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."
Sustainable Business
 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.
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 Started
1. 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.
 Transportation
1.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. G
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 Practices

Yes, 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 Office
1. 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.