Successful Meetings - November 2008 - (Page 30)

Planner’s Workshop > Pre-Event Including Green Standards in Your RFPs By Shannon Kilkenny When choosing a venue for your next meeting, conference, or convention, brand, price, past performance, and even location are not the only significant criteria any longer. Environmental practices are now just as important. Studies show that not only socially and environmentally responsible companies prefer green venues over traditional ones, but mainstream businesses and organizations are also turning to greener properties. Many government departments have issued green requirements for venues where their meetings and events are held and the general public is following suit. The biggest issue in the past has been the lack of choices but that is beginning to change. Hotels, resorts, and convention centers have come a long way to improve their green practices. Some are more environmentally conscious than others and even when they are somewhat green they will vary in their levels of environmental performance. This is where a detailed request for proposal (RFP) will help distinguish one green venue from another. You can then judge for yourself whether they meet your environmental criteria or not. In some cases you may be locked into a venue because of lack of choices, size of event, specific city or state, style of event, required amenities, etc. But even in those cases when the choice is out of your hands, some green practices can be implemented for the duration of your meeting. When the choices are vast, here are some requests to include in your RFP. The following requirements can be broken down to include more specific practices if desired. Request the facility has: A recycling program for glass bottles, plastic bottles, and aluminum cans with containers throughout the event space. A program in place to use environmentally friendly cleaning and other products with low toxicity. Easy access to public transportation or shuttle services. A food composting program and a food donation policy. An energy efficiency program such as sensors or timers to control lighting in intermittent-use areas. Or programmable thermostats with motion detectors used to control HVAC in guest rooms. A policy to turn off lighting and air conditioning when rooms are not in use. A water-conservation program specifying at least 1.5 gallons per minute (gpm) faucet aerators; 2.5 gpm showerheads; 1.6 gallons per flush toilets. Paperless billing and check-in and check-out for guests. A program to buy and use recycled or recyclable products and reusable versus disposable goods; buy supplies in bulk when possible; require vendors to take back pallets and crates. Partnerships built with green suppliers and vendors. Food sources from local growers or a policy to consider the growing practices of farmers who provide the food. A policy to use biobased or biodegradable products, including eatery-ware (greenware) when china and glass cannot be used. A green department or team on staff with environmental training and a training program for staff. A marketing campaign that visibly communicates to guests details of their environmental efforts. Not every facility will be able to meet all of these requests so it’s up to you to determine what works for you and your organization. The great news is that the hospitality industry is stepping up to the environmental movement in enormous strides. When a property has a good reputation for green practices, it will attract like-minded organizations, environmental groups, conservation organizations, governmental entities, and educational groups to use that venue. And as this trend gathers momentum, more and more groups will require environmental practices from their venue. successfulmeetings.com NOVEMBER 2008 SUCCESSFUL MEETINGS “It’s no use. Even the mountains remind me of the office.” 30 http://www.successfulmeetings.com

Table of Contents for the Digital Edition of Successful Meetings - November 2008

Successful Meetings - November 2008
Editor's Note
Supplier News - Wyndham Worldwide Launches Green Program and Website with a "Global Green Day"
On the Record
Calendar
Supplier News - Oregon Convention Center Earns Silver LEED�Rating
Planner Spotlight
Management Matters
Meetings Law
Mouth for Sale
Websites of the Month
Professional Development - 25 Eco-Friendly Holiday Business Gift Ideas
Pre-Event
Professional Development - The Green Meetings Glossary
Tools of the Trade
On Site
When Red and Blue Make Green
Green Your Golf
Green-Centric Events Have Spice
The Green Continent
Places & Spaces
Las Vegas
South Africa Supplement
Bermuda
Dallas Metroplex
Kansas City / St. Louis
Boston
Gurus
California: New Perspectives

Successful Meetings - November 2008