Green Event Planning Guide (in progress)

Some Considerations:

1. initial planning (with the community in mind)
2. on-site thoughts
3. accommodations: hotels & exhibit hall
4. transportation
5. publications/printed materials
6. registration
7. speakers/exhibitors
8. food and beverage
9. waste
10. recycling/composting
11. education
12. evaluating your program
13. additional green planning links

How Green Can You Get? ...as green as you want to be!!

The ultimate goal of this guide is to assist in lessening our impact on the environment. No event is too big or too small, and everything we do makes a difference. Following only one recommendation listed in this guide will make a difference. If you have additional recommendations, please contact us.

before the event | registration | printed materials | during the event | for exhibitors
for hotels

BEFORE THE EVENT

	Choose a site that is accessible via public transportation and minimizes long-distance travel
	Offset the number of miles traveled and energy used to neutralize carbon pollution generated by the event
	Have an online registration form
	Send your exhibitors/speakers/vendors your sustainability policy
	Ask exhibitors to post their information online to limit brochure and paper distribution
	Post public transportation options on your event website as well as around the event
	Use reusable (or recycled) signs
	Make name cards on scrap paper and recycle when done; alternatively, order reusable plastic cards
	Request that all printed materials be 100% recycled and made with soy ink
	Post the event’s sustainable practices around the conference venue
	Purchase reusable coffee mugs in bulk to distribute at event
	Choose fair-trade, organic, and/or shade-grown coffee with bulk creamer/sugar
	Hire caterers who serve local and organic food
	Ask caterers to use china; if not, purchase bioware products
	Place recycling bins next to all trash cans

before the event | registration | printed materials | during the event | for exhibitors
for hotels

DURING THE EVENT

	Turn off electricity not in use (lights, overhead projections)
	Check that recycling bins are placed next to trash bins
	Announce the use of organic, local, and free-range foods
	Display a suggestion box for environmental improvements
	Provide composting, if possible, with a clear sign
	Donate leftover food to a food bank or pig farm

before the event | registration | printed materials | during the event | for exhibitors
for hotels

FOR EXHIBITORS/SPEAKERS

	Minimize electricity used in the booth
	Ask that AC be turn off when exhibitors are moving things into the facility (otherwise AC goes right out the door)
	Design booths with environmentally responsible materials
	Avoid printing dates on materials so they can be reused
	Use 100% recycled paper and soy ink for all published material
	Reuse packing materials
	Offer an electronic option for distributing material

before the event | registration | printed materials | during the event | for exhibitors
for hotels

FOR HOTELS: Accommodations

	Provide an option for guests to check out electronically
	Offer customers the option of refusing a daily linen change
	Provide soap/shampoo dispensers in bathrooms
	Provide low-flow faucets, toilets and showerheads
	Provide air dryers in bathrooms (instead of paper towels)
	Provide recycled and bleach-free paper products
	Provide Energy-Star appliances (mini-fridge, TV)
	Provide recycle bins in rooms and for meetings
	Occupancy sensors in high-use areas
	Fluorescent lighting (halls, rooms, restrooms, outdoor areas)
	Glaze windows to prevent heat from building up
	Have maintenance do regular “check-ups’ on heating & cooling systems
	Have programmable thermostats
	Be sure air filtration is available in rooms
	Use plants that require little water
	Sweep (don’t spray) parking lots and sidewalks
	Provide windows that can open for fresh air
	Minimize toxic cleaning products
	Use low VOC materials on property (paint, adhesives, carpets)
	Use local, sustainable companies for pest control, energy, etc
	Donate used furniture, towels, etc to a charitable organization
	Join in an environmental partnership or certification program
	Display green policies/amenities on place cards in guest rooms

before the event | registration | printed materials | during the event | for exhibitors
for hotels

References:

• "The National Recycling Coalitions Green Meetings Policy"
• "Making your Conference Sustainable & Climate Neutral"
  by Marie-Claire Munnelly, 2007
• "EECOM Green Conference Guidelines"
• Convention Industry Council's Green Meetings Report

Contact Information

If you have general questions or comments, contact:
Shalini Suryanarayana (shalini@mtu.edu) and please put
"ESC Question/Comment" in the subject line.

Electronic mail

If you have any questions on the recycling program at Michigan Tech: recyclinginfo-l@mtu.edu

General Information: shalini@mtu.edu