TIPS FOR ENVIRONMENTALLY-FRIENDLY MEETINGS
The following considerations can reduce the cost and environmental impact of any meeting. Planning a green
meeting doesn’t need to be time consuming– a little thought up front can make a big difference.
Meeting Location Food and Beverage
■ Hosting a meeting at a company offi ce, where ■ Box lunches and individually wrapped options can
practical, can save money, provide opportunities
to connect with colleagues, and offer more oppor-
tunities to manage impacts than a third-party ven-
ue. Always consider this option where practical.
■ Where onsite meetings are not an option, consider
a location that is centrally located for all attend-
ees or one that minimizes the amount of air miles,
as emissions from air travel are much greater
than those from vehicle travel. Allow attendees to
video-conference for those who can attend from a
distance.
■ When attendees need to travel to the meeting ven-
ue, taking steps to help promote and coordinate
carpooling, or using a shuttle service or public
transportation saves fuel and emissions, as well
as providing a safe, effi cient transportation option.
Venue
■ Most major hotel chains and restaurants have
sustainability programs with specifi c offerings for
those who ask. By communicating with the venue
in advance, you can take advantage of the sus-
tainable options they offer and let your attendees
know of their choices.
■ Look for hotels with green certifi cations to help
reduce your impact with effi cient operations and
sustainable choices.
■ Select meeting rooms with natural light where
possible, to promote energy savings and attendee
experience.
Materials
■ Distribute material electronically in advance of the
meeting, rather than providing printed versions.
Request that attendees bring their laptops or
tablets.
■ If giveaways are used in the meeting, consider
selecting useful items that won’t end up in a
landfi ll and/or items that are reusable, recyclable,
and/or serve a good cause.
produce a lot of waste. Consider other options,
such as buffet style catered meals.
■ Ask your venue for a no-linens option for tables to
reduce the amount of water needed to wash them
after the event.
■ To help reduce waste going to the landfi ll, mini-
mize materials used. Common options include:
swapping individual plastic bottles of water for
pitchers of water and reusable glasses; using
reusable forks, spoons, and knives over single use
utensils; and reusable coffee mugs rather than
paper or Styrofoam.
Fitness and Wellness
■ Allow for 20-minute breaks and provide suggested
walking paths to stretch. Paths or trails ¼ to
½ mile are ideal, preferably outdoors, but think
of indoor substitutes if the venue or weather
doesn’t allow something outdoors.
■ Engaging in the community and/or with clients
can promote teambuilding and an opportunity to
give back. Where practical, consider organizing
an activity before or after the meeting around a
mutually benefi cial cause.
Communications
■ Communicate options to attendees in advance, to
raise awareness on sustainable choices offered.
■ Your venue and suppliers may be able to share
metrics from your meeting, including those
on energy consumption, water usage, waste
consumption or generation, and carbon
emissions.
■ In conjunction with other feedback solicited
from the meeting attendees, be sure to
request feedback on benefi ts of the practices
implemented.
Guidance drafted by TRC’s Sustainability
Coordinator Network in FY18