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Green Infrastructure

• Gain management support ((emphasize enhanced public image, cost savings, etc.)
• Gather a “green team” and develop a rationale for going green.
• Develop a green logo.
• Develop an agency/program policy or mission statement and guidelines for conducting green events.
• Develop an implementation plan or checklist that will be followed for sponsored events (this may need to be a living document, one that is adapted depending on the size of the event).
• Educate decision-makers and program staff about the importance of developing and implementing a green policy.

Green Mission (Program Level Example): The RMC PDP Team will consider environmental factors in every team decision related to developing materials, purchasing products, and conducting PD events and meetings. We will strive to minimize waste, water consumption, energy consumption and air emissions.

Initial Planning

• Address essential first question; does this event require a face-to-face event? If not, use teleconferencing or web-based options for meeting your objectives.
• Consider the size and scale of the event and determine what environmentally friendly steps will be taken.
• Assign program staff to specific “green” tasks for planning, implementing and following-up (e.g., transportation, food, communication).

Transportation - Getting There and Getting Around

• Provide participants and invited speakers with information on environmentally preferable transportation choices for traveling to the site.
• Encourage the use of public transportation or carpooling.
• Create a pre-meeting blog on program website where participants can post airport arrival times and potentially share taxis, car rentals, and shuttle service. Use the same blog for people traveling locally.
• Give participants and speakers incentives to use public transit (free passes, route maps, transit maps, etc.).
• Arrange shuttle services for participants.
• Create a list of public transit services and make available to participants.
• Choose a site that is within walking distance of “free time” activities (restaurants, shops, etc.).
• If you provide transportation for participants and speakers, request vehicles propelled by one of the following: electric or hybrid power, natural gas, propane, methane gas, or ethanol.

Host City Selection

• Choose a host city that has a greening plan or policies.
• Choose a host city that has a comprehensive recycling program.
• Choose a host city that has a public transit system.
• Leave a positive environmental legacy in the host city and venue - either through a donation to an environmental charity, participation in a clean-up event, or other program?

Venue Selection

• If you take bids for venue selection, add an environmental preference clause and criteria in your RFP.
• Meet with all involved parties (hotel management, catering staff, etc.) to generate agreement on green “plan.” Ensure that staff are aware of green agreements.
• Choose a venue with a greening plan or policies that include:
  • Recycling for paper, glass, metal and plastic waste.
  • Linen reuse.
  • Recycling containers in guest and meeting rooms.
  • Reduction of energy.
  • Use of recycled paper for printed information (check out forms, brochures, stationary, etc.).
  • Elimination of harmful chemicals (cleaning, pesticides, etc.).
  • Food compost.
  • Newspapers delivered only on request.
  • Lights and air conditioning turned off when not in use.
• Choose a venue that promotes public transportation options.
• Choose a venue with meeting spaces that have natural light.

Catering Service Selection

• Choose a catering service or venue with banquet services that implement the following practices:
  • Offer water stations using washable glassware and ice buckets rather than bottled water.
  • Offer canned (rather than bottled) sodas and place recycle bin within view.
  • Use reusable dishware and (stainless) cutlery for meals.
  • Use washable linens (napkins and table cloths) instead of disposable ones.
  • Serve condiments (cream, sugar, ketchup, etc.) in bulk, instead of individually packaged.
  • Offer vegetarian meal choices.
  • Use organic, locally grown produce (wherever possible).
  • Donate leftover food to a local food bank or charity.
• Provide exact number of participants to catering staff to avoid leftover food.

Pre- and Post-Event Communication

• Offer electronic registration.
• Post conference information online.
• If you use US mail, send postcard only and offer link to materials posted on web (card/link process).
• Print all registration materials on recycled, processed, chlorine-free paper.
• Confirm registration by email or phone.
• Use vegetable-based inks for printed materials.
• Advise participants in advance that the meeting will be green.
• If you invite guest speakers, include an environmental clause in the consultant contract.
• Share your green event policy (if you have one) and/or green suggestions with contracted consultants.
• Provide follow-up communications via email, phone and/or website.
• Send event reports electronically.

