Hosting a green
event revolves around one simple underlying rule: “reduce-re-use-recycle.” Put
simply, a green event is one that is hosted in an environmentally and socially
responsible manner. The objective of a green event is to reduce the consumption
of natural resources, keep waste to a minimum and limit impact on global
climate.
Meetings,
conferences, expos, trade shows and other events are some of the largest
producers of waste and greenhouse gas emissions in the world. According to
MeetGreen, during a typical five day conference, 2,500 attendees will use
62,500 plates 87,500 napkins, 90,000 cans or bottles. In that way, event
organisers have a duty of care to limit the negative impact that event hosting
has on the environment. But by following green practices, event planners can
significantly reduce this damage.
By following a
code of conduct outlining the proper practices, any event organiser can host a
green event.
The code of conduct for green events
Venue: Select a venue
that supports your green goals and has an environmental policy. Choosing hotels
and suppliers with green policies and practices will automatically improve the
‘eco-friendliness’ of your event. Check whether the venue has an
eco-procurement policy that gives preference to sourcing and purchasing local,
environmentally friendly produce and services. Choose a venue with an in-house
recycling program for waste stream such as glass, paper, plastics and organic
waste and encourage its use. Also, pick a venue that is easily accessible by
public transport an encourage delegates to use it.
Leverage technology: Rather than send hundreds of
invitations, complete with inserts, create a website with all the details of
your event. Sending out email invitations rather that printing them can
minimise paper use. Also invite delegates to join the event by video
conferencing. Advanced communication technology enables you to reach more
people, whilst reducing business travel and energy costs.
Transport: Transportation
is one of the largest contributors to air pollution and greenhouse
emissions. Encourage your delegates to take public transport by offering
to refund their train or bus tickets. When organising taxis try to group together
people who need to be picked up or dropped off at the same station and
encourage taxi sharing.
Event Materials: Go paperless! Try
to avoid printed hand-outs and if it’s essential then use recycled or
eco-friendly paper. Better still, upload all your conference material on a USB
stick to reduce paper and encourage the reuse. If you must print, use
double-sided printing for all collateral and meeting related material.
Decorations: Offer to buy
decorations from previously used events when they’re no longer needed. This not
only saves on cost, it also stops everything being sent to landfill.
Recycle: Think before you
print all those reams of conference material. Can name badges, folders, labels
and other stationery be saved and re-used another time? Can unwanted papers and
brochures be donated to schools or charities? Use reusable dishes, utensils,
tablecloths, and napkins that can be washed instead of being thrown away. Also
go the extra mile by establishing a compost program for all food and waste.
Composting can reduce the amount of waste going to landfill and subsequently
reduce methane emissions. Do this by requesting recycle bins from the
venue.
Source: Choose your
catering and giveaways wisely. Use caterers that are in close proximity to the
meeting to reduce the carbon footprint of transporting foods. Think Fairtrade,
local, organic, in season when it comes to refreshments. Use filtered instead
of bottled water, and ensure your delegate bags and giveaways are from
sustainable and ethical sources.
Budget with a conscience: Allocate some of
your budget to offsetting carbon emissions from your event. Make a tangible
contribution to society by making a donation to a favourite charity or get your
delegates involved in a local environmental project as part of their team
building exercise
Donate: Rather than have
caterers bin leftovers, get in touch with a local homeless shelter and offer to
donate the food. It not only saves on wastage, it also helps those less
fortunate.
There are many
advantages to developing a greening plan, including cost saving opportunities
in both the long and short term, and building a positive reputation through
creating awareness around the need to reduce negative impacts of hosting
events. By utilising ecologically friendly ways you will add charm and
character to an event which will be sure to make it one remember. Furthermore
you can set the bar and encourage other companies to go green.
Remember, using a
green approach when hosting an event is good for you, good for the planet, and
good for your budget too.
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