Events can be major sources of greenhouse gas emissions and waste. However, thanks to heightened awareness of today’s environmental issues, more event planners are doing their part to organize sustainable, carbon-neutral conventions and business meetings.
Recognized worldwide for its leadership in sustainable event management, the Québec City Convention Centre is one of the first convention centres in Canada to develop a program to assist organizations in holding eco-friendly events. Recently, Marc Poirier, who is responsible for the Centre’s sustainable development and serves as director of building management and event support, compiled a list of four easy ways to make business meetings, conferences, and conventions greener.
1. Venue and accommodation selection
Select a destination that is truly committed to sustainability. Research a city’s policies and infrastructure with respect to using renewable energy and recycling. Choose meeting venues and accommodations that are located close to local attractions and public transit. “Inquire on a venue’s green certifications such as LEED, as well as its energy and water efficiency practices. Is it committed to recycling, composting, and sustainable waste management for all or part of the products it uses? Once you have chosen the venue, don’t forget to market the venue’s green policies. We’re noticing that more and more eventgoers actually bring up their environmental concerns with event planners,” says Poirier.
For example, the Hôtel Château Laurier Québec, which is located in downtown Québec City and holds Four Green Keys and RéserVert certification, is committed to protecting the planet through simple daily actions. Recycling, water management, programs for planning eco-friendly events, and green discounts for business meetings are just a few of the hotel’s green initiatives.
2. Suppliers and equipment
Scout out local suppliers and ask that they provide their environmental policies regarding greenhouse gas emissions as well as resource and waste management. Always opt for energy-efficient equipment and products. “An event’s environmental footprint is the direct reflection of the sustainability practices of the entire supply chain,” says Poirier. “Sit down with suppliers to see how they adhere to local and national sustainability standards. See if they have taken additional steps that go beyond compliance to provide more eco-friendly materials and services. Suppliers should, above all, be good corporate citizens. You should get a good sense, from the get-go, that they are committed to social responsibility.”
3. Food services
Based on seasonal availability and supplier capacity, request organic, locally produced food and beverages. Prioritize dishware or biodegradable options whenever possible. Opt for pitchers of water instead of bottled water. Work with your food and beverage services to donate food surpluses to local charities. Remember: an increasing number of venues and catering services are composting kitchen waste and meal scraps. “Meeting venues, including the Québec City Convention Centre, often have comprehensive and very eco-friendly food services program that factors in local food products, recycling, composting, and social responsibility,” says Poirier.
4. Event material
Leverage the power of technology to eliminate paper: There are many affordable options for using electronic event registration and digital-only documents. In addition, encourage speakers to use only digital presentations. If printed documentation must be used, select a local printer to minimize transportation and associated costs. Pick recycled paper and ask for double-sided printing for all event material.
If you cannot eliminate badges at your conference, for example, choose ones made out of recycled material and ask that attendees return them after the event. Choose decorative elements that can be reused or given away such as potted plants and banners without dates.
“The most important strategy you can have to cut down on event material is to work with local suppliers and partners right from the start of the planning process. You’ll have a much better idea of the possibilities and more time to put them into action,” says Poirier.
Attendees, boards of directors, and industry partners hold in high esteem events that are centered on sustainability. Holding an environmentally friendly meeting or convention can be made simple. Work with local representatives from your host city to find convenient and affordable green options. “Remember: going green doesn’t have to be complicated or costly,” says Poirier. “A little goes a long way to reduce your event’s environmental footprint!”
