by Lisa Lynn Anderson

For every internal or external meeting or event your company or organization currently holds, great potential probably exists for reducing your impact upon the envirnment. Here are some ways to get started.

1) Before any planning, get a formal commitment establishing this event/meeting as “green.” Dedicate this action consistently across the board, and include your guests, venue and sponsors.

2) Select a venue readily accessible on public transit routes. Consider providing tickets/tokens for your attendees, giving a transportation info hotline phone number for those new to buses/rail.

3) Electronically communicate via e-mail for marketing, and post all documents/promotional information on a web site for attendees to view. If they need hard copies of the document(s) for use, encourage them to use recycled paper in their printer. Or, if using printed marketing materials, go to a printing house and select recycled paper and soy-based ink.

4) Ask attendees to bring their own items like coffee mugs, pens and paper, name badge holders, tote bags and notebooks, etc. For those who do not bring these items, have some on hand but collect all items distributed in baskets by the exit door.

5) Hand-outs for programs should be printed on both sides, using ink from recycled/recyclable printer cartridges and post-consumer or “tree free” paper.

6) Work diligently with a caterer who shares a “green” mindset and agrees to:

a. Purchase fair trade, fair shade, organically grown coffee and tea (available at some supermarkets, coffee shops and speciality brands like Café Campesino)

b. Use local, organic food (as much as possible)

c. Reuse dishes, glasses, silverware and other utensils and décor

d. Always choose cloth versus paper napkins and linens

e. Use recyclable and bulk items to reduce packaging and waste products

f. Use dispensers for condiments, instead of individual packaging

g. Pick a local food bank or shelter where leftover food can be donated

7) Signs, banners and decorations should be durable and undated for reuse. Leave a large, blank space for dated inserts, allowing them to be changed for every event.

8) Recycling bins should be conveniently located (next to trash cans), easily visible and numerous.

9) Support local artisans by giving unique, “green” thank-you gifts to speakers, award winners, volunteers, sponsors, staff, etc.

10) Use overhead projectors or dry erase boards, not flipcharts –this reduces paper consumption. Produce all educational/take-home conference materials electronically (in a downloadable file for e-mail or on a CD-ROM). Ask interested audience members to leave a business card or sign a list upon exiting if they want a copy.

11) Invest in environmentally focused products and services. Work along side businesses who share your sustainability goals and interests.

12) Throughout your activity, highlight different “greening” aspects of the event or meeting. Ask your host to encourage the audience’s ideas and participation. At the closing or adjournment, encourage folks to visit your website where they will find suggestions and tips for making their events and meetings “green.”