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The Green Tourism Symposium - Rhode Island


Where possible, donate surplus food to local shelters, soup kitchens, etc. ... exhibitors avoid printing dates and slogans on exhibit materials so that they ... – PowerPoint PPT presentation

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Title: The Green Tourism Symposium - Rhode Island

The Green Tourism Symposium - Rhode Island
Green Meetings Presented by Rebecca
Mebane Director of Conferences and
Meetings National Recycling Coalition
What is a Green Meeting?
  • The Convention Industry Council defines it as a
    meeting or event that incorporates environmental
    considerations to minimize its negative impact on
    the environment.

How do I plan a Green Meeting?
  • NRCs Green Meeting Policy
  • Promotion/Printed Materials
  • Transportation
  • Food Beverage Functions
  • Hotels
  • - Exhibit Hall/Exhibitors
  • Educating Attendees
  • Evaluation of Green efforts

Promotion/Printed Materials
  • General Use/Paper Copying
  • Always meet or exceed EPA standards for recycled
    content paper.
  • (Executive Order 13101 states that paper
    purchased by Federal Agencies must have a minimum
    of 30 recycled content.)

Promotion/Printed Materials
  • Closing the Loop
  • - Diverting Recyclables from the Waste Stream
  • - Companies use these recyclables to manufacture
    new products
  • - Purchase products made from recovered materials

Promotion/Printed Materials
  • How can you Close the Loop
  • Make sure to recycled content paper
  • Ask your printer to use recycled content paper.

Promotion/Printed Materials
  • Other
  • Always use back to back copying/printing
  • Do not use goldenrod or fluorescent colored
    paper, limit any use of glossy paper

Promotion/Printed Materials
  • Promotional Materials
  • Utilize electronic advertising/promotion where
    ever possible ()
  • Make materials self mailers wherever possible ()
  • Clean-up mailing lists ()
  • Offer registration on-line
  • Find mailing labels with water-based adhesives
  • Print with non-volatile vegetable-oil based ink

Promotion/Printed Materials
  • Confirmation Materials
  • Send confirmation materials
  • electronically () or have information available
    on website, and mailed only when requested
  • Provide Attendees Green Traveler Ideas
  • (Ask Green Hotels Association for permission to

Promotion/Printed Materials
  • Speaker Handouts
  • Ask speakers to provide handouts electronically
    and post these on your website ()
  • Then ask attendees to download in advance or
    provide computers/printers on-site for
    downloading presentations.
  • .

Promotion/Printed Materials
  • Provide attendees with disks with all
  • Request that speakers ask attendees for business
    cards for speakers to mail any materials that
    they don't have on-site

Promotion/Printed Materials
  • On-site Materials
  • Collect and reuse name tag holders ()
  • Have badge collection boxes at Registration area,
    at exit of exhibit hall on last day, and at exit
    of convention center on the last day
  • Ask congress hotels to have collection boxes at
    front desk for check-out
  • Offer a prize drawing from those recycled name
    tag holders

Promotion/Printed Materials
  • Use reusable or recyclable signs ()
  • Congress give-a-ways (totebags, mugs, etc.)
    should be made with recycled content materials.
  • Speaker gifts/awards/etc. should be made from
    recycled materials or be environmentally

  • Choose a destination with minimal travel
    requirements for delegates.  Shorter distances
    will result in less environmental impact. 
  • Choose hotels/meeting venues accessible to
    airport by public transit system.
  • Use or give delegates incentives to travel via
    public transit (free passes or transit route

  • Have hotels, meeting venues, and free time
    activities (restaurants and shops) all walking
    distance of each other.
  • If transportation is being arranged for
    delegates choose vehicle which use one of the
    following electric or hybrid power, natural
    gas, propane, methane gas or ethanol.

Working with Facilities
  • In Advance
  • Send with RFP a Recycling Waste Prevention
    Information Checklist
  • Ask if they are certified by either EPA Energy
    Star, Green Seal or are you a LEED Certified
  • Ask about Recycling Programs, Energy
    Conservation, do they purchase recycled content
    products. Etc.
  • Use this information to evaluate and choose

Working with Facilities
  • Contracts
  • Add as an appendix to your contract any Green
    Meeting requirements
  • Facility agrees to abide by the following for
    all NRC events. If any additional costs are to
    be incurred by NRC for any of these items, these
    costs must be identified in the contract.

