O-K-96-002
September 1996
United State
Environmental Protection September 1996
Agency
Solid Waste and Emergency Response (5306W)
It's Easy Being Green!
A Guide To Planning
And Conducting
Environmentally Aware
Meetings And Events
S$$
r
-------
Preface
This booklet was developed through the Greater Leadership Opportunities
(GLO) Program at the U.S. Environmental Protection Agency (EPA) as a pro-
ject by GLO Group #13, Green Meetings Focus Group. Focus group mem-
bers include: Tanya Hill, Headquarters; George Malone, Region 6; Donna
Vizian-McCabe, Region 2; Mary Ellen Ryan, Region 5; Ayn Schmidt,
Region 8; and Mia Zmud, Headquarters.
This guide provides information gathered from organizers of environmen-
tally aware meetings and special events around the country. In this guidebook,
environmentally aware meetings and events are those planned in such a way as
to eliminate, reduce, or recycle waste. While focusing on municipal solid
waste, this guide also touches on other environmental concerns. It is intended
to heighten the environmental consciousness of event planners and demon-
strate the advantages of conducting environmentally aware events.
Acknowledgments
This document represents the knowledge gained from numerous people
around the country who are involved in planning and conducting a wide variety
of events. The creativity and environmental commitment of the following individ-
uals and the organizations they represent is gratefully acknowledged, and their
contribution of time and expertise in the development of this guide is appreciated:
William Collier, Jeff Benjamin, and Rick Russon
Environmental Concerns Committee, Cherry Creek Arts Festival
Jack DeBell
Director, University of Colorado Recycling Program
Linda Smith and Sharon Westmoreland
Environmental Resource Specialists, Inc.
Priscilla Lynn
Public Relations Director, Meeting Professionals International
Robert E. Bradley
Consulting Engineer, Boy Scouts of America
Aneli Nuteren
Atlanta Chamber of Commerce
Todd MacFadden
P2 Technical Specialist, Montana P2 Program
Jody Lehner
National Recycling Coalition
-------
Contents
i
Preface
•
1
Acknowledgments
2
Environmentally Aware Events:
What Are They?
3
Meeting And Event Environmental
Nuts And Bolts
7
Planning Checklist:
Setting Environmental Priorities
9
Resources
A
'Waste not, want not
Printed on paper that contains at least 20 percent postconsumer fiber.
1
-------
Environmentally Aware Events!
What Are They?
This guide will help meeting and
event planners reduce the amount
of municipal solid waste generated
by their meeting or event. This
guide outlines the key steps in planning
and conducting an environmentally aware
event, profiles a variety of meetings and
events, and provides a checklist that can
be used as a planning tool.
Imagine that you are attending a work-
shop. You arrive by public transportation.
The hotel reminds you to turn off the
lights in your room to conserve energy.
Workshop materials are printed double-
sided with soy- or vegetable-based inks.
As a name tag, you wear your own business
card inserted in a reusable name tag holder,
which is collected as you leave. Coffee is
served in reusable mugs embossed with
the workshop name and sponsors. Sugar
and cream are served from a covered sugar
A
bowl and a small chilled creamer.1 Bite-
sized breakfast snacks and fresh fruit are
served on small reusable plates, and you
are even asked to throw your discarded
food items in a worm composting bin.
This workshop actually took place in
April 1992, in Montgomery County,
Maryland. EPA, the U.S. Conference of
Mayors, and the Montgomery County
Department of Environment invited
approximately 50 state and local waste
management specialists to attend a work-
shop on waste prevention. The meeting
planners went to great lengths to conserve
materials and reduce waste.
The key to planning such an environ-
mentally aware meeting or event is to set
environmental priorities early in event
planning and incorporate them into as
many facets of the event as possible.
V
'It is important to address public health when planning a food-service component to your environmen-
tally aware meeting or event. Local health departments are able to provide advice and guidance on safe and
proper handling of food and drink.
-------
Meeting And Event
Environmental Nuts And Bolts
Step 1: Gain
Management or
Sponsor Support
Sell your approach to management
by emphasizing the range of envi-
ronmental benefits, enhanced
public image, and potential cost
savings that result from incorporating envi-
ronmental considerations into the planning
process. In addition, your environmental
leadership may help you obtain new or
additional sponsorship and funding.
