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, tree-
planting, and other energy-
efficient 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. Solar Energy Tidal Energy

Geothermal Energy
Wind Energy Biomass Energy

Hydro Energy Nuclear 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