Food Beverage Functions
  • Eliminate use of disposable service ware
  • Require all facilities to use non-disposable

Food Beverage Functions
  • Using 1,000 disposable plastic spoons consumes
    over 10 times more energy and natural resources
    then manufacturing one stainless steel teaspoon
    and washing it 1,000 times.

Food Beverage Functions
  • Recyclings true value comes from preventing
    pollution and saving natural resources and energy
    not landfill space.

Food Beverage Functions
  • It takes 95 less energy to recycle aluminum then
    it does to make from raw materials
  • Recycled steel saves 60
  • Recycled Plastic 70
  • Glass newspaper 40

Food Beverage Functions
  • If non-disposable service ware is unavailable
  • use biodegradable disposable service ware in
    conjunction with a compost program or
  • service ware made from recycled content

Food Beverage Functions
  • Onsite concessionaires
  • Ask concessionaires to use recycled content
    products or biodegradable disposable service ware
    in conjunction with a compost program
  • Ask concessionaires to serve beverages to
    Congress attendees in their Congress mugs.
  • Promote/recognize concessionaires who are willing
    to work with you in those areas.

Food Beverage Functions
  • Eliminate the use of plastic or wood stir sticks
    with any beverage service, reusable spoons should
    be used at coffee service.
  • "Box lunches" must be served buffet style
  • Request cloth napkins and table cloths be used.
    In cases where this is not feasible, request
    compostable napkins or napkins made from recycled
    content materials.

Food Beverage Functions
  • Have cocktail napkins available at bar service
    but instruct bartenders not to automatically give
    them with each drink.
  • Provide or ask attendees to use mugs.
  • Use water coolers instead of individual bottles
    of water.()
  • Have a recycling program for type of beverage
    containers that will be served (i.e. glass,
    plastic or cans).

Food Beverage Functions
  • Food Service
  • All condiments (ketchup, mustard, mayonnaise,
    jelly, butter, sugar, creamers, etc) should be
    served in serving containers and not in
    individual packets.
  • Ask to have food served without garnishes or use
    edible garnishes.

Food Beverage Functions
  • Where possible, donate surplus food to local
    shelters, soup kitchens, etc.
  • Plan menus with locally grown or organic food
    (including fair trade, shade grown coffee, tea,
    chocolate, and coco).
  • Serve only environmentally friendly seafood.
  • Provide a signup form for meals section on
    registration form

Food Beverage Functions
  • Food Composting
  • Ask Facilities to provide food composting or
  • Selling scraps to Pig Farms

  • Linen/Towel Program
  • For hotels who don't already change towels and
    bed linens as requested, have them commit to
    doing this for our attendees during our stay.

  • Provide cards that guests can use during their
    stay to let housekeeping know whether they want
    their towels and bed linens changed.
  • Give these cards to hotel for them to give to our
    guests during check-in.
  • Let attendees know in advance to expect these
    cards at check-in.
  • Attendees should be instructed to call
    housekeeping at the hotel if the hotel is not
    following the instructions not to have their
    towels and bed linens changed.

  • For hotels that don't have dispensers in the
    bathrooms for shampoo/soap/etc, or don't have a
    program already in place to donate these used
    containers, collect and donate opened hotel
    toiletries and soap.
  • Work with the host committee to find
    organizations who can use opened hotel toiletries
    and soap.
  • Have a collection box set up at the Convention
    Center on the last day and see if we can also
    setup collection boxes at the hotel front desk.

  • Recycling
  • Check to see if the hotel has in-room recycling
    containers or is able to collect recycling items
    from the trash. If not, instruct attendees to
    bring any recyclables from their hotel room to
    the collection stations in the meeting areas of
    the hotel.