Step 2: Set Your
Environmental
Priorities
First, identify environmental issues
that are especially significant to
your organization, community, or
region. Next, select environmental
priorities reflecting those particular issues.
Finally, determine the amount of effort
your management will dedicate to meet-
ing the priorities.
Clearly defined environmental priori-
ties will help you identify the specific
actions you can take to meet these objec-
tives. The planning checklist at the end of
this guide can help you set and meet these
priorities.
Preventing or Reducing Waste
The best way to deal with waste is not
to create it in the first place. Determine
what materials are needed at your event
and consider ways to reduce the amount
used. For example, conference planners
may reduce the amount of paper they dis-
tribute by purging duplicate addresses
from mailing lists and requiring that all
printed materials be double-sided.
Work with your recycling
vendor to consider:
• What items can be recycled in the event
community?
• Where will you collect and store recyclables?
• Who will be responsible for signs and
collection?
Contracting for Services:
If your event does not take place in a
facility with recycling and food service
contracts already in place, remember to
share your environmental priorities with the
potential contractors:
• Incorporate priorities in the contract.
• Let reluctant contractors know that you
can shop around for other contractors
that will meet your environmental
priorities.
• Consider incorporating incentives into
contracts, such as sharing profits from
the sale of recyclables.
-------
Recyclers Lead the Way
at National Recycling
Coalition Congress
During the National Recycling
Coalition's (NRC's) 1995 annual
congress in Kansas City, Missouri,
participants had the opportunity to
practice recycling first hand. They welcomed
the opportunity to toss cans and bottles into
recycling bins, drink coffee from complimen-
tary thermal mugs, and read agendas print-
ed on recycled paper with soy-based inks.
The event site, the Kansas City
Convention Center, did not have a recycling
program. NRC worked with the center's
managers to institute a permanent recycling
program—starting 9 months before the
actual event—to collect aluminum, corru-
gated cardboard, mixed paper, clear and
colored glass, plastic, and polystyrene. In
addition, NRC collected food and food-
contaminated paper waste for composting.
The Air Force ran a composting pilot project
with the NRC's food waste, the compost
from which was given back to NRC to
donate to charity.
Along with recycling, NRC reduced and
reused materials. Reusable name tag holders
and mugs, printed with a sponsor's logo,
were distributed. Caterers were asked to use
reusable dishware, utensils, and napkins as
frequently as possible. They provided straws
and drink stirrers only upon request.
Exhibitors were kept informed of exact
attendance levels so that they would bring
the correct number of distribution materials,
to cut down on the amount of materials that
might be thrown away after the event.
NRC started looking at the environmental
impacts of its yearly meetings in 1990 and
has increased its efforts every year since.
Environmental priorities have become a mat-
ter of policy for NRC's events and meetings.
Recycling and Managing Waste
Arrange for collection of as many recy-
clables as possible. Work with event site
managers and recycling vendors when
planning your meeting or event. Waste
prevention measures and recycling collec-
tion will significantly reduce the amount
of trash generated during your meeting
or event.
Other Environmental Issues
Other environmental issues important
to your community might include water
conservation, air quality, or specific natu-
ral resource issues. For instance, meeting
planners in California might place a high
priority on water conservation during
water shortages.
Step 3: Translate
Your Priorities Into
Actions
Selecting a Site
Look for a site that best addresses your
environmental priorities. To meet waste
reduction and energy conservation priori-
ties, for example, look for a naturally lit
site offering comprehensive recycling col-
lection and mass transit services.
Arranging for Food Service
Select food service providers that use
reusable serviceware, or sell products that
come in recyclable, little, or no packaging.
A careful head count of attendees will
reduce preparation of unnecessary meals.
-------
Walking the Walk: National Tribal Pollution
Prevention Conference
Participants in the August 1995 National Tribal P2 Conference in Billings, Montana,
received more than just lectures and networking opportunities. For three days, they lived
a lesson in environmentally aware planning that they could take back to their tribal
communities. Conference planners highlighted their "green conference" considerations in
conference materials, asking attendees to participate in a full recycling program and reminding
them that their personal habits can save energy and reduce waste.
