Guest Speaker – Jackie Law, Owner AAA Rents and Event Services

Report out on Budget and Financial B Benefits of an Environmentally

Conscious Event Marketing the Event Next Week

Upon completion of this week, the student will understand:Benefits of an environmentally conscious eventDevelop a “green” planIdentify and utilize local resources Marketing the eventInvitation and marketing materialsRegistration and ticket management

A green meeting or event incorporates environmental considerations to minimize its negative impact on the environment› Benefits of green meetings & events

Economic bottom line – Green meetings and event can save money

Environmental bottom line – Green meetings and events are good for the environment

Convention Industry Council’s Green Meeting Report, 2004

Destination Selection› Compatible with demographics of attendees

and sensitive to carbon offset Consider cities with mass transit

› CVB – find out which businesses practice green initiatives

› Contracts – use environmental preference “clause”

Accommodations Selection› Consider selecting hotels that have adopted

green hotel initiatives› Contracts – use environmental preference

“clause” Recycling Staff training (i.e. shut blinds, turn off lights, turn

down heaters/air when rooms are vacant) Guest rooms have dispenser for soaps,

shampoos etc. instead of individual disposable bottles

Linen & towel reuse practice in place

Event Venue Selection› Consider selecting venues that have adopted

green initiatives› Contracts – use environmental preference

“clause” Recycling Staff training (i.e. leftover food donated to food

bank) Walking distance/mass transit for breakout

activities or leisure time options

Transportation Selection› Inform companies of environmental strategies the

event is considering and ask about their environmental practices or options

› Contracts – use environmental preference “clause” Fuel efficient or alternative fuel vehicles Recycle used oil, batteries, antifreeze and tires Train staff on green practices, i.e. idling, air

conditioning off when no passengers› Alert attendees to environmentally preferable

transportation choices: Mass transit Car pooling Commuter trains Walking/ bicylces, etc.

Food and Beverage Selection› Inform companies of environmental strategies the

event is considering and ask about their environmental practices or options

› Contracts – use environmental preference “clause” Reusable cutlery, dishware, linens and decorations If disposables are required – compostable or

biodegradable Condiments, beverages and other items provided in

bulk vs. individual packages Packaging is recyclable and recycled Locally produced, seasonal and/or organic food and

beverages when possible (including fair trade practices)

Serves only environmentally friendly seafood Donates leftovers to local food bank or soup kitchen

and/or to local farms for composting

Food and Beverage Selection› Inform companies of environmental strategies the

event is considering and ask about their environmental practices or options

› Contracts – use environmental preference “clause” Reusable cutlery, dishware, linens and decorations If disposables are required – compostable or

biodegradable Condiments, beverages and other items provided in

bulk vs. individual packages Packaging is recyclable and recycled Locally produced, seasonal and/or organic food and

beverages when possible (including fair trade practices)

Serves only environmentally friendly seafood Donates leftovers to local food bank or soup kitchen

and/or to local farms for composting

Exhibition Production› Inform companies of environmental strategies the event is

considering and ask about their environmental practices or options

› Contracts – use environmental preference “clause” Minimizes use of collateral materials Produce necessary materials in double side fashion Use post-consumer recycled paper with vegetable based inks Minimize packaging and use recycled packaging materials

when necessary SWAG should be a reusable product Attempt to use locally grown or produced products Providing materials via PDA downloads Provide recycling for cardboard, pallets, paper, cans, plastic,

glass etc. that are generated Choose decoration materials that are rented, reused and/or

made of recycled materials

Communications and Marketing› Inform staff of environmental strategies the event is

considering and ask about their environmental practices or initiatives

› Communicate the events green initiatives to attendees, stakeholders and the media

› Reduce paper usage as much as possible by using web and email: promote the event offer electronic registration event itinerary and proceedings online including

speakers notes and handouts for materials that need to be printed use double sided

post-consumer recycled paper using vegetable inks Reuse nametags of recycled content and provide

“REUSE” collection bins

Green initiatives just discussed and the considerations to keep in mind

Megan Gilligan has provided an example of available vendors that can be utilized for invitation and marketing materials

In house experts can be utilized Online options are abundant

Brand your event› Graphic artist › Communicate the image in all aspects of

marketing the event Marketing

vs. Advertising

Signage (billboards, posters, flyers, direct mail)

Brochures, business cards, stationary Media (radio, television, internet, print

media such as magazines) Word of Mouth Networking

Critical element to success of event Accurate number of attendees is

required to have all materials, supplies and accommodations to meet the goals of the event including cost and profit

Includes much planning to assure it is easy for the invitee and provides all the information needed

Common methods› RSVP cards› Forms› Internet site- custom designed or through

a program › Reservation management programs

Historical use of data- databases Gathering the correct information

› Confidentiality of information› Access & Attendance› Name, address, contact, sizes, dietary

restrictions, payment, number of reservations, etc.

› Credentialing First Impression

› Welcoming› Organized

First Impression (continued)› Distribution of event materials

Name badges Tickets Access cards Gifts – SWAG Agendas, layouts, speaker notes, etc. Other activities

Event communication center› Lost and found› Concierge services› Attendee aid › Information

Invitation and/or Marketing Materials› Design an invitation and/or marketing

materials for the event› Develop registration or reservation

management materials and process

› Lab – Meet in ICA adjunct space Invitational team assignments

› Lunch on own › Class –

Report out on event projectDetermining Food and Beverage Selections

Homework