Green Conferences - making your events more sustainable

The following guidelines are used to assist the conference organisation process.

A. Conference Organisation and Planning

1. Participants and presenters are advised in advance that the meeting will be green and educated about what this means. The registration materials ask that participants respect and assist this process as appropriate.
2. For all goods procured for the meeting, preference is given to the most environmentally appropriate alternatives that are available at a reasonable price and are locally produced. There is a willingness to pay more for environmental responsibility.
3. Participants can register electronically.
4. Steps are taken to minimize environmental impact of transportation to the conference and during it. This could include choosing a locale accessible by public transportation.
5. Sponsors and donors are actively sought who reflect positive environmental values and practices.
6. Contributions from corporations that are known for environmentally destructive practices are rejected.

B. Registration

8. Measures are taken to reduce paper waste at check-in (e.g., short registration forms, computerised systems).
9. The registration package is provided in a reusable or reused holder.
10. Reusable name tags are used.
11. Placards and banners are reusable or made from recycled materials.

C. Program

12. Educational efforts are undertaken as part of the program to make participants aware of their environmental impacts during the conference and by the conference.
13. Attendees are reminded of waste reduction and other environmental opportunities during the conference.
14. The program includes education about the local ecology and environmental issues as a part of the program.
15. The program includes on-line information opportunities for people who can not come to the conference.
16. The conference evaluation form has a place for participants to comment on the environmentally-friendly practices of the conference and provide suggestions for improvement.

D. Conference Site Systems

17. Recycling system is in place with convenient and well-marked receptacles.
18. Reusable dry markers, erasable boards or blackboards,  computer projectors and slides are used instead of paper flip charts. (If paper flip charts must be provided, they should be made of recyclable newsprint, with recycled content.)
19. Distribution of brochures, handouts and session notes is limited to those with a genuine need or interest.
20. Lights and equipment are turned off when not in use.

E. Office Systems for Conference and Social Economy Centre Office

21. Paper use is minimized through the use of e-mail and voice mail instead of paper memos.
22. Paper documents are produced only when necessary, and are as short as possible. Editing is done on-screen, rather than printing unnecessary drafts.
23. All photocopying is double-sided.
24. Paper that has been used on one side only is collected and reused for fax cover sheets and note paper. Draft print-outs and photocopies for internal use are made on the back of used paper.
25. Documents are circulated and memos posted rather than individual copies being distributed.
26. Paper products have certified recycled content, with a high proportion of post-consumer content. Chlorine-bleached paper is avoided.
27. Paper products used, photocopier and laser printer toner cartridges, and printer ribbons, are recycled.
28. File folders and envelopes are reused (e.g., by placing a label over the old address).
29. Mailing and circulation lists are regularly checked and updated to avoid unnecessary mailings.
30. Environmentally Friendly Capital Purchasing is used: Preference is given to equipment capable of using unbleached and recycled paper.  Preference is given to photocopiers with stand-by or sleep features and computers equipped with energy-saving features.

F. Food Systems

31. Explicit effort is made to utilise food that is locally grown, low in processing, and purchased in bulk.
32. Food is used as a teaching moment with appropriate labelling.
33. Food provides meal choices for vegetarian and vegan participants.
34. Leftovers are used and or given away.
35. No single portion package items (coffee, cream, sugar etc.) and no single-serve containers are used. No Styrofoam or throw away plates, utensils, etc.
36. Disposable dishes, cutlery, straws, stir-sticks, napkins, etc. are not used for coffee breaks or meals. Durable coffee mugs are used. Coffee filters are reusable cloth or steel, or unbleached recycled paper.

G. Service Contractors

37. Preference is given to contractors who adhere to the above criteria as routine practice.
38. Contractors are made aware of the green criteria and expected to adhere to them. If they do not utilise some of these criteria as routine practice, they are challenged to make these a practice for this conference. If they refuse in major ways, attempts are made to find alternative contractors.
40. The contractor's practices respect all local and national environmental legislation.
41. The contractor makes all reasonable efforts to reduce paper use.
42. Any hazardous materials used are properly handled, stored and disposed of.

Adapted from The Canadian Network for Environmental Education and Communication Steering Committee Green Conference Guide