July/August 2007

Producing green shows

Tips on what you and your suppliers can do to make your show more environmentally friendly

By Linda C. Chandler

What you can do
Some simple fixes to jump-start your green initiatives:
• Reuse badges and lanyards.
• Use recycled paper and environmentally friendly inks (soy, vegetable-based), and print on both sides of paper.
• Reduce marketing on paper by opting for more electronic communication.
• Reduce handouts or go paperless for educational sessions. Offer handouts on site available at printer stations or on the Web after the show.
• Collect paper waste, such as programs, in clearly marked bins the last day of the event.
• Instead of printing bags, notebooks or other materials with a date or event-specific logo, print them with the organization’s logo so extras can be reused at the next event.
• Save and reuse signage and packing boxes.
• Design the floor plan to include multiple convenient spaces for separate bins for recyclables and trash. Clearly label all bins.
• Choose convention centers with hotels within walking distance or with good mass transit options. Provide local maps and transit passes.
• Ask hotels about their environmental policies, such as towel re-use and water conservation efforts. Make your attendees and exhibitors aware of these policies.
• When bidding out supplier services, compare vendors’ green procedures and initiatives.
• Incorporate greener priorities in all supplier contracts to whatever extent feasible.

Working with convention centers
During site selection, look for convention centers that have these programs already in place, or are willing to implement them to help your show become more green:
• Established proactive recycling programs that contract for recycling of show waste rather than dumping into landfills.
• Policies to replace old lighting fixtures and bulbs with
energy-efficient alternatives, such as lower-wattage, longer lasting bulbs, motion-sensor lighting, etc.
• Use of natural lighting in new construction or remodeling/
expansion projects.
• Policies to phase in heating and air-conditioning systems that save energy and water. Better yet, buildings that have already implemented new, eco-friendly systems.

Working with contractors
Ask your contractor to help by doing the following:
• Publicize recycling programs to exhibitors and have a
system for collecting recyclable materials during installation and dismantling.
• Reuse/recycle carpet, table covers, signage, and booth framing.
• Educate you and your staff about the benefits of making particular choices. (For instance, aluminum framing without powder-coating color is more expensive and less recyclable than plain; storing and reusing certain materials is less expensive than reproducing them.)
• Investigate use of alternative fuels for trucks, forklifts,
motorized carts, etc.
• Offer exhibitor instruction information on the Web instead of printed packets.

Working with food service
• Ask to serve everything from condiments to water in bulk to avoid plastic bottles and excessive packaging that creates trash.
• Use washable dishes and utensils rather than plastic serving pieces.
• Establish a plan to donate unserved food to local charities.

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Getting started
• Get buy-in from executive management to make green a priority.
• Examine what you may already be doing that you can build on. Research what others are doing that may be possible for your show.
• Determine a base line for measuring goals by getting facts and figures at your next event. For example, find out how much paper was used for printed matter. How many plastic badges were used and not returned? How many pounds or containers of trash resulted?
• Set goals for future implementation of greener measures. Don’t attempt to be 100 percent green on your first try. Set increments, such as 30 percent better than last year, and raise goals at each show.
• Communicate greener goals and initiatives to attendees, exhibitors and all suppliers. Don’t forget to communicate the success toward goals after the event.

Tips on working with exhibitors
Get exhibitors involved by asking them to:
• Bring fewer materials for distribution. Instead, e-mail information to attendees after the show.
• Take back or give extra amenities or promotional products to local charities rather than tossing them in the trash.
• Work with decorators to select more environmentally friendly displays, incorporating reusable signage, etc.
• Use minimal packaging and take advantage of convention center recycling options for packaging.
• Recognize especially environmentally conscious exhibitors for their efforts publicly at your event. Doing so not only reinforces your efforts to create a green marketplace, but the positive press is a carrot to encourage other exhibitors to follow suit.

Helpful resources
• www.conventionindustry.org
• www.greenmeetings.info
• www.greendesignexpo.com

Find a link to this related archived EXPO article:
• Prepared to go green, October 2006