HOME > GREEN MEETINGS TOOLKIT > GOING GREEN

Get Started Going Green

By Nancy J. Wilson, CMP
MeetGreen

Getting started with green practices can be the scariest part – I hear that over and over again. But it’s not scary at all, if you remember this: It’s just another aspect of planning a meeting or event. A “filter,” if you will. Look at it this way: You’re going to choose a venue, order food and beverage, and invite attendees. You may also select an exhibit decorator, transportation company and hotel accommodations. These may require a request for proposal (RFP), site inspection and most likely a contract. You do all those things daily. Now do the exact same things through the green “filter.” Add a few questions to the RFP about the venue’s environmental policies; ask the caterer for a sustainable menu; invite attendees electronically instead of on a printed document. There’s no need to reinvent the wheel – just make sure it treads lightly.

Start by understanding how greening events will fit into your company’s or your client’s mission and values. Chances are that they may already have some environmental commitment, however subtle. Use these mission statements and those of your sponsors to appeal to stakeholders.

Chart the Course

Here are some fundamental questions to ask when leading your organization’s stakeholders through the goals and objectives for green meetings:

Why does the organization want to incorporate green practices?

This question may seem self-explanatory, but ask it anyway. The answers received may be different than expected, and will shape the approach you take. For example, is the shift member- or attendee-driven? Is the board or CEO asking for it? Are there external influences impacting the organization’s image?

How much is the organization willing to spend?

Will the organization make a financial commitment, if necessary, to support green event practices? Though many green practices produce cost savings, the decision to serve organic food, for example, may cost more. It is extremely helpful to know if the organization is willing to spend more resources if some of the green practices recommended cost more than traditional methods.

Although it may be difficult to outline potential cost increases upfront, knowing approximately what the organization is willing to spend will save a lot of time and effort, and focus the planning on appropriate practices. You can easily compose a budget of cost savings versus expenditures for green practices.

Is this a one-time effort, or part of the organization’s core practices?

This question clarifies the company’s long-term commitment and purpose for adopting green practices. You can build on any level of commitment. If the intention is to green all future events, the learning curve for the first one should make  next time easier.

If this is a one-time effort you should caution the organization that green events are most successful when they represent a long-term commitment. If you are greening the current year’s event, but fail to do so in subsequent years, attendees will notice and hold you accountable. A green event sets an expectation and attendees will likely be enthusiastic about future green efforts.

What components of the event most need to be green?

The answer to this question will provide direction and focus on where to spend time and resources. Showing success in an area that is considered important – for whatever reason – may lead to greater support in the future.

For example, is the primary goal to have recycling in the meeting venue? Is it to offer organic, local food and china service? Is it to reduce paper by not sending out a multi-page brochure? Or perhaps to provide a carbon offset program for attendees’ travel?

These questions will get you started. As green meeting strategies are incorporated into subsequent events and as you knowledge increase, be open to exploring other questions. You’re the event professional; stakeholders will look to you for both ideas and direction.

Once your organization has established the level of commitment to sustainable events, work to build on this by developing a green events strategy. It’s easier to get financial and management support if you develop a greening plan, as it will show how you will deploy environmental practices. You may find that the best way to engage the organization is to start with one or two new practices, then build on their success.

STAY IN THE BLACK BY MEETING GREEN
Going green is ecological and economical. See why saving the earth is also your best strategy for saving money.

GET THE BOOK … FREE
Meeting planners, let us send you Saving Green by Going Green, a guide to saving money while producing a sustainable event.

RUN THE NUMBERS
Check out the "Best Places to Meet Green" calculator, plus a scorecard that estimates carbon emissions from flights.

TALK TO AN EXPERT
Connect with nationally recognized green meeting consultants the Travel Portland and Oregon Convention Center green teams.