By Deb Wentz and Marie Gullard
Waste not; want not. It is far easier than most of us think and, therefore, no reason to panic or feel hopelessly uninformed if asked to plan a green event. The Convention Industry Council defines a green meeting as "a meeting or event that incorporates environmental considerations to minimize its negative impact on the environment."
It's amazing to learn how much waste is produced by one meeting. Because the definition is so broad, transportation, refrigeration production, even the marketing of our events can all negatively impact the environment. Multiply by this impact by the number of meetings and events the association and nonprofit communities produce and the number of hotels and venues in this country and the amount of waste is truly astonishing.
Is there one best way to manage waste by the use of non-reusable and non-recyclable materials? Is there one catchall formula that efficiently feeds guests, while effectively disposing of these local products, the very ones that minimized or even eliminated unnecessary transportation, refrigeration and production? Do we consider paper and ink waste in the materials deemed necessary for a meeting or convention? Finally, are we choosing venues that are the most environmentally efficient based on the individual needs our associations and nonprofits? How far, for example is the airport from the meeting space? Is a bus or mini-van more practical than the use of several town cars? Admittedly, this is an overwhelming amount of information to consider. Or is it?
If you would no more throw a plastic bottle out of the car window than you would deliberately bang said car into a tree, then, whether you know it or not, you are halfway to an environmentally sound meeting. Let common sense prevail; start with the little details. Surprisingly, the rest will fall into near environmentally perfect place.
One launching point is the Internet. Sites such as www.bluegreenmeetings.org and www.greenmeetings.info offers multiple tips for making your events more environmentally responsible. To begin, the site suggests establishing an environmental statement or policy for your meeting. Share this policy with the management of your chosen venue. You may be in for some pleasant surprises.
Many venues already boast a green policy, with commitments to preserving the environment and in how they manage their space, as well as their support for event planners who want to produce green events. Many sites have already installed high-efficiency HVAC units that do not contribute to ozone depletion, compact fluorescent light bulbs that significantly reduce energy use and light bulb replacement, and low VOC paint.
If ever the time was right for paperless technology, it is now. BlueGreenMeetings.org suggests using the computer as command central, a place to produce a conference website, as well as for electronic confirmation and registration. If using printed materials, make sure to print on recycled paper.
There is still controversy about disposable versus washable tableware. Trina Myers, CEP, CBC, an event planner for Affairs Remembered LLC in Baltimore, Maryland, suggests using bio-degradable plates, cups, cutlery and trash bags. "Gone are the days that recyclable goods mean a menu of franks and burgers," she noted. "Some of the most expensive events, with price tags of six or more figures, often use bio-degradable place settings." Think, though, of consequences and alternative solutions as you ask the manager of your selected venue this question: Which requires more energy, delivering and removing (where applicable) china and glassware or producing new plastic utensils? The china can always be reused yet plastic service ware can be recycled.
Additionally, inquire about the uses of motion controlled paper towel dispensers in bathrooms to maximize single-towel use and minimize waste. With the use of single-stream recycling in most cities, caterers are now able to recycle glass, metal, plastic and paper on-site. Make sure your chosen caterer or and kitchen staff provide large yellow recycling bins to use at the bar and in the kitchen.
If not going the hotel route (with meeting space and sleeping rooms under the same roof), you can save energy by meeting close to the distances that must be traveled by attendees and guest speakers. Meyers also suggests that, weather permitting, have your group walk between venues. Rather than taking cars or chartering a shuttle, impress them with a little history of the area by having a tour guide walk with them. Alongside a knowledgeable guide, even locals can learn new things about their hometown.
When walking is not an option, arrange for mass transit such as chartered buses, commuter trains, subways and, if near a city on the water, utilize water taxis.
Be mindful of food and drink served to your guests. Insist to a hotel food and beverage manager or to a caterer that there be vegetarian menu choices, and use local foods in season. Some venues even grow their food onsite. "Our hotel maintains a roof-top garden in which we grow our own herbs to use in the preparation of the food," said John Stowell, general manager of the InterContinental Harbor Court in Baltimore. "Some future projects include looking at ways to compost our current waste."
While not every venue has a roof-top garden, using local food cuts down on transportation, making it more environmentally sound. Consider other local vendors. For beverages, for example, consult a local brewery or use local wines. Staying local cuts down on transportation, which in turn keeps the carbon footprint smaller.
More green ideas will come naturally as preparation gets underway. Don't be afraid to ask questions, consult friends or go online for the information you need. "Every little bit helps," said Myers, "The key is mindful indulgence. This is your meeting. Don't feel you have to mirror previous events to have it considered green. Whatever you choose to do, or whatever your green contribution is, remember that every little bit helps."
Finally, be kind to yourself, tooting your own horn for a job well done. Any action toward green event planning, no matter how large or small, is environmentally proactive and noticed by members as the right thing to do, and one day green will be the norm and not the latest trend.
Deb Wentz is the founder and president, and Marie Gullard is a writer, Alliance Planners, PO Box 1088, Frederick, MD 21702; 301-865-8304 301-865-8304 ; www.allianceplanners.com.