TRC 2019 Sustainability Report TRC 2019 Sustainability Report | Page 34

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 office, where ■ Box lunches and individually wrapped options practical, can save money, provide opportunities to connect with colleagues, and offer more opportunities to manage impacts than a third- party venue. Always consider this option where practical. ■ Where onsite meetings are not an option, consider a location that is centrally located for all attendees 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 venue, 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, efficient transportation option. Venue ■ Most major hotel chains and restaurants have sustainability programs with specific offerings for those who ask. By communicating with the venue in advance, you can take advantage of the sustainable options they offer and let your attendees know of their choices. ■ Look for hotels with green certifications to help reduce your impact with efficient 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 landfill and/or items that are reusable, recyclable, and/or serve a good cause. 32 2019 Sustainability Report can 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 landfill, minimize 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 beneficial 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 benefits of the practices implemented. Guidance drafted by TRC’s Sustainability Coordinator Network