Source: Robin Roth, Senior Contracts Editor
E-Specs: June 27, 2006

Groups are gradually including more environmentally responsible practices when planning meetings. Going green can progress slowly more because of planners' lack of knowledge than lack of interest, so becoming aware of practical ways to improve the environmental friendliness of your meetings can lead to discussions with your hotel and convention center representatives about implementing your ideas. Often all it takes for the proper steps to be taken is to ask. Here are some ideas for ways to turn green:

• Increase energy efficiency in lighting, heating and cooling systems and appliances
• Decrease energy demands
• Encourage recycling programs
• Use paperless communication alternatives like the Internet and emailed invitations
• Foster water conservation
• Request re-use of towels and sheets
• Structure menus that use seasonal and vegetarian products
• If you use disposable products, make sure that they are fully compost-able
• Use bulk products rather than individual packages or bottles
• Donate leftover food 

Many of these ideas can be implemented early on at the contract stage. Amy Spatrisano, president of the Green Meetings Industry Council (www.greenmeetings.info), suggests inserting the following clause into your contracts for meetings that will be using food and beverage:

THE CATERER will implement the following procedures and practices during the conference at no additional cost to THE ORGANIZATION. 

Waste Minimization

• Providing drinking water in large containers rather than individual bottles
• Serving juice, ice tea, coffee and water in pitchers rather than individual containers
• Using china service or biodegradable disposable service ware rather than paper or plastic service ware at no additional cost to THE ORGANIZATION
• Purchasing and serving condiments in bulk
• Donating left over food to the degree possible within safety and health regulations, and the Good Samaritan laws (visit http://www.pcma.org/source/community/network/usa/how/billemerson.asp for details on food donation)
• Composting food scraps and other biodegradable waste when available 

For more information on how to hold a green meeting, see a recent article in Meeting News: http://www.mimegasite.com/mimegasite/search/article_display.jsp?JSESSIONID=
GRQnKC21rXD1Rt2L5tXtJTQn4v8dNlwTV4QSywvs5Qnk9y6CvzCg!1586952170&vnu_
content_id=1002463796&schema

(Note: This information is not intended to be "legal advice." A qualified attorney should be consulted to review all contract issues.)