Going Green,  One Shade at a Time

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Speaker. Deborah PopelyGreen Events Source and Green2B/Green2C Marketing. About Green Events Source. Green Event Training and EducationSustainability Consulting and Planning Green Event Management and Coordination Green Purchasing and ProductsInformation and Publishing. Why Green Meetings and Events?.

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Going Green, One Shade at a Time

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1. Going Green, One Shade at a Time

2. Speaker Deborah Popely Green Events Source and Green2B/Green2C Marketing

3. About Green Events Source Green Event Training and Education Sustainability Consulting and Planning Green Event Management and Coordination Green Purchasing and Products Information and Publishing

4. Why Green Meetings and Events? A Typical 5-Day Conference Uses… 62,000 plates 87,000 napkins 75,000 cups 90,000 cans or bottles Source: Meeting Strategies Worldwide

5. Other Common Sources of Waste Paper and printing Nametags Giveaways and premiums Flowers and table décor Food, beverages and condiments Trade show exhibits, carpets, signage, handouts

6. Expo and Trade Show Waste Exhibit structures Signage Aisle and booth carpeting Packing materials Handouts

7. Carbon Emissions too Heating, cooling and lighting of meeting spaces Travel to and from the event site Shipping and delivery of booths and other materials Lodging-related waste (water and energy use, toiletries)

8. It All Adds Up… Americans throw away enough office and writing paper each year to build a wall twelve-feet high stretching from New York City to Los Angeles. In 2000, Illinois residents and businesses recycled 5 pounds of plastic bottles per person; BUT 20 pounds per person of plastic bottles were still landfilled! Each year, Illinoisans use and dispose 1.1 billion foam cups, enough to encircle the Earth 19 times. A typical trade show can generate as much as 25 truckloads of freight, releasing hundreds of metric tons of CO2 into the atmosphere. Source: Illinois Recycling Coalition and EA Logistics

9. What Can You Do? v Adopt Green Event Practices Reduce Waste Before It Starts Conserve and Reuse Recycle/Compost, Repurpose and Donate v Purchase Green Events Supplies and Services

10. Where to Begin? Don’t Be Intimidated Have a Plan Start Small, With a Win Include Cost Savers Strive to Eliminate or Reduce Waste Introduce In Phases Remember It’s a Process

11. Will It Cost More? Some things cost more initially but produce cost savings over the life of the product Money is saved by using less Increased demand and purchasing power is driving prices down

12. What is “Green?” It’s Comparative: fewer resources, less toxic, longer life, lower emissions… It’s Complex: there are usually trade offs It’s Situational: Different conditions require different approaches It’s Evolving: Today’s answer may not be tomorrow’s

13. Green or Not-Green?

14. The Six Deadly Sins of “Greenwashing” Sin of the Hidden Trade-Offs Sin of No Proof Sin of Vagueness Sin of Irrelevance Sin of Fibbing Sin of Lesser of Two Evils

15. How Do I Make Smart Choices? Reference credible guidelines, certifications and sources Stay up on the industry’s standards- setting efforts

16. What If I Get It Wrong? Do some homework Expect trade-offs and be ready for objections Explain your reasoning and standard People will support you if you make a good faith effort

17. More Guidance and Resources

18. Thank You

19. Speaker Rebecca Mebane Director of Conferences & Meetings National Recycling Coalition

20. Elements of a ‘Green Meeting’ NRC’s Green Meeting Policy: Promotion/Printed Materials Transportation Working with Facilities Food & Beverage Functions Hotels - Exhibit Hall/Exhibitors Educating Attendees Evaluation of ‘Green’ efforts

21. Promotion/Printed Materials General Use/ Paper Copying Always meet or exceed EPA standards for recycled content paper. (Executive Order 13101 states that paper purchased by Federal Agencies must have a minimum of 30% recycled content.) Always use back to back copying/printing ($) Do not use goldenrod or fluorescent colored paper Limit any use of glossy paper

22. Promotion/Printed Materials Promotional Materials Utilize electronic advertising/promotion/ confirmation whenever possible ($) Make printed materials self mailers wherever possible ($) Clean-up mailing lists ($) Offer registration on-line

23. Promotion/Printed Materials Promotional Materials (cont’d) Find mailing labels with water-based adhesives Print with non-volatile vegetable-oil based ink Make information available on website, and mailed only when requested Provide Attendees “Green” Traveler Ideas (Ask Green Hotels Association for permission to reprint.) www.greenhotels.com

24. Promotion/Printed Materials Speaker Handouts Ask speakers to provide handouts electronically and post these on your website. Then ask attendees to download materials in advance or provide computers/printers on-site for downloading presentations. Provide attendees with disks/USB flash drives with all presentations Request that speakers ask attendees for business cards to mail any materials that are not provided on-site

25. Promotion/Printed Materials On-site Materials Collect and reuse name tag holders/lanyards ($) Have badge collection boxes at the registration area, exit of exhibit hall, and at exit of convention center on the last day Ask conference hotels to have collection boxes at front desk for check-out Offer a prize drawing from those recycled name tag holders

26. Promotion/Printed Materials Conference give-a-ways (tote bags, mugs, etc.) should be made with recycled content materials. Speaker gifts/awards/etc. should be made from recycled materials or be environmentally conscious.

