SUSTAINABLE MEETING GUIDE

By: Maleesa Bottini

OVERVIEW Before listening to the captivate presentation video I had no idea

what a green meeting was, or why to even host a green meeting. I found it intriguing to learn that a green meeting was an event that limits the negative environmental impact. I am happy that as an up and coming event coordinator I will be able to use this class as a tool in order to “manage consumption and resource to reduce environmental impacts.” I had no idea what CSR (Corporate Social Responsibility) and was pleased to find out that it was going to help the environment and contribute to economic development. I found is captivating that so many convention centers are now getting in green spirit, and showing their support in order to save the environment. I loved how the Arizona convention center was so creative in using recycled seat belts as seats, and recycled glass for wall decoration. I was extremely disappointed when it showed how much waste and energy hotels were generating daily, and am hoping that they will definitely get into green mode soon enough. I am not yet green in any way, but I’m hoping that in taking this class it will help me see the importance of sustainability and recycling.

SUSTAINABILITY The following terms Sustainability, Corporate Social Responsibility, and

Sustainable Development all correspond with how to plan a green meeting and/or special event. Sustainability as defined by the Meeting Planners Toolkit as “… the ability to provide for the needs of the world’s current population without damaging the ability to future generations to provide for themselves. When a process is sustainable, it can be carried our over and over without negative environmental effects or possible high costs to anyone involved. – not using more resources than can be replaced.” You need to be practicing sustainability in green meetings because it is important for you to inform others of the risk on earth. Corporate Social Responsibility (CSR) has three factors; which include people, planet, and profit, (social, environmental, and economic). These factors must be considered equally in order to achieve CSR. Lastly, sustainable development is shown by a flow chart in order to demonstrate what needs to be done from each area of social, environmental, and economic in order to be considered sustainable. Sustainable development is a resource that aims to make human needs achievable as well as be environmental friendly. Sustainable development aims to create an environment that is not only environmentally well but a place where the environment and the people will be at peace. I believe all of these terms relate to green meetings and events because the environment is so important that I think everyone needs to realize what needs to be done in order to protect it.

SUSTAINABILITY CONT. I believe Temple Nightclub is a perfect example of a sustainable venue. It is a

green nightclub in San Francisco that is one of 3 green nightclubs. They use plants on the ceilings, There is a 89% diversion of landfill, In August they used only 89 KW, their use of water only reached 20,000 gallons of water in September due to low flush toilets and low water emission from faucets. Plus they are in the process of putting a solar lotus, which will track the position of the sun, a garden on the roof to put out food for their Prana Restaurant, an energy generating dance floor which takes energy from patrons, and much much more

Sustainability- “… the ability to provide for the needs of the world’s current population without damaging the ability to future generations to provide for themselves. When a process is sustainable, it can be carried our over and over without negative environmental effects or possible high costs to anyone involved. not using more resources than can be replaced.”

Corporate Social Responsibility (CSR)- Three factors include the people, planet, and profit. (social, environment, and economic)

Sustainable Development- Sustainable development is a pattern of resource use that aims to meet human needs while preserving the environment so that these needs can be met not only in the present, but in the indefinite future. The term was used by the Brundtland Commission, which coined what has become the most often-quoted definition of sustainable development as development that "meets the needs of the present without compromising the ability of future generations to meet their own needs."

Organization: Temple Nightclub Purpose: to create an eco-concious "edu-tainment" complex

that works synergistically with all of the entities of the Zen Compound to inspire and work with the community to take on the most challenging issues facing San Francisco and our planet... and have a good time doing it!

Philosophy: Sustainability Practices:

Internal: Plants on ceiling, 89% diversion from landfills, low flush toilets, energy generated dance floors.

External: Solar Lotus, Garden on the roof for Prana Restaurant inside venue .

Projection: From reading reviews I have found that many people enjoy coming to this nightclub, and on Friday night it is often jam packed.

SUSTAINABLE BUSINESS

STANDARDS

1. What is a green meeting?A green meeting is a meeting that is environmentally responsible. All aspects of the environment are thought

about and money and products are saved.  

2. What is the business case for green meetings?The business case for green meetings is taking the

initiative; it can save money and brings in more business.

3. Who benefits by implementing green meetings?Everyone benefits from implementing green meetings.

Conference planners, venues, hotels, and most importantly, the environment all benefit from green

meetings.

