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The amount of emissions you want to offset can also affect pricing where bulk discounts are available. Climate-friendly event efforts present a brand-building opportunity for your event.

Your carbon offset provider may provide logos or brand assets to assist. This green meetings checklist is a great starting point to help you know the right questions to ask and where to look to keep your footprint to a minimum. Green events take things up a notch. They consider sustainability and the environmental footprint throughout the process to ensure minimal impact on the world.

However, meeting planning can be complex at the best of times so organizing a green meeting might be unfamiliar or difficult. A green event without an event sustainability policy is a bit like a road trip without a map, or a hike without a compass.

Embarking on a journey without one can make you feel a little lost. Event sustainability is a complicated topic, which only becomes more difficult with lack of intention and a clear strategy. An event sustainability policy can ground sustainable event efforts so they meet the outcomes desired by organizers, sponsors, attendees and other stakeholders. It should be the first step in planning a sustainable event, but often comes after green best practices are implemented.

In fact, the presence of a policy is arguably what elevates green events from novel experience trend to a planning strategy with a clear value proposition. So how can you take control of your event sustainability intentions to get green efforts working for you? Few green events have a policy to guide their actions, and often rely on checklists to implement best practice. But what are the fundamental aims of diverse best practices?

An event sustainability policy attempts to answer this question, and can assist planning teams by:. The American Wind Energy Association recently adopted an event sustainability policy to provide guidance to organizers in how to promote use of wind energy in the event supply chain.

The roadmap varies depending on the nature of the event, depth of stakeholder involvement expected and available resources. Common steps in the policy journey can include:.

Talking to Stakeholders As an event planner you may have one perspective that suggests solid waste is your biggest event sustainability problem that should be addressed by your policy, given it is also something you have some control over.

However this may not be the same for other stakeholders for your event. Focusing Intentions Every event sustainability policy should clearly identify what you want to do.

For Lorien Henson, Senior Events Marketing Manager at Hootsuite, an event sustainability policy has helped outline the environmental duty-of-care expected from internal event managers. The policy directs staff to buy smarter by following strict sustainability criteria that meet the primary goal of reducing solid waste. ISO provides some guidance on core elements that should be included in an event sustainability policy.

The policy itself should be a succinct document that is signed by senior management. These are typically one-word principles or a brief statement that describe the spirit of conduct implied under the policy.

Examples of values include: diversity, transparency, stewardship, leadership and inclusivity. It can help to ensure each value is clearly defined so they can be easily recognized, and modelled. Policies often exist because there is a problem that needs to be identified, and solved. For example, climate change may be an issue that conference attendees care about so much that organizers are driven to act on it through energy reduction and efficiency goals.

In contrast, an outdoor festival may be criticized for impacts on the natural environment, calling on the organizer to create a policy that focuses on protecting and rehabilitating the event site. Goals should be directed at addressing issues. Most objectives are concise action statements, sometimes only two words: a verb and a noun. Every goal should have a performance indicator that can be assessed, and short and long-term targets should be set. For example, improving satisfaction may be gauged by an attendee rating event-to-event.

Event sustainability policies should also identify any external or internal commitments. This might include requirements to comply with and exceed legal obligations, as well as any accords businesses may have signed on to, such as the UN Global Compact.

At a minimum it should identify how the organization plans to report and communicate progress against the policy. Once created, the next step is to roll out and engage people in the event sustainability policy. There are some logical parts to this process:. Integrating the policy with procurement so that RFPs and contract agreements reflect the policy. Informing sponsors, speakers, attendees and other event participants of the policy so they are aware what to expect and how the policy affects them.

This can be done through agreements, registration and confirmations. Sharing progress against the policy with communications leads so that key messages can be reinforced through any public relations or reporting.

But are your green event marketing claims putting your event brand, product or service at risk? Event professionals should be encouraged to be transparent and inform participants about sustainability-related accomplishments.

Greenwashing describes the practice of using potentially deceptive information to make a product—or in this case an event or event-related product—seem more environmentally responsible than it really is. UL cleverly describes Seven Sins of Greenwashing, which can range from being vague what exactly is a zero-waste event? Greenwashing can damage to your event and event brand, eroding trust and public goodwill. Negative public attitudes can cause sponsors to shy away from your event, not wanting their brand to be impacted by the collateral damage.

And the damage, once done, can be difficult to repair. Sounds good, right? Look again and ask: What does neutral mean? And what carbon impacts are being addressed?

You can quickly see this statement could benefit from added context. This claim works, provided the planner and caterer have confirmed the boxes are accepted by their compost provider, and have followed through on the onsite composting program described.

Had the phrase only stated lunch boxes were compostable it may constitute greenwashing if disposables were being discarded into landfill. This one is a bit tricky. If foam is not recyclable in your event location which is true in most situations , a take-back program would need to be arranged to ensure the signs are actually recycled.

Communicating your sustainability efforts and positive environmental impacts of events can help build your brand, and earn good will. Event professionals are encountering more and more biodegradable, compostable, recycled content, fairly traded and other kinds of green lingo in the marketplace. For example, biodegradable is different than compostable, and fairly-traded is different than Fair Trade. Legitimate businesses invest a lot of time and money in backing up green claims, so they will be thrilled to be asked!

Elements you could include are:. First and foremost, you should consider if you need to have a meeting in the first place. Simply finding a better solution or only holding meetings when absolutely necessary is an excellent sustainability idea. We have pulled everything we have learned together to give sustainable events examples to produce a greener event. To put it to good use, here are some green meeting ideas to get you started:. Sign Up. Compare Plans. Do it all with Mailchimp Bring your audience data, marketing channels, and insights together so you can reach your goals faster—all from a single platform.

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