Welcome to the Daily Plan-It (published quarterly) designed to inform and inspire your meetings and conferences to higher levels of success! Read on for ideas and tips to expand the strategic importance of your meetings, enhance your delegates’ satisfaction, reduce costs and help the planet. Further ideas and information can be found at www.meetingstrategiesworldwide.com. If you prefer to not receive future issues of the Daily Plan-It, please contact editor@meetingstrategiesworldwide.com.
Meeting Strategies Worldwide is pleased to announce the launch of its newly revamped website. Check out our new menus, in-depth descriptions of our many services and our expanded resource section with new articles and links at www.meetingstrategiesworldwide.com. We welcome your feedback and suggestions.
The Portland Oregon Visitors Association has just named Meeting Strategies Worldwide as the recipient of its 2006 "It's not easy being green" Award. This award acknowledges an individual or association that has fostered environmentally friendly business practices or programs that enhance Oregon's exceptional quality of life.
Check out the latest article about green meetings, "It's Not Easy Being Green" featured in the May 8, 2006 edition of MeetingNews. http://www.mimegasite.com/mimegasite/search/article_display.jsp?vnu_content_id=1002463796
Home Away From Home.
By Nancy J. Wilson, CMP
In this world where time spent away from home is so valuable, meeting attendees rate a conference or meeting not only on the content, but also their experience. The "comfort food" trend is certainly an example of this. One of the most important decisions you will make for the success of your conference or event is the meeting venue/sleeping accommodations. This is where your vision of the meeting's goals and the attendee's goals must be met.
Begin by asking yourself a series of questions:
Do you want participants to get away from distractions, learn in a relaxed setting and spend time with each other?
A remote location such as a lodge or resort away from the city may be perfect.
Do you want participants to have minimum travel for a meeting, present information and return home quickly?
An airport property is a great solution.
Is your meeting during a school break such as summer?
Choose a property with activities for families.
Is the meeting too large for a hotel property?
Look for a meeting venue within walking distance to a selection of hotels.
These choices set the stage for the attendee experience. We believe another important choice is an environmentally responsible venue. This is an area where guests will take notice and there is potential for economic savings for meeting and hotel properties. While planners may not realize a direct savings in their budget, accommodations are the front line of the attendee experience. Attendees will measure the conference's success at green meetings by their experience at the meeting venue and hotel accommodations.
So once we have the type of property isolated and begin the request for proposal process, we ask the following questions
- Has the venue been certified by a third-party organization or does the venue provide an environmental management program with training for staff?
- Does the property purchase environment-friendly cleaning supplies and energy-efficient equipment?
- Is the venue within walking distance to accommodations or mass transit?
- Does the venue have a recycling program for cardboard, paper, metal, glass and plastics?
- In the case of a hotel, does it have a linen and towel reuse program?
- Are the hotel employees instructed to shut the blinds, minimize heating/air conditioning, and turn off all lights while rooms are unoccupied?
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"Oh great, more work!" you may be saying about now. But that is the beauty of green meeting practices when choosing a venue. It isn't more work! Incorporate the environmental questions into your RFP or simply attach the Green Hotel Best Practices Survey. You already have a site inspection, so while you walk through keep an eye out for environmental practices. You will also already contract with the facility, so include environmental clauses in the contract.
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Choosing an environmentally-responsible venue is one of the most important decisions you will make. Guests often cite their experience with the venue on evaluations; they consider it a reflection of the meeting planner's efforts on their behalf. Your organization benefits, you benefit and the earth benefits!
"....thank you for providing recycling and organic food items during the conference. Those are the choices I make at home."
~ Excerpt from a conference evaluation - Spring 2006
Case Study
By Amy Spatrisano, CMP
We're often asked which hotel property is the greenest. And our answer is, until the meeting industry develops a standard, the definition of a green hotel is subject to debate. However, there are some shining stars we've worked with over the past couple of years...the Doubletree Lloyd Center in Portland, OR and the Boston Hyatt in Boston, MA.
Before I continue with the attributes of these two hotels, some comments about what other hotel chains are doing. One of the hotel companies implementing green practices since the late 1980s is the award winning Saunders Hotels in Boston. In recent years, a couple of other hotel chains have also taken on green hotel practices...the Kimpton and Fairmont Hotels. Kimpton has taken a particularly aggressive approach to sustainable hotel practices over the past year or so. The Fairmont originated their greening emphasis in their Canadian properties and is in the process of incorporating them in their American counterparts.
Back to the Doubletree and Hyatt properties I mentioned. Neither brand is taking on green practices as a corporate wide policy which is why I find these two properties so unique. The reason they've excelled in implementing green practices is they have individual champions within each property spearheading them.