STANDARDS CONT. Two standards discussed in the Wil Wang video were:The first standard that the Wil Wang video discusses is

the Green meeting standards that were established by the Industrial leaders of the Convention Industry Council. The green meeting standards focus on eight

areas of meeting and event planning such as destination, exhibition production, accommodations,

transportation selection, meeting and venue, food and beverage, communication/ marketing, and

selection of on-site office procedures. The second standard is the BS 8901. BS 8901 was the

first event standard in the world. It is the first of its kind to set standards and goals for events to achieve. This event standard sets the rules for events to follow

in order to be officially claimed a green meeting.

GETTING STARTED1. What are the steps to getting started in incorporating and implementing

green meeting practices?There are many steps you need to take into consideration when getting started on

implementing green meeting practices. The first step is to just start, not to wait around, just dive right on in and not be afraid. The second step is to prepare questions to ask

your organization about why they want to do green meetings, etc. Next you must set the standards for the meetings such as what destination you will choose (depending on their

“green” contributions). Next you need to communicate very clearly with your organization and make sure everything is on the table and that you negotiate green practices. Next you should track your practices and keep records because everyone

loves data. Lastly you should always utilize resources, “No need to re-invent the wheel.”

 2. How will you sell or convince clients to green their meetings? There are many ways to convince clients to have green meetings. You can tell them about

how their contributions will help the environment. If the organization thinks it is too costly, you could inform them that “green” products are as expensive as regular

materials, and in the end may even save you money.

3. How will you sell or convince clients to green their meetings?

To convince suppliers to support green, and have green materials available you should tell them about all the advantages of going green, and that it will give their company the upper hand when green meeting planners look around for suppliers. Plus it would be

good to let them know that it is not a costly expense to switch.

DESTINATION SELECTION 1. List at least three factors to consider in evaluating the environmental

aspects of a destination.

Three factors in considering the environmental aspects of a destination are:• To understand the events purpose and the attendees geographic location

• Obtain a list of environmentally responsible organizations• Include environmental criteria in the RFP and contracts.

 

2. How would you find information about green suppliers?To obtain information about green suppliers you can ask the convention and

visitor’s bureau or a destination management company for a list of environmentally aware suppliers.

 3. In making your decision, what value would you place on whether the

destination has existing green practices or at least is willing to implement them for the meeting? 

I would find the destination very appealing if it had existing green practices and if it didn’t but was willing to implement new practices, I would say it is a great place for a meeting, and I find it very important that a venue offer

such amenities

DESTINATION SELECTION CONT.

Tip!Become a locavore! A locavore is a collaborative

effort to build more locally based, self-reliant food economies - one in which sustainable food

production, processing, distribution, and consumption is integrated to enhance the

economic, environmental and social health of a particular place. What does this mean? It means if you buy foods produced locally, it cuts down on

energy used to transport and process food. It also helps people in your community that grow the food. Make it a point to know where your food comes from and buy locally as much as

possible. For more information try these links.

FOOD AND BEVERAGE SELECTION

1. List at least five environmentally responsible practices to request for food and beverage.

Five environmentally responsible requests for food and beverage would be to use pitchers of water, instead of bottled water and have waiters serve them water upon request. Use bulk containers for condiments, not individual packets. Use Chinaware

instead of paper plates. Use a living plant centerpiece, dessert tray, or fruit bowl instead of cut flowers in a vase. Lastly you can look into organic foods, or local foods to serve to your guest, Also see to it that you find there eating schedule so no food is

wasted.

2. If you had to pick three green requests, which would those be?

If I had to choose three green requests they would be, to make sure the venue has a recycling program, make sure all utensils and plates are either chinaware or

biodegradable, and lastly to have living center pieces, or some other form of center piece that doesn’t involve any cut down plants.

3.  What are some options in choosing food and beverages to makes meal functions less harmful to the environment and benefit the community?

One option when the event is over and you have left over food is to donate it to a food bank, this way it gets used and helps the community plus it doesn’t have to be used as

food waste!

ACCOMMODATION SELECTION

1. What are two common green request to make to a hotel?

Two common green requests you can make at a hotel are use the linen and towel reuse program (changed daily or less frequently) and the use of amenities such

as, does the hotel offer guestroom dispensers that give out shampoo, conditioner, and lotion, instead of just individual bottles.

2. Who from the hotel should be included from the beginning when requesting green practices?

Personnel from the hotel such as housekeeping and food and beverage managers should be included from the beginning when requesting green procedures.

