Oregon DEQ: Land Quality - Solid Waste - Commercial Waste Reduction Clearinghouse - Waste Reduction Strategies

Green Conference or Event

(These tips are written with indoor and outdoor events in mind.)

Choose an event site that has a recycling program and/or is willing to coordinate with you to meet your waste reduction goals. Visit the EPA's web site "Green Conference Initiative" and "Planning Environmentally Aware Events" for assistance with environmentally friendly practices, event planning, accommodations, food service, and event space.
Avoid direct mail campaigns for marketing your event.
- Consider telemarketing, placing an ad in a newspaper, trade publications, organizational newsletters and the radio.
- Put up posters in locations your audience will likely frequent.
- Submit news releases to the chambers of commerce and other professional organizations who may be interested.

Ask for condiments and beverages to be provided in non-disposable containers or packages.
Coordinate with a local food bank to donate unserved meal portions.
Request that meals are prepared with local, organic produce if possible.
Find a vendor that will use reusable (durable) plates and silverware.
Plan snacks that are not individually packaged and ask for items that can be purchased in bulk such as fruit, cheese, crackers, muffins, etc.

Select a site that is convenient for guests staying in a hotel to commute by bus or foot.
Choose lodging that has a recycling program for guests and/or practices waste reduction techniques (e.g. optional towel reuse, bulk dispensers for soaps and shampoo, newspapers on request, etc.).

Print conference material on double-sided paper that is recyclable.
Offer telephone registration instead of a mail-back form.
Ask speakers to use an overhead or slide projector to present material instead of using a flip-chart or hand-outs. Remind speakers when they are booked that most handouts end up in the waste stream.
Make promotional banners and wall posters that are non-dated, so they can be reused in the future.

Give yourself some "PR". Announce your efforts to plan a green event and ask for cooperation from exhibitors to follow your lead.
Ask exhibitors to minimize promotional gifts or handouts that are likely to end up in the garbage.
Remind people to take only what they need and to utilize the recycling receptacles.
Give participants a name badge encased in a reusable plastic holder. Remind people during registration to return these at the end of the conference. Designate a place for return collection and reuse the badge at future conferences.
Have attendees request specific transcripts of which they would like a copy. Send it on disk or by e-mail.

(Some tips are from the Green Conference Planning Guide by the Greater Vancouver, BC Regional District.)

Determine the variety of recyclables that will be produced.
Determine what types of materials can be recycled in order to plan what type of food service you want. For example, if you can have glass and/or aluminum pick-up, ask that all beverages be offered this way when bulk forms are not available (such as pitchers of orange juice or iced tea, etc.).
Decide if an additional hauler needs to be contacted to recycle any materials the facility does not. If so, contact local haulers to determine who will best fit your needs for recycling and composting and the allowable levels of contamination for both.
Ensure recycling bins will be well-marked and visible.
Recycling bins should be placed in well traveled areas such as a stage, restrooms, food stalls, entrances, exits and near refuse bins.
Advertise the availability of recycling facilities at the event. An announcement could be made at a break in the event or advertised at the entrance.
Once you have a plan for recycling, make appropriate signs with instructions for proper sorting, or ask if the hotel or conference hall has signs available.
Recruit volunteers to educate persons at the recycling depots and other related activities (e.g. distribute information at the entrance, obtain sponsors, transfer recyclables from bins to collection points).

Make sure vendors have recycling guidelines with up-to-date procedures.
Select vendors that will serve items in recyclable containers and that use durable dishware and silverware, if possible.

Ask exhibitors to provide their hand-out information on recycled and recyclable paper.
Ask speakers to limit their use of handouts. (For example, ask that Power Point print-outs be printed with multiple "slides" on each page rather than just one, and suggest double-sided printing).
Ask speakers and participants to avoid printing on "neon" or "astrobright" paper because it is not usually accepted by paper recycling programs.
Since the majority of waste is paper, place recycling bins in all the meeting rooms, and make sure the bins are clearly marked.

Consider requiring food vendors to use compostable silverware and food containers if you cannot use durable dishware.
Locate a facility that can compost organic material and paper contaminated with food residue. Find out what level of contamination will be acceptable.

For more information visit these web sites: