Ten Tips to keep your meetings Green/Blue without breaking your budget

When it comes to limiting the environmental impact of your meeting, doing the right thing does not have to cost extra money. In fact, there are several responsible measures that may actually reduce your meeting costs. Here are ten tips to keep your meetings Green or Blue without breaking your budget.

Eat Green. Use local, organically grown food.  Keep costs down by choosing food that is in season.  Request bulk food dispensers for sugar, salt, pepper, cream, cereals, yogurt, cream cheese and butter.  Have your servers offer bread instead of placing a basket in the middle of the table. 

Drink Blue. Request water to be served from reusable glass bottles, and provide water stations with pitchers and disposable cups as an alternative to bottled water at every seat.

Consider eco-friendly hotels. Choose hotels that practice recycling, energy efficiency, and linen reuse programs. Also, look for a hotel within walking distance to restaurants and nightlife to cut down on transportation.

Book hotels that are located near public transportation systems. Include eco-friendly transportation options and information about how to efficiently travel to and from the airport and around town.

Use Paperless technology. Create a website to access membership documents, registration materials, social networking, email reminders and notifications. This will not only cut down on paper but also reduce shipping costs and recycling on-site.

Practice sustainable tourism.  Ensure the money you spend in a country remains in the local economy.  Depart your meeting destination knowing that your meeting has supported and strengthened a community.

Include a Blue/Green preference clause in your venue RFP. Even if it isn’t possible to devise a complete Blue/Green program, every aspect of the meeting that reduces waste will make a difference.

Use group transportation. Minimize idling and the use of air conditioning in all meeting vehicles.

Communicate the meeting’s green initiatives. Make sure attendees, stakeholders, meeting partners and the media are aware of your environmental priorities. Doing so many also generate positive publicity for your meeting and your organization.

Meeting room energy conservation.  Set a room temperature standard with the venue and share this temperature with delegates prior to the meeting.  Set a time with the venue when air conditioning should be turned on and off for the day.  Keep blinds shut and turn off lights when a room in not in use. 

The Hamilton Group is dedicated to holding Blue/Green meetings and doing our part to improve sustainable tourism. 

Need help planning a budget-wise green/blue meeting? Click here to contact us.

 

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