The Hyatt Regency Boston's general manager, David Nadelman, saw the potential for that property to benefit by the environmental practices previously established by the hotel under its predecessor ownership. David worked within the guidelines of the Hyatt brand to create one of Boston's greener hotel properties. "We believe it's important that we commit ourselves to environmentally friendly practices," said David Nadelman, General Manager. "As a leader in the community, Hyatt Regency Boston believes it is our responsibility to continually strive to improve our "green" practices. Some highlights include:
- Food composting is taking place in the hotel kitchens in an added effort to give back to the environment. The food is becoming fertilizer to grow organic foods;
- Over 95% of the hotel lights are energy efficient;
- Motion detector light switches have been installed in all hotel storage and meeting rooms;
- All guest rooms are equipped with programmable digital thermostats that are interfaced with the hotels property management system, therefore the thermostats turn on only when the room is occupied;
- Hotel information is disseminated via e-mail instead of paper distribution;
- All ice machines and kitchen refrigeration units are air cooled.
The Doubletree Lloyd Center also has a general manager, Steve Faulstick, committed to elevating their green practices. Steve's fortunate to have a director of operation, Michael Luehrs, who not only shares Steve's commitment but possesses his own level of commitment. (Michael's nickname among his colleagues is: Michael, Michael, please recycle.) Together Steve and Michael have created a refreshing and unique culture within the hotel to enroll all the staff in their commitment. Some of the elements they have implemented include:
- Portland's first hotel to implement Food composting program, resulting in monthly reduction of food waste equaling 14 tons;
- Achievement of Green Seal Certification in 2005, the first full service hotel west of the Mississippi, and Oregon's first;
- Blue Works Award received from the Portland Office of Sustainability;
- EPA Leadership Initiative Award for their efforts to provide alternative transportation to their staff;
- Development of an on-site Green Team, focusing on sustainability initiatives, goal setting, comprehensive recycling (including in-room), utility reduction, internal education and external communication;
- 65% of food purchased is produced within 300 miles of the hotel.
Hotels that embrace "green" philosophies and celebrate them create an experience that is inspiring, healthy and enjoyable for their guests. If you have any hotels you've worked with that you would like us to know about, please tell us!
Ask the Experts
In each issue, your questions will be answered by experts in the industry including responses from both planners and suppliers.
Q: What does it mean when a hotel or venue is "Green" Certified?
Mary Peters, Meeting Planner, Meeting Strategies Worldwide
A: As more and more hotels jump on the green bandwagon, it is important to know what they are doing that qualifies them as "green." For some hotels, claiming to be "green" simply means that the hotel has a towel and sheet reuse program.
Although new certifications are setting higher standards, there are many green hotel certifications with varying criteria. What is important to know is what that criterion is. This requires doing a little research. You can check the venue's website, or go directly to the certifying organization. Not all organizations are "transparent" about their practices, so sometimes you have to do a little digging. An easy way to get this information is to include a "Best Practices Survey" with your RFP that asks the venue to rate themselves on their greening practices in the areas of Energy Efficiency, Solid Waste Management, Air and Water Quality, Water Conservation, Environmental Purchasing, and overall commitment.
Melinda Hinkley, Senior Catering Manager, Hilton Vancouver Washington*
A: LEED Certification - Leader in Energy and Environmental Design, applies to the Design and Construction of the building only. In this process, the design and construction practices significantly reduce or eliminate the negative impact of buildings on the environment and occupants. Areas of focus include sustainable site planning, safeguarding water and water efficiency, energy efficiency and renewable energy, conservation of materials and resources and indoor environmental quality.
It's not enough to be built green, we need to operate that way as well. The Green Seal is awarded to properties that can demonstrate that their operation is efficient, positive for the environment and addresses all of the Environmental challenges that our local and global communities face. Simply put, a green hotel pays attention to what goes into their waste stream and makes an effort to recycle, reduce and reuse, both in the guest rooms, public spaces and back of the house. Purchasing practices are another area where changes can be implemented. The key is knowing where efficiencies can be practically implemented as time and finances allow.
The bottom line benefits: You can reduce the impacts of natural resource consumption, enhance occupant comfort and health, minimize strain on local infrastructure and improve the bottom line.
*The Vancouver Hilton is expected to receive their LEED Certification later this year, and is in the process of applying for Green Seal Certification.
Have a question for the experts? Send your questions to experts@meetingstrategiesworldwide.com.
Upcoming Events!
Meeting Strategies Worldwide is keeping busy this spring & summer - check out these events!
Local/Community Events:
POVA's 27th Annual Tourism & Hospitality Industry Awards - June 29, 2006
The Portland Oregon Visitors Association presents its visitor industry awards at this highly attended citywide breakfast program and Meeting Strategies Worldwide has been awarded POVA's 2006 "It's Not Easy Being Green" award! This annual award is presented in appreciation to those local organizations or businesses that exemplify environmental stewardship.Oregon Food Bank , July 14, 2006
Dishing it out...again. Those of you in Portland are invited to join us again (and bring a friend) on Friday, July 14, from 1-4pm for our quarterly volunteer time at the Oregon Food Bank. You'll have another chance to see the entire Meeting Strategies Worldwide team in hairnets, gloves and plastic aprons (check out the pix from our last outing!) and hard at work. All you have to do is RSVP to nancy@meetingstrategiesworldwide.com and show up. Nothing else is required! We hope you can join us and spend a few hours with other folks in our industry volunteering for this very worthy cause.
