Green Meetings > Green timeline

If you want to create an eco-friendly meeting experience, you need an experienced group to work out the plan and juggle the details. Scroll down to see what steps we take at each critical phase of the planning process to help you do more with less paper, water and fuel all while conserving the most valuable resource – your energy.


Continually

  • Print two sided copies
  • Use recycled paper
  • For marketing materials use recycled paper and vegetable-based ink
  • Communicate electronically

12 weeks - Sourcing

  • Select destinations that minimize attendee travel, limit necessity for connections.
  • Choose hotels within walking distance of restaurants
  • Choose airport hotels to minimize emissions from ground transportation
  • Search hotels with green meetings orientation (send green venue checklist)

8 weeks - Request Information of Hotel

  • Green venue checklist completed

6 weeks - Begin Event Overview

  • Include environmental criteria/expectations as per RFP
  • Meeting services
    • Condiments in bulk containers
    • Non disposable stirring utensils
    • Water in pitchers or water cooler stations rather than plastic bottles
    • Glassware and china – eliminate plastic and Styrofoam
    • Cloth napkins and table coverings
    • Charities to receive leftovers
    • Recycling containers for paper, glass, plastic
    • Keg beer rather than bottles
    • Local, seasonal, sustainable and/or organic products
    • Order food and beverage for breaks and buffets that last longer and whose leftovers can be donated to charity. Identify the Charity where leftover will be delivered.
  • Guestroom services
    • Request linen and towel reuse program
    • Request amenities not be replaced until empty
    • High efficiency toilets, showerheads

4 weeks - Registration and Hotel Planning

  • Use electronic registration rather than paper
  • Discuss handouts and materials with your client. Determine what can be distributed electronically or on flash drives instead of hard copies.
  • Instruct speakers to offer handouts electronically after the meeting rather than paper handouts onsite.

1-2 weeks - Confirmation

  • Group attendee airport transfers to minimize vehicles
  • Emphasize walking distance to convention center, nearby attractions and restaurants.
  • Downplay/eliminate shuttles
  • In confirmation document, educate attendees about public transportation and walking routes.

On-site

  • If a conference bag is to be handed out, offer one of recycled materials.
  • Reusable welcome packets
  • In welcome materials alert/inform attendees:
    • Linen reuse program, amenities replenished when empty
    • Turn off lights and air conditioning when not in hotel rooms.
    • Emphasize recycling of name badges, bags, welcome packets, handouts, paper.
  • Electronic speaker handouts to those who provide email addresses to speaker
  • Limit overruns. Recycle. Avoid goldenrod and florescent paper as it is harder to recycle.
  • Encourage exhibitors to limit distribution of printed materials only to those who request.
  • Donate leftovers and floral arrangements.
  • Use recyclable signage. Donate non-reusable signage to schools/art departments.
  • Check presence of recycling bins.
  • Observe that speakers offer handouts electronically rather than paper onsite.
  • Fun Run Walk alternative: local park clean-up or other environmentally friendly activity
  • Leave a Legacy. Donate funds to the local parks department for tree plantings to offset the carbon footprint.

Post Meeting

  • Limit database distribution to lessen unwanted direct mailing by exhibitors.
  • Continually update database for most accurate information