27. Promotion/Printed Materials Use reusable or recyclable signs ($)

28. Transportation Choose a destination with minimal travel requirements for delegates.  Shorter distances will result in less environmental impact.  Choose hotels/meeting venues accessible to airport by public transit system and have “free time” activities (restaurants and shops) within walking distance of each other.

29. Transportation Use or give delegates incentives to travel via public transit (free passes or transit route maps). Offer attendees bike rentals. If transportation is being arranged for delegates, choose a vehicle powered by electric or hybrid power, natural gas, propane, methane gas or ethanol. Offer “Carbon Offset Programs”

30. Working with Facilities In Advance Send a “Recycling & Waste Prevention Information Checklist” with your RFP Ask if they are a EPA Energy Star, Green Seal, or LEED Certified Building. Ask about recycling programs, energy conservation, purchasing of recycled content products, etc. Use this information to evaluate and choose facilities

31. Working with Facilities Contracts - Add as an appendix to your contract any “Green Meeting” requirements: “Facility agrees to abide by the following for all NRC events. If any additional costs are to be incurred by NRC for any of these items, these costs must be identified in the contract.” You should include green meeting requirements with all vendors (decorators, printers, etc.)

32. Food & Beverage Eliminate use of disposable service ware Require all facilities to use non-disposable service ware

33. Food & Beverage Using 1,000 disposable plastic spoons consumes over 10 times more energy and natural resources than manufacturing one stainless steel teaspoon and washing it 1,000 times.

34. Food & Beverage If non-disposable service ware is unavailable: use biodegradable disposable service ware in conjunction with a compost program or service ware made from recycled content materials.

35. Food & Beverage Eliminate the use of plastic or wood stir sticks with any beverage service, reusable spoons should be used at coffee service. "Box lunches" must be served buffet style Request cloth napkins and table cloths be used. In cases where this is not feasible, request compostable napkins or napkins made from recycled content materials.

36. Food & Beverage Have cocktail napkins available at bar service but instruct bartenders not to automatically give them with each drink. Provide or ask attendees to use mugs/water bottles. Use water coolers instead of individual bottles of water.($) Have a recycling program for type of beverage containers that will be served (i.e. glass, plastic or cans).

37. Food & Beverage Food Service All condiments (ketchup, mustard, mayonnaise, jelly, butter, sugar, creamers, etc) should be served in serving containers and not in individual packets. Ask to have food served without garnishes or use edible garnishes

38. Food & Beverage Where possible, donate surplus food to local shelters, soup kitchens, etc. Plan menus with locally grown or organic food (including fair trade, shade grown coffee, tea, chocolate, and cocoa). Serve only environmentally friendly seafood. Provide a “signup form for meals” section on registration form

39. Hotels Linen/Towel Program For hotels who don't already change towels and bed linens as requested, have them commit to doing this for your attendees during your stay.

40. Exhibitors/Exhibit Hall Give-a-ways Ask exhibitors not to over-package give-a-ways Set up a collection for any 'useful' give-a-ways that would normally be thrown away and donate them to local shelters or schools. Ask exhibitors that give-a-ways be reusable items or items made from recycled materials.

41. Exhibitors/Exhibit Hall Encourage exhibitors to bring small quantities and then mail materials to clients from their offices after the show or refer clients to their web site. Suggest exhibitors avoid printing dates and slogans on exhibit materials so that they may be easily reused. Let Exhibitors know how/where they can recycle their materials

42. Exhibitors/Exhibit Hall Decorator Put decorator kit on the website. Work with decorator on trying to eliminate non-reusable materials (draping for tables, etc) or see if they can be reused by local schools, etc. Reuse signs/carpet recycling program/etc.

43. Educating Attendees Educating Attendees Pre-Conference information Program Book Announcement at sessions Reminders in daily signage

44. Educating Attendees Encouraging/Rewarding Attendees Provide attendees seen with "I was caught green handed" buttons, pins, etc to help provide an incentive/reminder for attendees to recycle/eliminate waste.

45. Evaluation of Program Attendee & Exhibitor Evaluation Have a section on the Conference Evaluation Forms asking them to rank your ‘green’ meeting efforts Ask questions like: Were you aware of our programs? Rate the ease of participating in the programs What other areas can our organization improve upon?

46. Evaluation of Program Post-Congress Let attendees know that a post congress recycling/waste prevention report will be available on your website some time after the Conference. Include information on how much/what kinds of materials were recycled.

47. NRC’s Green Meeting Policy http://www.nrc-recycle.org/greenmeetingsp.aspx Appendices include: Food Service Requirements for RFP’s Contract Addendum on Green Policies Facility Self-Evaluation Survey Exhibitor’s Green Checklist Resources List

48. Nancy Judd's The Environment is Always in Fashion!

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