Rather than printing enough conference programs to accommodate any possible attendance,
conference planners matched their print run to the number of registered attendees. Speakers
agreed not to hand out written resources; instead they provided materials only upon request. This
encourages conversations between speakers and members of the audience and ensures that only
interested parties receive printed matter. In addition, the hotel food service agreed to use china
and glassware in lieu of disposables for indoor events. The hotel, fearful of liability for any injuries
caused by broken glass or crockery, wanted to use paper cups and plates for the outdoor buffalo
feast. However, conference planners convinced them to at least use ceramic plates.
Mindful that even the most successful waste reduction strategies would not eliminate all trash,
conference planners negotiated with their waste hauler to provide recycling services for the event.
The hauler supplied containers for recyclable glass, plastic, aluminum, and paper. In exchange for
use of the containers and for collecting the recyclables, the hauler received the revenues from the
recycled commodities. The conference program urged participants to use the recycling bins and,
when possible, to avoid the purchase and use of materials destined for a waste stream.
Scoring for the Environment: CU Buffaloes Football Game
Imagine you're at a Big Eight football game with 50,000 other cheering fans. Suddenly the
Scoreboard flashes an "environmental savings report" telling you how many natural
resources have been saved as a result of recycling during the game. This is just one of the
ways that the University of Colorado (CU) Recycling Program, called CU Recycling, educates
football fans about the environmental impact of their recycling efforts.
CU Recycling promotes active recycling in the stadium in a variety of ways. Before the games,
recycling staff with handcarts rove the parking lots to collect recyclables from tailgate parties and
inform the partygoers about the environmental savings to which they're contributing, such as sav-
ing a gallon and a half of gas by recycling a case of aluminum cans. Other recyclable materials are
separated by concessions or stadium staff. CU Recycling runs ads in the game programs and in
the game-day edition of the campus newspaper to remind people to recycle. They also sponsor
media spots featuring Buffalo team members promoting the recycling program. These efforts
enable CU Recycling to recover and recycle 20 percent of the stadium's waste.
To make sure CU Recycling is reaping the economic benefit of diverting waste from disposal,
the program carefully monitors trash disposal containers before pick-up. This enables CU Recycling
to reduce the volume and cost of its trash disposal contract. Looking to the future, the cleanup
crews and CU's Design School are working to design a collection container with separate compart-
ments for trash and recyclables that clean-up crews can carry with them.
-------
Buying Products
Encourage your planning team and
contractors to look for products that:
• Are reusable (e.g., name tags, binders,
grease boards).
• Have recycled content (especially post-
consumer) .
• Use little or no packaging or packaging
that contains recycled or reused
materials.
• Are recyclable or compostable on site
or in a community program.
Collecting Recyclables
Encourage attendees to recycle with
visible signs, written announcements, and
opening remarks. Also, inform event
contractors, exhibitors, and vendors about
recycling procedures prior to the event.
Arrange with your recycling contractor for
an appropriate number of containers to
be strategically placed throughout the site.
Promoting Your Event's Environmental
Features
Make sure that event attendees are
aware of its environmental features. Take
the opportunity to exhibit your leadership
and share your environmental commit-
ment with others.
Monitoring and evaluating
results enable you to:
• Document and track problems, success,
and failures of event initiatives.
• Quantify results and measure the
effectiveness of initiatives.
• Promote the environmental achievements
of the event.
Step 4: Evaluate the
Event and Celebrate
Its Success
Measuring Recycling Collection and
Waste Generation
As collected recyclables are removed,
look for food waste mistakenly discarded
in recycling bins or recyclables placed in
the wrong bins. Try to determine the
cause of any contamination such as inade-
quate signage or poorly placed containers.
Request that the recycling vendor and
trash hauler report on exact quantities of
materials and trash removed from the
meeting site.
Surveying the Participants
Some meeting planners have done exit
polls asking respondents to comment on
the environmental aspects of the event.
Also, seek suggestions to improve the
environmental quality of your next event.
Promoting Environmental Achievements
Inform management, shareholders,
sponsors, contractors, and the public about
your success using your internal newsletter,
bulletin board system, or annual report.
Prepare press releases highlighting the
environmental results of your event.
-------
Planning Checklist:
Setting Environmental Priorities
Consider the following as you select your environmental priorities:
Preventing and Reducing Waste
_l Use double-sided printing for promotional materials and handouts.
