Green Planning Tips for Large Events and Conventions
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1) When considering different sites and venues, take into account the following before making the decision:
- Travel—Think about how attendees will get there and what public transportation is available on-site or nearby that is easy to use for attending the event and for getting around for sightseeing and other needs. Over all, the EPA says “The goal should be to reduce the amount of fuel that would be used, and pollution that would be generated, if each individual used a single occupancy vehicle to get to their destinations.”
- Green housekeeping—Check with convention centers and hotels to find out how green their housekeeping policies are. Some important areas to ask about are recycling programs (including what they recycle); whether they have energy- efficient lighting and are Energy Star®- certified; if they employ water conservation devices and environmentally preferable products; how much purchasing of food and other products is at the local level; and if they have a food scrap program such as donation or composting.
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2) Purchase green power and go “carbon neutral.” The EPA recommends two ways to do this:
- Purchase “renewable energy certificates” (RECs) equal to the estimated amount of potential emissions (after all possible reductions are made), which effectively cancel out emissions; and/or
- Install renewable power generators on-site, such as photovoltaic cells, wind turbines, and/or fuel cells.
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3) Large events can produce enormous quantities of solid waste from diverse sources like construction activities to printed programs and other materials to cans, bottles, and food. To diminish the amount of solid waste produced, the EPA recommends the following:
- Work with building contractors to make decisions that factor in reuse and recycling. For example, prior arrangements could be made with local nonprofit organizations to purchase reusable building products at a discount over the retail price.
- Make similar arrangements if there will be equipment-like electronics, office furniture, and business supplies that may be left over after the event.
- Adopting a “paperless” mindset can also have a big impact. The EPA recommends going paperless for event registration and confirmation, promotional materials, and speaker presentations. For things that must be provided in “hard copy” format, use recycled content paper, steer clear of glossy paper and print with vegetable-based inks.
- Plastic is another wastestream that can and should be limited. A great place to start is with recycling plastic name badge holders at the end of the event.
- Stemming the flow of waste from food service offers another huge opportunity for sustainable events. For starters, choose reusable china and glass over single-use paper or plastic tableware. Buffet-style meals are preferable to boxed lunches and cloth napkins should be used rather than paper. Another way to cut down on food service waste is to provide condiments in bulk containers instead of the small single-serve packets, and whenever possible, avoid drinks in single plastic bottles and choose to serve from pitchers instead.
- Food recovery can help not only minimize waste but feed the hungry as well. According to the EPA, “almost 25 percent of the food we prepare, or approximately 100 billion pounds, goes to waste each year and less than 3 percent of food waste is recovered.” For anyone worried about liability associated with donated food, the Bill Emerson Good Samaritan Food Act of 1996 provides a uniform standard for donors, which when followed “in good faith” protects donors from liability. The foodstuffs covered by the Act include raw, processed, or prepared edible substances, ice, beverages or ingredients, and nonfood grocery items such as cleaning products, paper plates, etc. Foods that cannot be donated can also be composted, keeping them out of landfills.
- Buying food locally whenever possible is another sustainable practice that is associated with lower emissions from less transportation and can lower shipping costs as well.