Planning a Conference or Social Event

There are many actions that you can take when planning an event as small as a lunch gathering or as large as a conference. Consider some of the following tips:

For the venue and caterer

Work with the venue provider and caterer to ensure that options for supporting green/socially conscious purchasing and waste minimization are explored and implemented. All contracts should specify agreed upon conference “greening” elements such as on site recycling for paper products, soft drink cans and other recyclable materials. Here are some ideas you may wish to explore:

• Provide condiments, sugars and beverages and other food items in bulk instead of individually packaged.
• Use reusable cutlery, dishware and linens (e.g. cloth napkins). Or use 100% recycled, compostable napkins and use 100% biodegradable cups (reusable mug and cold cups), cutlery, and dishware. Collect (with leftover food waste) for composting.
• Arrange to have leftover food donated to a local food bank or soup kitchen and the waste composted.
• Consider environmentally friendly centerpieces such as living plants/flowers. Select Fair Trade or local (indigenous) flowers. Centerpieces and decorations used during banquets such as living plants and flower arrangements can be donated to charity (e.g., seniors homes).
• Offer locally-produced wines and beers.
• Use colour table cloths and cloth serviettes. White table cloths and serviettes may get bleached with every washing.
• Find re-use opportunities for decorations and display materials. These items may be in demand by local schools or charitable organizations.
• Minimize the use of bottled water in Winnipeg; as most of Manitoba has an excellent municipal water source.
• Ensure food and beverage packaging is minimized.
• Offer Fair Trade, organic coffee, tea, cocoa and sugar.
• Have meals planned using seasonal local produce. Incorporate local fish, meats and free run chicken/eggs. Offer vegetarian meal selections.

Greening your communications

For advertising, registration and signage, consider some of the following options:

• Use recycled paper with at least 30% post consumer waste (PCW) (preferably 50-100%), that is Forestry Stewardship Council (FSC) Certified and chlorine free.
• Print double sided using soy/vegetable based inks.
• Make sure eco-logos are displayed on paper products for educational purposes.
• Consider electronic registration to reduce paper consumption.

Reducing paper use

• Communicate information electronically at the conference and post it on-line.
• Have volunteer 'note-takers' at each session, writing notes down by computer. Have the session notes posted on the conference website for downloading by interested participants.
• Distribute USB keys to participants, which are loaded with conference information and session presentations (instead of handouts). The USBs might be useful if there are many large documents that need to be shared for an event; otherwise they become a non-recyclable electronic waste. Set up a "cyber café" where computers (with Internet access) are available for participants to download conference notes, etc.
• Have signage (e.g. session rooms) on rented TV/computer screens rather than poster-board signs.

Speaker Gifts

• Provide local, consumable gifts. Examples of local gifts include: local honey, jams, artwork, candles, soaps, turned woodwork, etc.
• Consider purchasing carbon 'offset certificates'. Offset certificates note that the GHG emissions associated with the speaker's travel and participation have been offset.

Registration

Look for conference delegate handbags, contents and ID badges that support green/social purchasing.

• For participant handbags, look for 100% cotton or hemp, locally supplied bags with no plastic liner. Try to ensure information about the bag is provided.
• Supply Forest Stewardship Council (FSC) Certified Pencils, and 100% biodegradable corn starch pens. Make sure pencils and pens are labelled as such for educational purposes.
• Consider 30% post consumer waste, FSC Certified, chlorine free paper pads. Make sure pads are labelled with eco-logos.
• Look for 100% recycled plastic ID lanyard badges or skip the plastic and use heavier paper stock. Collect lanyards at the end of the conference for reuse. For hygienic purposes, wash them and freeze them before reuse.
• Or consider having zero handouts at the conference aside from name tags.
• During the pre-conference registration process, encourage participants to bring their own reusable water bottles and coffee mugs.

Transportation

• Encourage travelers to use a calculator to offset carbon dioxide equivalent (CO2e) emissions associated with air travel. Make it easy by placing the information in their registration package.
• Offset flight, car travel and other emissions by purchasing credits, or making a sustainable donation (e.g. efficient light bulbs) for flights there and back.
• Use hybrid vehicles to transport delegates to and from the site.
• Encourage walking to and from conference and social events by providing walking maps and using a centrally located venue.
• Reduce the need for travel to and from hotel and conference location, as well as social events.

Hotel Accommodations

• Choose accommodations in close proximity to the venue.
• When booking rooms, enquire whether the hotel has a linen reuse program and bulk dispensers for shampoos and soaps in guest suites.
• Collect and donate unused/partially used shampoo/soaps to local shelters.

Spread the Word

Create education and awareness for guests, media, and suppliers on what has been done to green the conference. This may encourage others to follow suit.

• Issue media release on conference sustainability measures.
• Formally inform potential vendors about the conference greening initiatives and encourage them to support the initiative.
• Solicit "green" vendors, e.g. those companies who supply environmentally friendly goods, such as recycled paper, biodegradable cups, cutlery, etc.
• Distribute (via USB key) an overall information sheet to all participants—highlighting that the conference is carbon-neutral and sustainable.
• Place signage at conference events that highlights the sustainability measures taken for that specific event and/or post on a conference follow-up website.

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