I—I Avoid mass distribution of handouts and allow attendees to order copies.
_l Provide reusable name badges.
I—I
Recycling and Managing Waste
_l Collect paper and recyclable beverage containers in meeting areas.
I—I Collect cardboard and paper in exhibit areas.
_l Collect cardboard, beverage containers, steel cans, and plastics in
food vending areas.
I—I If reusables are not used, encourage use of recyclable beverage containers.
_l Other actions:
Conserving Energy and Reducing Traffic
_l Seek naturally lighted meeting and exhibit spaces.
I—I Publicize mass transportation options.
_l Provide shuttle service from mass transit stops or hotels to the event site.
I—I
-------
Contracting Food Service and Lodging
I—I Plan food service needs carefully to avoid unnecessary waste.
_l Consider use of durable food service items.
I—I Donate excess food to charitable organizations.
_l Work with hotel on non-replacement of linens, soaps, etc.
_l Other actions:
Buying Environmentaiiy Aware Products
I—I Use recycled paper and vegetable- and soy-based inks for promo-
tional materials and handouts.
I—I Consider selling or providing refillable containers for beverages.
_l Provide reusable containers for handouts or samples (pocket or file
folders, cloth bags).
I—I Where reusable items are not feasible, select products that are made from
recovered materials and that also can be recycled.
I—I
Educating Participants and Exhibitors
_l Request the use of recycled and recyclable handouts or giveaways.
I—I Request that unused items be collected for use at another event.
_l Encourage participants to recycle materials at the event.
I—I Reward participation by communicating environmental savings
achieved.
_l Other actions:
Other Environmentai Priorities
a
-------
Resources
Block, Valerie. "Trend Is Toward Environmental Correctness." The Business Journal
(April 19, 1993): 28.
Boston, Edison. "Energy Conservation is Good for Business at the Saunders Hotels."
OnLine Newsletter (Summer 1994): 1-2.
Chicago Clean Streak, "Guide to Recycling at Chicago Summer Festivals."
Chicago, IL, 1993.
Farrell, Molly. "Special Diversion Methods for Special Events." BioCvcle
(September 1995): 38-40.
Halbrooks, John R. "Do Your Meetings Threaten the Environment?"
Corporate Meetings and Incentives (March 1993): 26-31.
"Have Fun, Recycle 90 Percent." BioCvcle (January 1996): 57.
Lewis, Elenor J. and Eric Weltman. Forty Ways to Make Government Purchasing Green.
Washington, DC: Center for Study of Responsive Law, 1993.
New York City Department of Sanitation. A Guide to Mandatory Recycling at NY City
Street Fairs. New York, NY, 1994.
"Planning Green Meetings." Meeting News (October 1992).
"Recycling Coalition Stages Green Meeting." Meeting News vol. 4 (March 1992).
Reider, Martin. "Essex Conference Center: Retreat to Cape Ann." 128 News
(December 1992): 41.
Science Applications International Corporation. "Summary Report of the Super Bowl
Recycling Program." (March 24, 1994). Prepared for NFL Properties.
"The Super Bowl of Recycling." BioCvcle (January 1996): 54.
U.S. Environmental Protection Agency. 1996 Buy Recycled Series. "Transportation Products"
(EPA530-F-96-001), April 1996; "Park and Recreation Products" (EPA530-F-96-012),
April 1996; "Non-Paper Office Products" (EPA-530-F-96-013), April 1996; "Paper
Products RMAN" (EPA530-F-96-014), June 1996; "Vehicular Products" (EPA530-F-96-
019), June 1996; "Construction Products" (EPA530-F-96-020), June 1996.
U.S. Environmental Protection Agency. Environmentally Preferable Products; Proposed
Guidance. (EPA744-F-94-002) September 1995.
U.S. Environmental Protection Agency. 1996 Atlanta Summer Olympic Games. Waste
Prevention. Recycling, and Composting Opportunities. Washington. DC, 1995.
U.S. Environmental Protection Agency. Green Meetings Fact Sheet.
Washington, DC, 1994.
U.S. Environmental Protection Agency. Running a Conference as a Clean Product.
Washington, DC, 1991.
William McDonnough Architects. The Hannover Principles: Designs for Sustainability.
New York, NY, 1992.
-------
------- |