 washing machine load uses 25-40 gallons 1 dishwasher load uses 9-12 gallons

Destination Selection Three factors to consider when evaluating and choosing a destination: Is the purpose of the event conducive to the destination? Is the cities public transportation adequate to service the event? What are the demographics of the attendees?

Contact the cities Chamber of Commerce or visitors bureau or destination management company for further information on green suppliers and other venue possibilities.

When making your destination decision a high value should be placed on the availability of existing green practices. It may be harder and more costly to attempt to implement these practices if certain resources and knowledge are not readily available.

Food & Beverage Selection Five Environmentally Responsible Practices to request for food and beverage: No water bottles. Serve water from large pitcher containers. Donation of leftover food. (Protected by the Good Samaritan Law) Do vendors offer a sustainable menu? Are products for the event purchased and grown locally whenever possible. Do not serve condiments in individual packets instead use bulk containers. Do not use disposable service ware, use washable flatware and utensils.

Food & Beverage Selection Food & Beverage Selection Functions that Benefit the Environment and the Local Community: Buying locally grown produce benefits the local growers and the community. Buying locally also cuts back on CO2 transmission into the environment from the vehicles used to ship the foods to the required event venue. Buy food that is in season as it will be fresher, tastier, and more plentiful. Eliminate the use of plastic silverware. Request minimal packaging from vendors. DO not use individual serving packets for condiments, instead buy in bulk. Use chinaware instead of paper or plastic dishware. Paper and plastic ends up in the landfills, chinaware can be used over and over gain.

Accommodations Selection Common Requests to Make for Hotel: A linen and towel reuse program should be implemented. The use of CFL (compact fluorescent lights) throughout the hotel, to save energy. A recycling program, in the hotel restaurants, offices, and guest rooms.

Hotel management should be included from the beginning of hotel selection. It is important to include all greening requests within the contract. Requests should be inspected during a preliminary site inspection.

Accommodations Selection A green hotel should: Maintain environmentally responsible leadership within the hotel. It needs to incorporate sustainable thinking in its decision-making at all levels throughout the organization. The hotel should aim high on the triple bottom line; economically, socially, and environmentally throughout their business management. Provide solutions. Minimize the hotels negative impacts on the surrounding ecosystems and cultures. Maximize and increase the hotels positive contributions to biodiversity conservation, cultural heritage, and preservation and community development.

Accommodations Selection Key Areas for Green Commitment & Hotel Practices within the Company: Policy & Framework = Commitment from everyone on the staff and other associates Staff Training & Awareness = Continued motivation with all within the company especially management Environmental Management = Aim for the highest level of environmental standards Purchasing = Work with your suppliers and vendors to green your supply chain People & Communities = Look at how your company can benefit from taking a leadership role in the community Destination Protection = Maintain a sense of place within your environments natural heritage

Meeting & Venue Selection Make sure to outline the green requests and requirements of the venue at initial discussions. Once agreed, event planner shall do a site inspection. Check implementation of green practices such as recycling and compost areas and water conservation program areas. Ask venue of a yearly print out of savings due to sustainable practices. (approximations are okay too)

The Boston Trade Center

Example of a Green Venue: The Boston Trade Center Linen Reuse Program Towel Reuse Program In-Room Recycling “Smart Thermostat” saves energy “Smart Roof” saves energy Refinish furniture instead of buying new Kitchen oil redirected to a local bio-diesel company Offers an eco-friendly wedding package Does business with vendors and suppliers of like-mindedness The company pays 50% of public transportation fees for employees

Smoke-free since 1998 Hypoallergenic rooms available Eco-friendly cleaning supplies 44% Recycling rate Ozone laundry system BioX Decomposing System Food services buy mostly local foods Motion sensitive light switches to conserve energy in empty rooms Complimentary bicycles for all guests Thermo-glass Windows

Transportation Selection Make the event very assessable for all attendees. Provide public or mass transit passes for all attendees. Provide incentives for attendees to cycle or walk to the event. Provide a shuttle to and from the event for the attendees.

Transportation Many events can offset their carbon footprint by implementing carbon-offset programs for their event. Investing in projects such as renewable energy, treeplanting, and other energyefficient projects can help to reduce the environmentally harmful effects of an event. As with all other aspects of event planning it is important to require transportation companies associated with the event to make an environmentally safe effort. Whether it is through maintenance practices, environmentally safer fuel, etc.

How to Green the Office Establish an environmental office policy for the staff. Have responsible paper usage: NO unnecessary PDF printing. Avoid Disposables: use washable items in the break room. Purchase fair—trade products: such as coffees and teas. Water Conservation: no unnecessary water running. Equipment/ Appliances: use power strips to conserve energy. Use non-toxic cleaning supplies. Waste Management: recycle and dispose of hazardous materials safely. Energy Efficiency: use CFL bulbs. Social: Donate & contribute excess office equipment to local community, instead of throwing in the landfill.

Green A/V

Green A/V is following of sustainable practices through the greening of audio, visual and lighting technologies

Communication: Generational Considerations People can be divided into many categories of consumers, there are Traditionalists, Baby Boomers, Gen X’ers and Gen Y’ers. Within these groups sustainable practices are accepted in different ways. This needs to be considered when planning events.

Communication: Paper Usage It is important to: Use recycled paper whenever possible. Use emails as online memos, etc. Use inks that are soy or vegetable based, that have a low VOC. Print double sided papers.

Energy Basics: Renewable Sources Venues, management systems, and event planners who choose to use renewable energy sources show a true care and passion for the environment and their direct and indirect impact on it. Green= most sustainable.

Wind Energy

Hydro Energy

Solar Energy

Biomass Energy

Nuclear Energy

Tidal Energy

Geothermal Energy

Wave Energy

In Conclusion As you can see this guide can easily show you the importance of sustainability and how to implement it into in the event planning process. Now lets lets go out there and practice Greening our Events. LESSENING OUR CARBON FOOTPRINT AS WE CONTINUE TO PLAN MEETINGS & EVENTS