During the Event

• Inform participants of the greening strategies and share what they can do as individuals to help.
  • Recycle waste in proper containers.
  • Return unused and/or unwanted handouts and other training materials.
  • Do sightseeing using public transportation.
  • Note the hotel energy saving options such as not having towels & sheets changed every day.
• Use signs and notices to remind participants of recycling measures.
• Reward participation.
• Turn off overhead or LCD projectors when not in use (place little stickers on the projectors to remind presenters).
• Assign a designated “green team” on site to monitor and assist with green tasks.
• Provide numerous recycling bins that are conveniently located, well marked, and large enough to accommodate the expected amount of waste.
• Conduct exit poll by asking participants to comment on the greening strategies.

Event Materials*

• When prepping handouts, use a shared electronic program such as “Google Docs” for editing.
• When printing draft documents for review, use ink-saver mode on printer.Recycle draft copies.
• Print nametags on recycled paper and use recyclable nametag holders; collect holders at the conclusion of the event.
• *Provide handouts electronically; send to participants in follow-up email or post on website.
• Provide event materials on thumb drive.
  
• Print all materials on recycled, processed, chlorine-free paper.
• Print materials double-sided.
• *Format documents for efficient paper use.
• *Circulate documents and post memos rather than distributing individual copies.
• If creating PPT handouts, print only essential PPT slides; print 6-9 slides per page, double sided.
• Use 1 or 2 page (double sided) process guides in lieu of PPT handouts.
• Use vegetable-based inks for printed materials.
• Use non-toxic markers.
• *Use whiteboards, charts, posters and PowerPoint when possible.
• *Use white paper as much as possible (easier to recycle).
• Provide containers and collect unwanted handouts at conclusion of event; reuse or recycle.
• Use reusable folders/containers (reusable notebooks and folders, cloth bags, etc.).
• Use signage that can be used for more than one event.
• Work with contracted consultants to reduce paper waste.
• Consider adopting green requirements for contractors.
• Provide environmentally sound prizes and gifts (minimally packaged, made from recycled materials and produced locally).
• Use recyclable decorations.

*Implement these steps carefully; consider participant learning styles and best practice in teaching and learning.

After the Event

• Donate unused materials (pens, pads, markers, etc. to local schools and non-profit organizations
  Measure your success by documenting and tracking problems, successes and failures.
  Inform management, sponsors, contractors, funders, and the public about your success.
  Send thank you notes/recognitions to hotel staff, event staff and participants.
  

Become Contagious- Ooze Green

• Share your greening plan or policies with event participants and speakers.
• Leave a positive environmental legacy wherever you host meetings and events.
• Thank hotel staff, program staff and participants for their contribution to greening the event.
• Build partnerships among civic, business and government agencies.
• Share success with your administrators, boards, constituents and the media.

Reference List:

Environment Canada’s Green Meeting Guide, Environment Canada Environmental Affairs Division, August 2007 www.greeninggovernment.gc.ca/default.asp?lang=En&n=256986C5-1#GrnMeet

Connecticut Department of Environmental Protection. Green Training Opportunities Menu for CT Stage Agencies. September 2008. C4info@ctclimatechange.com

Ocean Blue Foundation. Bluegreen Meetings. www.bluegreenmeetings.org

US Environmental Protection Agency. Green Meeting Initiatives. www.epa.gov/oppt/greenmeetings/pubs/initiatives.html

GREEN Books We Really Like

McKay, K. & Bonnin, J. (2008). True green @ work: 100 ways you can make the environment your business. Washington DC: National Geographic Society. more

Rogers, E. & Kostigen, T.M. (2007). The green book: The everyday guide to saving the planet one simple step at a time. NY: Three Rivers Press. more

Swallow, L. (2009). Green business practices for dummies. Indianapolis, Indiana: Wiley Publishing. more

Trask, C. (2006). It’s easy being green: A handbook for earth-friendly living. Salt Lake City: Gibbs Smith Publisher. more

Send us your ideas: pdp@rmc.org