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.
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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