- Collecting name badge holders for reuse at an event of 1000 attendees can save approximately €925 for the event organizer.(Convention Industry Council, 2004)
- Research has shown that, during a typical five-day conference, 2,500 attendees may use 62,500 plates, 87,500 napkins, 75,000 glasses or cups and 90,000 bottles or cans. (The Meeting Professional, 2006)
- By providing water in jugs Meeting Strategies Worldwide avoided an estimated €8800 to furnish bottled water to attendees (2002).
- Serving condiments in bulk is less expensive than individual serving packages - bulk cream is up to 62% cheaper and bulk sugar is over 50% cheaper than single serving sachets (Meeting Strategies Worldwide, 2002).
At Rezidor we strive to be environmentally and socially responsible in all aspects of our operations. There are many ways you can contribute when organising an event at one of our properties. The key to planning a responsible meeting or event is to set environmental and social priorities early in event planning and incorporate them into as many facets as possible. Here are some suggestions for inspiration.
Transport
- Consider destinations compatible with the event's purpose and the demographics of the attendees. Rezidor has many hotels located at airports and in city centres served by trains and other forms of public transit.
- When choosing a destination requiring extensive attendee travel, consider carbon offsetting. You can offset the emissions associated with your travel and your stay at any Rezidor hotel through our loyalty programme, goldpoints plus.
- Educate attendees about public transportation and encourage carpooling.
- If necessary arrange a shuttle from the airport or train station to reduce the number of taxi journeys by attendees.
- Have maps of walking trails and local parks available and be ready to suggest off-site events and tours that involve event attendees in the area's natural environment with minimal impact.
Meeting Rooms
- Use an online registration system and publish the conference programme online.
- Place recycling bins in each meeting room. Ensure these are well-labeled and indicate to delegates what can be placed in each receptacle.
- Provide 'reuse' collection bins for delegate name tags. Attendees can wear their own business card in a reusable name tag holder which is collected as they leave.
- Use centrepieces which are edible/organic arrangements or made from reusable items such as silk flowers. These can be given away as table prizes.
- Close curtains and turn off lights and air conditioning off when rooms are not in use
Conference Materials
- Minimise promotional collateral and do not hand out a conference bag. If you must have a bag, make sure it is made of recycled materials or organic cotton to be reused
- Use white boards rather than flip charts. If flip charts are used, ensure high post-consumer content paper (80% min).
- Donate leftover conference supplies, such as paper, pens, etc., to a school or charity.
- Ask presenters to minimise paper hand-outs. Post speakers' notes electronically along with conference proceedings.
- For material that needs to be available in hard copy, print using both sides of the paper, using soy or vegetable-based inks and recycled, chlorine-free paper.
Exhibitors/ Suppliers
- Inform exhibitors/ suppliers of the environmental strategies the event is considering and ask about their environmental practices
- Print their collateral materials on recycled paper, double-sided using vegetable-based inks
- Ask them to bring only what they need to the event, and take away what they don't hand out
- Have their draws support the Responsible theme. Suggest they give away items that are made from recycled materials, durable, reusable, etc.
- Minimise the use of costly new packing supplies by reusing boxes and packing materials.
Food & Beverage
- Provide water in jugs or large bottled water stations instead of individual bottles.
- Give your delegates reusable coffee mugs at the start of the conference. These could be embossed with the workshop name and the sponsor's logo.
- Ask delegates to 'sign-up' for meals, by letting you know what meals they will be attending. This will reduce food waste - and your costs.
- Use reusable cutlery, dishware, linens and decorations. If disposables are unavoidable, make sure they are biodegradable or recyclable
- Arrange to have leftover unserved food donated to a local food bank or soup kitchen, or separate it for pick up by a composting operation or local farm.