Events, from small meetings to large scale conventions, consume energy, produce waste and create harmful emissions such as greenhouse gases. Organizations and companies are increasingly becoming aware of the environmental consequences their actions have and as such ‘green meetings’ are becoming more and more common.

But what is a ‘green meeting’? Simply stated, it incorporates initiatives to reduce the environmental impacts that occur as a result of the event’s planning and implementation. From energy and water consumption, travel & transportation, food & beverage, handouts, garbage and more….all these impact the environment.

In addition to the environmental benefits of green meetings, meeting planners and venues alike are also recognizing that there is the potential for enormous savings as well.

Green Meetings: Checklist for Hotel Venues

Using the Green Key Eco-Rating Program as a benchmark this checklist was designed as a tool to provide Travel, Meeting and Conference Planners with a sense of a hotel’s level of commitment to environmental issues. It should be noted that this checklist will not provide a comprehensive accounting of all the actions a hotel may actually be undertaking with respect to environmental initiatives.

Policies and Participation

• Does the hotel have a written environmental policy in place outlining their commitments and action plan? Planners and guests should ask to view a copy of the hotel’s policy.
• Does the hotel regularly sponsor, celebrate and/or participate in environmental events (Earth Day, Tree Plantings, Community Clean-Ups, etc.)
• Are items that no longer meet guest standards donated to local charities?
• Are hotel staff regularly educated on and encouraged to participate in environmental initiatives?

Conference Facilities & Supplies

• Does the hotel provide electronic signage options or re-useable signage (plastic with removable lettering) rather than paper-based to assist you in directing/informing delegates?
• Reusable whiteboards with non-toxic dry erase markers should be provided in place of paper flip charts. Computer overhead projectors and slides are another option. If paper flip charts are the only available option they should be made of recycled newsprint.
• When a meeting room is not use the hotel should have a process in place for ensuring lights and equipment are off or in power-save mode.
• Recycle bins should be well-marked, appropriately sized and conveniently located in all meeting rooms, exhibit areas, and networking areas.

Food & Beverage Service

• Ensure that only reusable dishes and drinkware, cutlery, straws, stir-sticks, napkins, etc. are used for coffee breaks or meals. Styrofoam, plastic and/or paper plates and utensils should not be used.
• Food items such as sugar, cream, butter, jam, ketchup, etc. should not be served in single-portion packets. Single serving drink boxes should also be avoided when possible.
• Inquire as to whether the hotel offers organic and/or locally grown food options.
• Are useable leftover food items donated to charity or provided to hotel staff rather than being disposed of? Are unusable leftovers composted/sent to local farms for consumption by livestock?
• Food signage (i.e. mini tent cards describing a buffet item) should be printed on a reusable surface or on recycled paper.

Guest Rooms

• Amenities should be provided in refillable dispensers rather than individually packaged.
• The option to reuse towels/sheets should be made clear to guests and followed by housekeeping.
• Visible in-room signage encouraging guests to turn off lights/electronics and turn down air/heat when leaving the room.
• In-room recycling should be available.

Other

• Is the hotel rated by the Green Key Eco-Rating Program? If yes, what is their rating? (Ratings are awarded on a scale of 1 – 5 where 5 is the highest)
• Are sustainable transportation options promoted and provided to guests before and during their visit (shuttle buses minimize individual car/taxi use, public transportation options, etc).
• Is the hotel willing to assist you in promoting your green message to conference/meeting attendees?