Creating green meetings shouldn't be done solely on a case-by-case basis. It is paramount to have a policy that describes your organization’s commitment to sustainable development and the approach you will take to achieve these goals. With this blueprint in place, the planning process for every event starts with sustainability at its core.
Working with a sustainability policy can have positive financial impacts. It can help streamline business processes, which might bring savings from better waste-disposal practices and reduction of energy use. Putting sustainability top of mind also can increase your standing with stakeholders and improve your brand recognition, giving your organization a competitive advantage.
Once the policy is approved, make sure it is available for employees, stakeholders, new staff, suppliers and contractors. You can highlight your sustainability policy on your website, and in your own media releases — as well as the media releases for your events.
Tailor the policy to your needs
There isn’t a right way or a wrong way to write a sustainability policy. Simply put: It should outline your commitment to practices and standards designed to promote environmentally and socially responsible operations. It can serve as an overarching organizational guide, and/or be specific to individual events. For example, the policy could include turning off power strips in the office on nights and weekends, or in meeting rooms when the group is not using them, as well as asking suppliers and sponsors to use minimal packaging at events.
It’s important to take your type of business into account, and to make reductions to your greatest areas of impact. For example, if you are a waste-hauling company, focus on how you can start to use green fuels and energy-efficient vehicles to cut down on emissions. This takes precedence over using less paper in the office or at the event, although both activities can be part of your policy. Make sure your document focuses on what you have influence or control over.
The policy should be simple and easy to understand. Start with a mission statement detailing your organization's commitment to sustainability. Then add the elements that work best for your group. Consider the following:
- Create a statement of purpose and values for the organization/event that relate to sustainability outcomes, and a commitment to continual improvement.
- Identify the person in your organization who will ensure compliance with the policy.
- Determine who your policy applies to (staff, vendors, temporary staff, etc.).
- Outline how you will educate and train your staff, vendors and stakeholders about your policy.
- Define targets and key performance indicators, including realistic timeframes, practical steps and strategies for achieving these goals.
- Make a list of commitments, such as ensuring the supply chain adheres to responsible social and environmental practices; increasing composting by a measurable amount each year; reducing how how far products travel by sourcing locally where possible; and buying products made from renewable, recycled and/or nontoxic materials.
Make a list of requirements, such as only working with businesses that also have a sustainability policy.
Define how you will monitor and review your policy, such as identifying the senior staff member who will review and update the sustainability goals annually. - State that your organization/event will comply with local laws, as well as any new or updated legal constraints that might affect compliance.
Try to make your sustainability policy reasonable and achievable to ensure that you are able to reach your goals and then build on your successes in a positive way.
Michele Fox is a Sustainable Event Consultant with more than 15 years' experience in the events industry. Fox founded MUSE (Members United for Sustainable Events) in 2021 to provide leadership for sustainable event production through education, inspiration and community-building across the meetings industry. As a Sustainable Event Consultant, Michele advises and trains event and marketing agencies on how to increase the positive social and environmental impacts of their events.