MPI has had green efforts under way for some time, but this year’s World Education Congress à la Montréal was the first real opportunity to showcase our corporate social responsibility (CSR) initiatives and how we’re working to make real, substantive changes. Now, as we’re finalizing details for the Professional Education Conference-North America (PEC-NA) in Houston, we’re excited to showcase what planners can do at their own meetings and events.
This CSR road is a process with no final destination. So as you think of your own meetings or venues, any step forward is a step in the right direction.
Let’s look at an average conference: the Montréal trade show, for example, with 600 booths of pipe and drape, freight, giveaways, collateral, paper, carpet and signage, all set up in two days, enjoyed for two days and tossed in one day. That’s a lot of waste, and that’s just one trade show.
But we did do a few things right:
- By using reusable water bottles (a sponsor bought and placed their logo on sport water bottles and paid for onsite water coolers), we stopped 3,500 people from using 28,000 individual disposable water bottles.
- We dramatically limited the number of promotional inserts in our conference bags, which typically get tossed anyway, and focused promotional messages with just six items.
- All meals at the Palais des congres de Montréal were composted, and for lunches on the exhibit floor, we had designated people explaining the “why” of composting. So when attendees dumped their food leftovers, they were there to explain and educate.
- Instead of individually packaged milk, creamer and sugar, we had these items served in bulk and in porcelain containers.
- We used digital signage in front of the education sessions. This was a little win, as we still used electricity but saved days of disposable meter board signs.
- With print kiosks, we eliminated unnecessary handouts. Attendees only printed what absolutely needed. This particular example shows how quickly and easily change can come about. We first used print kiosks in New Orleans but received complaints from attendees who didn’t understand what they were supposed to do. We did a much better job of explaining this to Montréal attendees and saw great success.
The destination is also key to how your conference can be responsible. We were fortunate to start our CSR initiatives with cities ahead of the green curve such as Montréal and New Orleans.
Make CSR-related questions part of your site visit—what are they doing and what will they commit to in the contract. Include the action and accountability. For example, you will withhold 5 percent from the final hotel payment if certain goals are not met. If you think the hotels or centers will balk, you can relax your list and just make sure the venue staff is willing to do something, and make sure you have ground to stand on if they don’t.
Most importantly, tell the story. Everyone is learning right now. Put your story on the Web, in the conference guide and in your e-communications. And be sure the venues are measuring green benefits for you so you can share the results of your story.
Remember, our buying power can create change. We formerly chose hotels for the in-room coffee makers and ironing boards. More recently, it’s the dreamy beds and plasma TVs. But now, if planners make venue decisions based on how responsible and green that venue is, you can bet suppliers will start advancing their programs to a higher level as well. Don’t believe me? Recall, if you will, the energy surcharge a few years ago hotels tried to pass along.
Ideally for MPI, what you experience at the 2008 PEC-NA will be many more green steps forward, so stay tuned and I’ll see you in Houston!
BRIDGET SYPOLT is MPI’s director of events. She can be reached at bsypolt@mpiweb.org.
