e-Communiqué

August/September 2006

Published exclusively for members of ACCED-I

As event and conference professionals, we have a lot in common. We want to create events that are absolutely gorgeous. We want to have fun. And at the end of the day, we want to “be good.” Why not go for broke and have it all?

Because colleges and universities may wish to model “Green” behavior for others…let’s start with environmental issues.

Now you’re probably thinking “Oh great, here comes a guilt trip” or, “ohmigodtheplanetisabouttofryIshouldbuyaPrius!” But wait. Before you decide, have a read. You might actually think, “That sounds cool, bring it on!”

The members of your association put on over 130,000 events and conferences annually. Each one has impact — from the gratifying smiles of clients and guests, to the not-so-gratifying blisters on your feet the next day. You know how much energy, stuff, time, manpower and more stuff goes into executing and planning an event.

In the planning process, each of our decisions and actions represent a range of possible impacts, and as event professionals, we are well-positioned to affect positive outcomes. Designing a more sustainable event is about asking questions, gathering information, asking more questions, weighing options and making informed decisions — all of which we are already experts in. Yes, this can be quite a bit to juggle, but juggling is fun when you feel deeply rewarded and satisfied with the results.

Here are just a few ideas to consider. Don't go crazy and try them all at once (you know who you are, overachiever!). Start with one that is easy for you. Once that becomes a natural part of your process, challenge yourself to another. Celebrate the difference you are making, and be sure to brag about it — that helps to spread change even further!

Localize It

As a good guiding principle for planning a more sustainable event, pretend your event is on an island (yes, you can choose Bora Bora), and imagine that in order to meet your budget and client's requirements, all of your labor and materials must be sourced locally. It's easy to see the resource (and monetary) savings from sourcing food and décor materials locally rather than shipping them 5,000 miles using non-sustainable fossil fuels and excess packaging that ends up in a landfill.

Additionally, sourcing food and flowers locally goes hand-in-hand with utilizing what's in season, which requires less toxic pesticides, is healthier for your guests and the planet, and oftentimes gives you a much higher-quality product. Financially, this pays off too. For example, a local grower will sell you a bunch of tulips for as little as $3.50 when they're in season, versus $12 per bunch when they must be imported.

There's a deeper sense of rightness for your guests and for the community surrounding the event, as well. If your guests are traveling to Arizona, wouldn't they be more enriched sampling a delightfully fresh and unique cactus salad, rather than a previously-frozen jumbo shrimp cocktail? And imagine how much fun your designer could have coming up with a concept that fits with the desert style, perhaps commissioning a local Native American artisan to craft custom props, rather than importing thousands of orchids from South America. Guests typically want to experience their surroundings in these ways — adding to the overall success of the event!

The benefit of choosing local resources obviously extends to the community as well. Instead of importing mass-produced materials made in factories where workers may not even receive a fair wage, local artisans and growers are supported financially. They will gain a warmer feeling towards your college thanks to the business you’ve shared. See? You've already helped reconnect your institution to the local sources from which we are so easily isolated!

Rent Away!

Renting is a super sustainable activity, so if you're already doing a lot of that, keep it up! To reduce shipping impacts, try to utilize local companies whenever possible. Ask yourself: What items might other departments on campus already have in storage, such as the drama department or the student union?

Remember that on average a product generates 70 times its weight in waste during the manufacturing process! Renting props and innovative re-use of existing inventory cuts down hugely on resource use and on many of the toxic chemicals involved in manufacturing. It's also healthy for your budget!

Choosing a Designer

The designer of your events and conferences, whether on staff or hired, will play a key role. Clever, sustainability-savvy designers will ask the right questions about where and how materials are made and whether anything toxic is involved in the product or its manufacturing process. They will generally shop locally for fresh products.

No doubt your client will also be heavily involved in design and logistical questions. If he or she does not mention sustainability, bring it up! This will often earn points for your institution - but either way it’s a chance to educate, to make your client look good, and to possibly save them some money.

Why Universities Should Be Good Stewards

In the events and conferencing fields, you are perfectly positioned to be great teachers of sustainability practices. As you ship goods, plan menus, choose flowers and décor, create brochures, and book transportation, you have the opportunity to make a positive difference not only on your campus, but for your host community, the planet and the future.

Oftentimes, making even the smallest decisions with the planet in mind can have a huge impact. The events your campus hosts are fundamentally about cultural, social, educational and professional enrichment, so it makes sense that they should support rather than degrade the fabric of life around us!

As you can see, creating a sustainable world can be quite fun, thoroughly satisfying, highly stylish, and in many cases surprisingly cost-effective. This is truly a cause to celebrate- with more campus events of course!

Nicole Sillapere is the creative director for San Francisco-based Sillapere. Contact her at info@sillapere.com. Reprinted with Permission Event Solutions magazine www.event-solutions.com.