3. What should you do to ensure the green practices that the hotel agreed to will be implemented?

The next step in ensuring the green practices that the hotel agreed to will be implemented is to make a contract and make sure the contract supports the

commitment. Even if the hotel or venue already has green practices in place, it is always good to place an outline including what you expect from the venue in the

contract.

SUSTAINABLE HOTEL

In my opinion a sustainable hotel is defined by a hotel that makes the steps to becoming a better place for the environment. A sustainable hotel in my opinion would have a staff with complete knowledge on sustainable practices and who would be able to implement them properly, they would have the highest standards of environment management and would be able to have room temperatures be set before hand and would offer hand soaps out of a bulk container, a place that has sustainable food practices (glass plates, no water until asked, compost bin, and recycling), and a hotel that looks out for the community, buys food from local farmers, gets them into the city to help the revenue of the place, etc.

QUICK TIP

Take any unfinished hotel toiletries that you open with you to use up, and then recycle the packaging where

possible. Request that towels and bedding not be changed on a daily basis. Utilize stairways instead of

elevators where possible – and benefit from the exercise

GREEN VENUE

1. When do you discuss your green meeting expectations with the Venue?

The first thing you need to do when talking to your prospective venue is to discuss your green meeting expectations this is in order to ensure that

your prospective venue is up to date on what you feel needs to be taking place in order to be green.

2. What is the next step once the venue has agreed to implement green practices?

The next step upon your venue agreeing to implement green practice is to conduct a site inspection to determine if practice and policies are in place.

3. What should you do to verify the green practices are being Implemented?

In order to ensure your green regulations are being practices a back-of-the-house tour should be done because this way you can see what is really

going on behind the scenes when you aren’t there to regulate and make sure all is green.

QUICK TIP

When booking online at the Marriott website click on the “Green Your Marriott Hotel Stay for $1/Day,” this little deal they have going on helps offset your carbon generated during your stay by helping to preserve a Brazilian rainforest. For a dollar a day I would say that is one heck of a deal.

TRANSPORTATION1.What two practices can you use to educate attendees about

greening their transportation?

Two practices you can use to educate attendees on how to green their transportation are to alert attendees to environmentally preferable

transportation, such as mass transit and carpooling. Commuter trains and other mass transits are preferable to vehicle travel. Also you can

include public transit passes and maps in attendees welcome packets.

2.How do carbon offsets relate to meetings?Carbon offsets relate to meetings in many ways. You want to produce

carbon offsets so you can offset all the carbon emission due to the meeting and traveling. Carbon offsets are extremely valuable and

should be offered at all meetings.

3. What are some environmentally friendly options to consider when hiring transportation companies?

Some environmentally friendly options to consider when you are hiring transportation companies are to see if there are any carbon offset

programs offered, is it a fuel efficient car, what sort of fuel do they use, and do they perform environmentally responsible maintenance.

QUOTE

Quote-

''By encouraging sustainable transportation project designs, we are taking significant steps to conserve our natural resources, enhancing the quality of our lives and reaffirming our commitment to future generations.'' -- New York State Department of Transportation Commissioner Astrid C. Glynn

COMMUNICATION

1.What is Green AV?Green AV is the greening of AV essentially. It says in the communication module that a huge contributor to global

warming is the generation of electrical power by fossil fuel. It also says that with the careful selection of high efficiency equipment it could significantly reduce the effect that poor lighting has had on the environment and could even help

lower your budget.

2. Generational Considerations for Green PracticesYes, in my opinion individuals from different generations view

green practices differently, some think it is a waste and that there is no need to do it, but generation “y” as we call it is ready for a change. I do agree with the statements made

about the different generations. My parents are both in the baby boomer generation and it they statement the

communication module said fit them very well.

PAPER AND PRINTING

1.For your green guide, what paper and printing consideration should be made?

For our green guide many paper and printing considerations should be made. First the use of recycled paper is a must. Second you should use

vegetable ink, and print double sided. You should also include information on the paper and where it came from. Lastly, you should avoid printing through and

through, if it can be sent electronically that should be the first thing you choose to do.

ENERGY

1. What is renewable energy and its impact on a venue?

Renewable energy is energy that can be renewed such as sunlight, wind, and the tides. Renewable energy has a big impact on venues. Venues that are using renewable energy are prospering. With the use of

renewable energy at venues and meetings/convention you can significantly reduce the amount of fossil fuels being emitted into the

atmosphere.

GREEN OFFICE1. Review the ten steps an office can take to

go green. What step do you think is most important?

I think the most important step on the checklist is office policy. Without an office policy you have nothing to fall back

on.