Tips how to plan a "green" conference or event

Green is the keyword for most topics today, this can only highlight the importance of our collective efforts needed to make,in all aspects of our lives today.
If you are responsible for planning your company events, team building, conferences and end of year functions, you will need to consider the greening responsibilities your company have committed to and act on these policies.
Seem a bit daunting? Don't despair... understanding the basics and carefully selecting your venue you will no doubt be on the right path to hosting an sucessful green event!


What is a green event, you may ask? It is purely an event /conference that is hosted in an environmentally and socially responsible manner. The ultimate goal is to reduce the consumption of natural resouces, reduce waste to a minimum, limit the impacts on global climate and protect biodiversity and human health.
So .. decide how green you are to go, as bringing in the green principles into a function requires early planning in order to achieve a successful goal!


Here are some general tips to get you started:

1. Chose your suppliers wisely... your venue, transport, caterers etc should all have the same goals and responsibility to the enviroment.
2. Your venue will be your key contributer.You can check if the venue has a "green policy" in place and/or enviromental management system.
3. For groups arrange a vehicle to transport everyone together in one vehicle or even better if you are able to use the Gautrain or even walk!..rather this than each individual using their own cars to the venue. This will offset your carbon foot print!
4. Use local community based organisations for conference gifts or bags, thus contributing to the social development and community upliftment.
5. Request products that are eco friendly and locally manufactured. Request food that is local, seasonal and organic whenever possible. Ensure that products are sustainably sourced.
6. Try to avoid printed handouts and if it esessential, then use recycled or eco friendly paper.
7. Do not use bottled water on the delegate table. Jugs of water are a winner!
8. Any left over foods  you could donate to a charity or local community in need!
9. Recycle!
10. Select accommodation establishments that promote water conservation policies such as towel/linen laundry policies where delegates can chose to replace or reuse the towels or linen in their rooms.
11. You should however also provide information to delegates so that they know how they can contribute to event greening through their actions.
12. Utilise natural light and ventilation to reduce energy consumption When lights need to be used ensure that they are energy efficient. Switch off all lights and air-conditioners when leaving the room/venue.
13. Include your efforts into your programme and bring it to everyones attention thus educating and encouraging good habits!
14. Request for the electricity meter readings before, during and after the event for monitoring electricity usage to reduce consumption for future events (if possible).
15. Suggest that delegates make a donation to offset their environmental footprint!

 

 

What is the positive outcome when an event is hosted in a green manner??

 

Increased economic, social and environmental benefits.
Reduced negative environmental and climate impacts, such as greenhouse gas emissions, waste to landfill, and the reduction or degradation of biodiversity.
Enhanced economic impact, such as local job creation, investment and long-term viability, Including supporting local businesses and production..
Improved efficiency of resource use and less wastage.
Increased demand for infrastructure that supports green eventing, e.g. pedestrian and cycle routes.

Once you have achieved hosting a sucessful green event, provide a concluded report to your company or delegates so they can also understand and be part of the transformation to a green society. It will also help analysis your success and highlight areas where you can improve on your next project!