Our last outing to the Oregon Food Bank was a great success. In three hours we repackaged 3462 pounds of food and produced 2663 meals. And we only had 12 people. Let's make our next trip even bigger and better!
Conferences/Events:
IMEX — May 30-June 1, 2006, Frankfurt, Germany
IMEX is the essential worldwide exhibition for meetings and incentive travel. In 2006, the Green Meeting Industry Council and IMEX have partnered to create The IMEX Green Awards, which have been developed to ensure that organizations within the meetings industry who are making an effort to minimize their environmental and social impact are given recognition within the industry. Read more about the IMEX Green Awards.World Urban Forum — June 19-23, 2006, Vancouver, BC, Canada
The third session of the World Urban Forum (WUFIII) will be hosted by the Government of Canada. The World Urban Forum is a biennial gathering established by the United Nations to examine one of the most pressing issues facing the world today: rapid urbanization and its impact on communities, cities, economies and policies. The main theme for WUF III is 'Our Future: Sustainable Cities — Turning Ideas into Action'.UUA — June 21-25, 2006, St. Louis, Missouri
The 5-day General Assembly will take place in the America's Center convention complex and Unitarian Universalists will have the opportunity to attend hundreds of valuable programs and workshops, congregate and meet other Universalists from across the United States. Because UUA embraces social and environmental responsibility, they have worked to determine goals, objectives, and achievable environmental practices, and to monitor the implementation of those practices for their General Assembly.
Meeting Strategies Worldwide team showing off their "blue shirts" at EclipseCon 2006!
Food for Thought
Water Savings Calculation for Sample Hotel with 296 Rooms
Assuming 3.5 gallons per flush (gpf) toilets and an average annual occupancy of 75 percent and two flushes per day per occupied room = 567,210 gallons per year.
Replacing 3.5 gpf toilets with 1.6 gpf toilets would save 307,914 gallons of water per year and approximately $1,163.
Energy Savings Calculation for Sample Hotel with 296 rooms
Replacing incandescent bulbs with 20 watt compact fluorescent floodlights would yield a savings of at least $711 annually and would save 394 kWh, nearly enough to run a home refrigerator/freezer for one year.
Changing over to compact fluorescent fixtures would also yield savings from:
- maintenance staff not changing 315 light bulbs
- less heat generated into the lobby area and less cooling required in the warm months
- reduced storage and disposal of 315 light bulbs
~ excerpt from Green Seal study for Virginia Department of Environmental Quality
CERES Green Hotel Initiative
Tools to assist planners in selecting a green hotel. Includes Best Practices Survey and Guest Request Card.
http://www.ceres.org/industryprograms/ghi.php
EcoLogical Solutions
Assists hotels with economic and environmental savings.
http://www.ecological-solutions.net
Green Globe 21
A worldwide benchmarking and certification program which facilitates sustainable travel and tourism for consumers, companies and communities.
http://www.greenglobe21.com/
Green Seal Certification Program
Hotel operations certification program.
http://www.greenseal.org/programs/lodging.cfm
Best Green Hotels
Listing of green hotels and articles on green lodging.
http://www.bestgreenhotels.com/
Audobon Green Leaf™ Eco Rating Program for Hotels
http://www.terrachoice.ca/hotelwebsite/indexcanada.htm
Energy Star for Hospitality
Branch of the EPA's EnergyStar program for hotels.
http://www.energystar.gov/index.cfm?c=hospitality.bus_hospitality
International Tourism Partnership
Extensive site designed for hotels and ecotourism. Publishers of the GreenHotelier magazine.
http://www.tourismpartnership.org/
Eco Purchasing Guide for Hotels and Motels
http://www.p2pays.org/ref/02/01784.pdf
All Stays - Green Hotels & Resorts
List of green hotels, sorted by world region and state.
http://www.allstays.com/green-hotels/green-hotels.htm
Meetings.org
Several articles and checklist for choosing a venue.
http://www.meetings.org/venue1.htm
mpoint by OnVantage
Website has destination and meeting venue search engines as well as several articles and checklists on meeting space and site selection.
http://www.mpoint.com/search_section/search_intro.asp
ESRC Society
Basic checklist for choosing a venue.
http://www.esrc.ac.uk/ESRCInfoCentre/Support/Communications_Toolkit/events/choosing_a_venue/
MeetingsNet
Hotel Safety Checklist
http://meetingsnet.com/checklistshowto/checklist/meetings_hotel_safety_checklist/
Marriott
Site Inspection Checklist
http://marriott.com/Multimedia/PDF/check_Site_Inspection.pdf
Meetings & Conventions Magazine
Article on evaluating convention centers.
http://www.mcmag.com/plannersportfolio.aspx?articleid=50326
BlueGreen Meetings
Guide to environmentally responsible accommodation and site selection. http://www.bluegreenmeetings.org/HostsAndPlanners/MeetingVenues.htm
Contact Us
Meeting Strategies Worldwide
6220 NE Glisan
Portland, Oregon 97213
U.S.A.
Phone: (503) 252-5458
FAX: (503) 261-0964
operations@meetingstrategiesworldwide.com
www.meetingstrategiesworldwide.com
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