Getting a jump on the newly proposed Green Meetings and Events Standards

The world is going green, or trying to at least. From solar and wind power to bicycling, recycling, and local organic farms, sustainability is no longer a fringe idea and the term green no longer needs quotation marks around it.

Sustainability is permeating the hospitality realm as well, including the trade show and special event scene. Exhibitors are using long-lasting LED lights, recycled and recyclable media for their graphics, and for giveaways they’re handing out cloth grocery bags — or nothing at all. The hospitality and trade show industries are likely to turn an even deeper shade of green thanks to a proposed set of sustainability guidelines, referred to as the “Green Meetings and Events Standards,” that were initiated by the U.S. Environmental Protection Agency (EPA) in discussions with the Green Meeting Industry Council (GMIC), the Convention Industry Council’s Accepted Practices Exchange (APEX) and ASTM. The guidelines, which at present are voluntary, cover everything from transportation to staff training and packing materials. They are currently in the works and are likely to be implemented by 2014.

But why wait until these sustainable practices become the norm? A draft list of seven guidelines, written by Stetson Convention Services and Meeting Strategies Worldwide, is already available and can serve as a good primer on how companies can get their green game going now — if they haven’t already. The proposed standards outline some best practice approaches to incorporating sustainability into the entire hospitality and trade show industry. In a nutshell, here are the seven draft standards, followed by a few examples of how my company,PosterGarden, either already employs the practice or how we will, and how you can do the same:

1. Exhibit property construction and material usage — Displays and booths should be lightweight and be designed to last and be repurposed or recycled at the end of their lifespan. In addition, materials should be recycled and/or recyclable environmentally-friendly resources.

At PosterGarden, we already offer two recycled and recyclable graphic media options and print our graphics with an earth-friendly UV printing process and water-based inks that produce fewer volatile organic compounds. More and more suppliers, including PosterGarden, also offer recycling programs for portable displays.

2. Staff training — Staff at exhibits should be well-versed in sustainability and know how to follow guidelines for recycling, saving energy, and other green practices.

This comes down to familiarizing your staff with all things sustainable in relation to your exhibit. If your display includes recyclable bamboo or your lights are low energy LEDs, make sure your staff members know so they can spread the word.

3. Packing materials — Minimize packing materials. Trends are shifting away from Styrofoam or bubble wrap for shipping. Instead, consider re-appropriated materials like newspaper or cardboard. Many of our portable displays come with their own hard- or soft-sided reusable shipping cases that can be used over and over again.

4. Transportation and logistics — Reduce environmental impact through fewer and lighter shipments, alternative fuels and other strategies.

Large custom displays can require multiple shipments and shipping containers to reach their desired destination, which not only costs more, but uses more energy. Consider switching to portable displays, such as banner stands or lightweight fabric popups. Our banner stands can even be taken on an airplane as carry-on baggage. In addition, some companies offset some of their shipping or freight costs through the use of various carbon offset firms. At PosterGarden, we have partnered with EA Logistics on some of our inbound freight.

5. Printed materials and giveaways — Limit giveaways and the amount of printed material you take to a show.

In this day and age, electronic format is becoming the norm. Still, brochures and catalogs do have their place. Try printing fewer, directing people instead to your web site. When you do print, use recycled and recyclable paper and non-toxic inks. And don’t date your materials, so you can reuse them at future shows. As for giveaways, go practical, not tchotchke. We gave away wildflower seeds at EXHIBITOR last year; others I’ve seen include free music downloads and organic, locally-made chocolate.

6. Recycling participation — Everything that can be recycled, should be. This one’s already gone pretty mainstream, but it doesn’t hurt to re-emphasize the importance of recycling. That means everything from scrap paper and cardboard to food waste that can be composted. At PosterGarden, we even recycle old graphics for customers who come back to us when it’s time to refresh.

7. Donations — Limit the amount of waste left over after a trade show or event. This one kind of recaps some of the others in an effort to avoid the excessive waste that often mars the show floor and fills convention center dumpsters after an event. It’s a reminder to go with environmentally-friendly, lightweight portable displays that don’t require lots of packing material; to not bring excessive collateral; to find ways to reuse, recycle or donate your display once you’re done with it; and to consider donating or recycling any other materials you may be looking to unload.

Again, these guidelines are so far just in draft form, and at this point they are still just proposed. But with the way the world is going — greener by the day — there’s no doubt that sustainability standards will be the norm for the hospitality and trade show industries before you know it. Get a jump on them now and you’ll not only do yourself a favor, but you’ll be doing the planet a favor too.

For the most current information about the proposed guidelines and other ways to become more sustainable, check out the Green Meeting Industry Council at www.greenmeetings.info or www.apexsolutions.org. An update will be available on August 12, 2009.

Travis Rigby is founder and president of PosterGarden, a Portland, Ore., portable display company specializing in everything from retractable banner stands and popup displays to event tents, flags, and banners and headers. The company offers many environmentally friendly products, a display recycling program, sustainable print media options, and other products and services that keep the health of the planet in mind. For more information, please visit www.postergarden.com.

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