4 tips on making your conference greener

You may be planning a large event. The venue may be vast in capacity and the number of delegates you are anticipating may be significant. But with all these factors taken into consideration, how can you ensure the impact you have on the environment is not also sizeable? When it comes to conference planning, there are a number of steps that can be taken to transform your event into an environmentally friendly and ecologically aware occasion.

Many conference organisers now recognise the need to ensure that their event is a ‘green’ one, as Karen Tocher explains: “From leaflets and light bulbs, to taps and transport, in contemporary society, more than ever, we are acutely aware of the effects of the way we live on our surroundings. When planning a conference on a large scale, there are many issues that have to be considered.

“By default, a sizeable event is likely to mean a large venue, with many attending delegates, and this sets a challenge in making certain that your conference ticks the box when it comes to being environmentally friendly.”

Tocher outlines some elements that should be considered by conference planners when working towards a greener event:

1. Delegates first. Once you have established your aims in making a low-carbon or carbon-neutral conference, it is vital to inject these changes into every element of the event, including delegate invitations and calls for registration. Electronic registration is a positive way of reducing waste paper, and this can be carried into all correspondence with the delegate in advance of the event – email blasts can be an effective tool in keeping attendees up to date whilst avoiding excessive printed materials. Making delegates aware that the conference will be environmentally friendly is also an important initial task. Locating recycling bins for various materials throughout the actual conference venue is just one way to encourage delegates to think green during the event. Organisers may also consider appointing a ‘green ambassador’ to proactively reiterate the carbon-friendly undertone.
2. Venue. Before booking a venue, check its environmental policies to ensure they are in line with your requirements. Selecting one that employs energy- and water-efficient equipment and practices, and schedules heating and air conditioning resources around meeting requirements, is also crucial.
3. Green for Go. Transportation is one of the largest contributing factors to carbon emissions. Emissions can be lowered by choosing a destination with direct travel links. Consider operating a park-and-ride or shuttle bus service to transport delegates to and from the event, or ensure detailed information on public transport is provided for attendees before the event, so they can plan their journey. Should taxis be the most convenient option, employ a company that operates hybrid vehicles.
4. Break the paper chain. The requirements for literature before, during and after a conference should all be considered. Supplying information electronically in advance is preferable. However, if a delegate pack is required, ensure that it only contains the necessary information and is printed on recycled paper and in a double-sided format to reduce paper volume. During the event, handouts should only be provided if necessary or requested.

Karen Tocher is manager of the Dundee & Angus Convention Bureau. She can be contacted on +44 (0) 1382 527531 or via www.conventiondundeeandangus.co.uk.

You can download this article free by subscribing and logging in as a Full TJ member

Price: £1.00

Related News

• TJ Conference and Awards
• And the winner is ...
• Trainer's Choice

Related Discussion Topics

• Yorkshire TJ online network
• Yorkshire ukhrd meetings

Latest News

• Financial employers invited to focus groups
• e-skills UK starts re-licensing process
• More needs to be done to prepare young people for work
• NSG celebrates eleventh consecutive year as a procurement centre of excellence
• Highly skilled people are vital for innovation, says government-backed report