How to Hold a Green Meeting

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The suggestions below will help you minimize the generation of wastes from meetings, workshops, and conferences. It is a way of incorporating pollution prevention into our everyday lives. To get more information on what hotels can do to be "green" see the list of resources given at the end of this section.

Conference Promotion & Registration

use paper having a significant post-consumer recycled paper content and printed with soy based inks (when possible),
require that all handouts be double-sided,
in promotional literature discourage registrants from renting cars; provide directions on how to reach the hotel by mass transit from airports/major train stations/etc.; provide information on how to receive timetables,
post information on how to reach area tourist attractions by walking or by using mass transit; also provide a board where attendees can arrange carpools
instead of using large envelopes for registration materials use manila expandable file folders,
only provide pens/pencils and notepads upon request,
use water-based markers & pens instead of permanent inks since less hazardous chemicals are used in their production,
use electronic or reusable message boards to cut solid waste, possibly use magnetic lettering on metal boards,
if plastic name tags are used, set up a system for returning them for reuse at the end of the conference; possibly offer an incentive for returning tags (for instance, a gift might be sent to a certain number of people whose name tags are picked in a raffle; the gifts should be environmentally friendly), and
offer proceedings on computer disks as an alternative to hard copies.

Guest Rooms

offer guests the option of not having sheets & towels replaced each day to save water, energy, and detergents and increase the life of the linens; also offer the option of not replacing partial bars of soap with full bars; set up a system so that housekeeping clearly understands the change in procedures,
only provide shower caps, skin lotion, sewing kits, shoe buff kits, etc. on request at check-in; again, inform housekeeping,
only provide newspapers to rooms as requested; do not put newspapers in plastic bags,
place dams or other water-saving devices in toilet tanks to reduce the amount of water used per flush,
replace showerheads & taps with low-flow alternatives to save water, and
if there are individual room-sized refrigerators, to save energy turn them off when not used by guests.

Food Service / Restaurant

serve group meals buffet style; offer only 1 size of plates (dinner plates), do not offer salad plates; place utensils at the end of the serving line so that people take only those needed,
use reusable flatware, glasses, mugs, and plates instead of disposables; choose mugs over cups & saucers (1 item does the work of 2),
at meals serve ice water only on request to save water and energy; in meetings have ice water & glasses in the back of rooms instead of on each table,
eliminate individual sugar packets, condiments, creamers, crackers, etc. to reduce solid waste (as allowed by local health laws),
for breaks serve drinks from large dispensers or large bottles (avoid individual bottles or cans whenever possible; when not possible, choose aluminum cans over bottles since they are totally recyclable),
purchase organic foods & beverages for the health of customers & to support organic gardening,
eliminate garnishes that most likely will not be eaten, such as lettuce under other foods, sprigs of parsley, etc.,
increase the number of foods that are low on the food chain, such as fruits, grains, and vegetables, to save energy and resources (the higher up on the food chain, the more energy and resources it takes to produce the food), and
donate excess food to shelters or give/sell excess food to pig farms to reduce solid waste.

Energy

turn off lights & equipment when not in use to save energy
use only the amount of light needed; don't over-illuminate.

Other

put recycling bins where they are easily accessible; make sure they are clearly marked as to what types of wastes are being collected, and
prohibit smoking in conference rooms, dining rooms, and common hallways to avoid exposure to second-hand smoke.

FOR MORE INFORMATION on how hotels can operate in an environmentally friendly way contact the organizations below:

Green Meeting - EPA's One-Stop Information Source for Green Meetings

Green Seal Since 1995, Green Seal has partnered with the lodging industry, the nation's second largest employer, to promote environmentally responsible products and practices within lodging properties.

BlueGreen Meetings is making it easier for you to hold meetings that don’t cost the earth.
Whether you are a host, planner or supplier, this is where you’ll find the tips, tools and resources to make environmentally responsible choices for your meetings. Go directly to the BlueGreen 10 easy steps to holding a BlueGreen Meeting webpage.

It's Easy Being Green: A Guide to Planning and Conducting Environmentally Aware Meetings and Events This booklet was developed through the Greater Leadership Opportunities (GLO) Program at the U.S. Environmental Protection Agency (EPA). It provides information gathered from organizers of environmentally aware meetings and special events around the country. In this guidebook, environmentally aware meetings and events are those planned in such a way as to eliminate, reduce, or recycle waste. While focusing on municipal solid waste, this guide also touches on other environmental concerns.

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