Green Meeting Checklist

Online Tools for Green Meetings

Top 10 Ways to Make Your Meeting Environmentally Responsible

  1. Write It Up

    Create an environmental statement or policy for the meeting as simple as, "We commit to minimize the environmental impact of our meeting by increasing the use of recycled materials wherever possible, reducing the amount of solid waste and disposing of waste responsibly." Be sure to get sign-off from hosts and suppliers.

  2. Go Paperless

    Using Web technology can cut paper use dramatically. A simple Web site for the conference can offer registration and confirmation. Email can serve advertising needs.

  3. Meet Close

    Insofar as possible, minimize the average distance that participants must travel. Choose venues close to the airport and within walking distance.

  4. Reduce, Reuse and Recycle

    Ask your hotel and meeting venue to provide visible and accessible reduction, reuse and recycling services for paper, metal, plastic and glass. A full selection of 3R products can be found here.

  5. Avoid Individual Servings

    Use bulk dispensers for sugar, salt, pepper, cream and toppings.

  6. Choose Green Hotels

    Choose a hotel that offers a linen reuse program and bulk dispensers for shampoos and soaps in guest suites. An excellent list of green hotels is available here.

  7. Eat Green

    Include vegetarian options, and use caterers willing to provide locally produced foods in season.

  8. When You Must Print…

    Print all materials on earth-friendly papers, using vegetable-based inks, and use both sides of every page if possible. An excellent source for earth-friendly printing is here, if we do say so ourselves.

  9. Lights Out

    Make sure that lights and air conditioning are turned off when rooms are not in use.

  10. Inform, Instruct, Inspire

    Tell participants and speakers about the "green" commitment of the meeting. Include verbiage on printed items and table tents.

Adapted from a list found on bluegreenmeetings.org

Download the PDF version of this checklist


Green Meeting Checklist

Reduce Waste

  • Print on both sides of all paper whenever possible for promotional materials and handouts.
  • Minimize automatic distribution of handouts – allow attendees to order copies instead.
  • Provide reusable name badges.
  • Other: ______________________________________________
    ____________________________________________________
    ____________________________________________________

Plan to Recycle

  • Provide recycling stations for paper and recyclable beverage containers in meeting areas.
  • Cardboard and paper should be collected in exhibit areas.
  • Food vending areas provide opportunities for recycling cardboard, beverage containers, steel cans and plastics.
  • If reusables are not used, encourage use of recyclable beverage containers.
  • Other: ______________________________________________
    ____________________________________________________
    ____________________________________________________

Conserve Energy, Reduce Traffic

  • Turn off all unneeded lighting. Take advantage of naturally lit meeting and exhibit spaces.
  • Encourage mass transportation options with phone numbers and Web addresses for route planning.
  • Coordinate shuttle service to take advantage of mass transit.
  • Other: ______________________________________________
    ____________________________________________________
    ____________________________________________________

Food Service and Lodging

  • Plan food service needs to avoid unnecessary waste.
  • Seek out food service vendors who buy locally and recycle.
  • Donate excess food to charitable organizations.
  • Consider use of reusable (washable) food service items.
  • Use earth-friendly plastic and paper items. Resource here.
  • Work with hotel to reuse linens, soaps, etc., over short stays.
  • Other: ______________________________________________
    ____________________________________________________
    ____________________________________________________

Buy Earth-Friendly Products

  • Use only recycled paper and vegetable- and soy-based inks. Find them here.
  • Sell or "gift" reusable containers for beverages.
  • Provide reusable pocket or file folders, cloth bags. Find them here.
  • When reusable items are not feasible, select products made from recyclable, recovered materials.
  • Other: ______________________________________________
    ____________________________________________________
    ____________________________________________________


For more information about Hosts and Planners for Green Meetings, please click here.

2009 USFI | Green Meetings