Sustainable meeting arrangements

Your organization

• Check:
  • Whether an environmental strategy is available on the website.
  • Whether your organization has an environmental label, eco-certification, etc., with details available on the website.
  • Whether staff are trained and committed to the topic.
• Remember:
  • To consider sustainability when making decisions.
  • To provide accurate participant and dining numbers to service providers to minimize food waste.
  • If food waste is expected, find a suitable charity for surplus food.

Venues, evening program locations, and hotels

• Prefer:
  • Venues located close to each other so that distances can be covered on foot.
• Check:
  • That the facilities are accessible for persons with disabilities.
  • Whether the venue is equipped for persons with disabilities and has induction loops.
  • Whether the organization providing the venue has its own sustainability program, available on the website.
  • Whether sustainable practices are communicated to exhibitors.
  • Whether the organization has eco-friendly lighting and ventilation systems (e.g., daylight lighting for meeting rooms, LED lights).
  • Whether water usage is minimized.
  • Whether the venue uses electricity produced from renewable energy sources.
  • Whether room temperature settings are monitored.
  • Whether energy-saving technology is used in displays.
  • What kind of recycling systems the organization has (e.g., recycling bins available for guests).
  • Whether environmentally friendly cleaning products are used.
  • Whether interior materials are recyclable and environmentally friendly, avoiding disposable materials.

Dining at conference venues, evening program locations, and hotels

• Use:
  • Local catering services to avoid long transport distances.
• Prefer:
  • Vegetarian and vegan meal options.
  • Organic products.
  • Local products.
  • Fair trade products (coffee, tea).
  • Fresh, seasonal ingredients.
  • Sustainably caught local fish.
  • Tap water.
• Read more: 
  WWF's guidelines on reducing the environmental and climate impact of diets.
• Ensure:
  • The minimization and recycling of food waste.
  • The traceability of food.
  • The ecological and transparent production chain of food.
  • The consideration of animal welfare and antibiotic-free meat.
  • Clear communication of food ingredients, e.g., in buffet service, or making them easily accessible.
  • The labeling of organic and local products, e.g., on menu cards.
  • The printing of menu cards on recycled material.
• Avoid:
  • Individually packaged items.
  • Plastic packaging or dishes, and plastic straws.
  • Disposable dishes.
  • Plastic water bottles.
  • Paper napkins.
  • Disposable tablecloths.
  • Aluminum and plastic wraps.

Raising awareness

• Inform:
  • About sustainable choices (on the website, during the meeting, in meeting materials, in apps, on social media).
  • Ensure that websites and mobile applications comply with EU accessibility directives.
  • Provide participants with the opportunity to calculate their carbon footprint during the meeting, e.g., on the website.
  • Offer the possibility to participate in the meeting remotely.
  • Organize a public lecture on the topic of the conference or congress for locals.

Transport

• Inform:
  • About ecological travel options to the conference city (boat, train).
  • Provide walking maps on the website or app, highlighting routes between venues and hotels.
  • Ensure the possibility of accessing event locations by public transport.
  • Inform about electric buses if available.
  • Inform about city bike usage.

Materials

• Organize:
  • A paperless conference/congress.
• Adopt:
  • Electronic systems: registration, abstract management, maps, and general information on the website and mobile app.
  • Use electronic signage if available at the venue.
  • Use pens and notebooks made from recycled materials (based on necessity).
  • If giving gifts, opt for intangible, local gifts, such as:
    • Admission tickets to local museums.
    • Public transport tickets for the duration of the conference.
    • Offset participants' emissions on their behalf.
  • If giving material gifts, choose:
    • Locally made products from recycled materials.
    • Edible and drinkable products (local, organic).
    • Products with a prolonged use.
    • Bags and folders made from recycled materials (based on necessity).
• Plan:
  • A recycling plan for surplus materials, lifecycle planning.
  • Can name tag holders be reused?
  • Can surplus materials be donated to a recycling organization?