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Nancy J. Zavada is president of Portland, Ore.-based
MeetGreen, which was founded in 1994 as one of the first — if not the first — meeting planning firm dedicated to using and promoting sustainable-event practices. She has more advice to share in the video "
Incorporating Sustainability Into Your RFPs," a 30-minute CMP session on making meetings greener and more sustainable through strategic planning and partnerships.
When demonstrating their organization’s commitment to corporate responsibility by planning more sustainable events, planners must track measurable environmental, business and host-community benefits that result from implementing environmentally sustainable meetings practices. The goal of the following questions is to identify the sustainable practices of the venues being evaluated.
Note that these expected practices should be offered at no additional cost to the organization. Planners should give preference to venues with a maximum number of policies/practices in place. Additional details on the initiatives in place might be required. Be sure to add compliance language in the final contract to ensure implementation.
Policy-related practices
☐ Does the property have a sustainability policy?
☐ Has the property earned a sustainability-related certification (such as LEED, Green Key Global, Green Seal and ISO 14001)?
☐ Are all staff trained in the sustainability policy?
☐ Is the property able to measure the environmental footprint of guest rooms for the event (including all waste, water, energy)?
☐ Does the property have a workplace health-and-safety program?
☐ Does the property have an equal opportunity and anti-discrimination program that operates on a regular basis?
Energy-related practices
☐ Public Areas/Lobbies: Do they have 100 percent efficient lighting installed or is a retrofit planned within two years?
☐ Meeting Rooms: Do they have 100 percent efficient lighting installed or is a retrofit planned within two years?
☐ Exhibit Hall: Do they have 100 percent efficient lighting installed or is a retrofit planned within two years?
☐ Staff Areas/Back of House: Do they have 100 percent efficient lighting installed or is a retrofit planned within two years?
☐ Is 100 percent of the event space's HVAC centrally controlled for efficiency, managed through in-room sensors, or conserved manually by staff who adjust to efficient settings?
Water conservation
☐ Are public sinks and toilets 100 percent efficient or is a retrofit planned within two years?
Waste management
☐ Is recycling available in public areas?
☐ Is composting available in public areas?
☐ Is recycling available in the event space?
☐ Is composting available in the event space?
☐ Do you recover plastic containers?
☐ Do you recover rigid PVC plastic (Sintra)?
☐ Do you recover paper (newspaper, magazines)
☐ Do you recover foamcore?
☐ Do you recover cardboard?
☐ Do you recover metals/cans?
☐ Do you recover scrap metal?
☐ Do you recover carpet/padding?
☐ Do you recover wood/crates?
☐ Do you recover reusable and/or non-recyclable items for donation (i.e. furnishings, exhibits, office supplies)?
Sustainable-purchasing practices
☐ Does the property use minimum 30 percent post-consumer recycled content paper towels and toilet paper?
☐ Does the property have fountains or large drinking-water containers as an alternative to individual disposable bottles?
Communication
☐ Are sustainability initiatives communicated to planners during the sales process or during the planning process?
☐ Are sustainability initiatives communicated to suppliers during the planning process?
☐ Are sustainability initiatives communicated to to participants during the event (i.e. onsite signs)?
During meals and breaks
For which items are bulk containers used?
☐ Sugar
☐ Cream/Milk
☐ Jam/Jelly
☐ Condiments
☐ Dressings/Sauces
☐ Juice/Iced Tea
For which F&B events are reusables plates, servingware and silverware used?
☐ Meals
☐ Breaks
☐ Receptions
Food-waste reduction
☐ Does the kitchen use catering history to inform its ordering?
☐ Does the kitchen serve smaller portions?
☐ Does the kitchen use smaller individual plates?
☐ Does the kitchen avoid pre-pouring beverages?
☐ Does the banquet staff wait to replenish buffets until serving dishes are empty?
☐ Does the kitchen reduce the use of ice?
☐ Does the kitchen use smaller bulk serving containers and refresh more frequently?
Food-donation practices
☐ Food typically is donated if it is nonperishable.
☐ Food typically is donated if it is perishable.
☐ Food typically is given to staff is it is nonperishable.
☐ Food typically is given to staff is it is perishable