Hotels/Convention Centers
  • Convention Center/Hotels/Off Property Venues
  • Setup a recycling program to collect
  • Paper
  • All Beverage Containers (i.e. glass, plastic,
    aluminum cans) that are being served.
  • Corrugated Paper (done behind the scenes
    recycling containers not needed in 'public'

Hotels/Convention Centers
  • -Container areas should be visually well
  • -Make sure to educate attendees on what can be
    recycled and where
  • -Make sure to have trash cans near recycling

Exhibit Hall/Exhibitors
  • The goal is to make recycling for exhibitors a
    positive experience and not to be so restrictive
    or make recycling so difficult that we discourage
    exhibitors from participating at the Congress.

Exhibit Hall/Exhibitors
  • Give-a-ways
  • Ask exhibitors not to over-package give-a-ways
  • Set up a collection for any 'useful' give-a-ways
    that would normally be thrown away and donate
    them to local shelters or schools.
  • Ask exhibitors that give-a-ways be reusable items
    or items made from recycled materials.

Exhibit Hall/Exhibitors
  • Exhibitor promotional materials
  • Give exhibitors our "Green" policy for
    promotional materials and ask/suggest that they
    adhere to them.
  • Let exhibitors know in advance the expected
    number of attendees to help them in their
    planning on appropriate number of
    handouts/give-a-ways to bring.

Exhibit Hall/Exhibitors
  • Encourage exhibitors to bring small quantities
    and then mail materials to clients from their
    offices after the show or refer clients to their
    web site.
  • Suggest exhibitors avoid printing dates and
    slogans on exhibit materials so that they may be
    easily reused.
  • Let Exhibitors know how/where they can recycle
    their materials

Exhibit Hall/ Exhibitors
  • Recognition of "Green" Exhibitors
  • Develop criteria to recognize "green" exhibitors.
  • Send to criteria to exhibitors in advance.
  • Recognize exhibitors, who meet a required level
    of the criteria, in post-Congress materials and
    at the following year's Congress (special
    notation on their booth signage or other signage
    which they can display at their booth).

Exhibit Hall/ Exhibitors
  • Decorator
  • Work with decorator on putting decorator kit on
    the website.
  • Work with decorator on trying to eliminate
    non-reusable materials (draping for tables, etc)
    or see if they can be reused by local schools,

Educating Attendees
  • Educating Attendees
  • Pre-Congress information
  • Let attendees know in advance (either by e-mails
    or in Congress Confirmation materials) about
    general recycling programs that will be in place
    and how they can participate. If you will be
    providing the 'bed linen/towel changing' cards to
    the hotel, let attendees know they should be
    receiving them at check-in.

Educating Attendees
  • Educating Attendees
  • Program Book
  • Include details of our on-site recycling/waste
    prevention program, including what materials
    will be recycled and where recycling bins are
    located what 'behind -the-scenes' recycling is
    taking place at the Convention Centers/Hotels/Off-
    site Facilities
  • Notice of any special deals that on-site
    concessionaires are offering (that promote waste

Educating Attendees
  • Program Book (contd)
  • Other waste prevention measures you are taking
    (reusing names badges signage, mug program,
    confirmation materials on the web, etc).
  • Information should start with an intro into why
    we have this program in place.

Educating Attendees
  • Educating Attendees
  • Announcement at sessions
  • Reminders in daily signage

Educating Attendees
  • Encouraging/Rewarding Attendees
  • Provide attendees seen with "I was caught green
    handed" buttons, pins, etc to help provide an
    incentive/ reminder for attendees to recycle/
    eliminate waste.

Educating Attendees
  • Recycling Advisors
  • Have designated volunteers to serve as recycling
    advisors. Have special badges, shirts or ribbons
    to identify these advisors. Purpose of recycling
    advisors is to help identify recycling areas to
    attendees and to help assist and encourage
    attendees to recycle.

Evaluation of Green efforts
  • Attendee Exhibitor Evaluation
  • Have a section on the Conference Evaluation Forms
    asking them to rank your green meeting efforts
  • (were they aware of programs, ease of
    participating in the programs, any other areas
    where organization can improve upon)

Evaluation of Green efforts
  • Post-Congress
  • Let attendees know that a post congress
    recycling/waste prevention report will be
    available on our website a few weeks after the
    Congress. Include information on how much/what
    kinds of materials were recycled.

Recycled Content Fashion Show
Recycled Content Fashion Show
Recycled Content Fashion Show
Recycled Content Fashion Show