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Green Conference Services
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Minimize the Environmental Impact of Your Conference
UF/TREEO has been able to significantly reduce the environmental impact of the conferences it manages by
- Decreasing the amount of solid waste produced by the conference
- Reducing energy and water consumption
- Minimizing or off-setting harmful emissions associated with the event
- Disposing of solid and liquid waste in an environmentally responsible manner
- Eliminating the use of harmful chemicals at the event
The following is a menu of green conference services UF/TREEO can provide for your conference based on your environmental initiatives and financial considerations.
Site Selection
Reduce environmental impact of site by:
- Holding the conference at a central location for conference attendees
- Considering cities that offer mass transit systems and major transportation hubs
- Selecting a hotel and/or venue that practices environmental best management practices
- Seeking naturally lighted meeting and exhibit space
- If using multiple facilities, looking for locations where the hotel and event venue are within walking distance of each other
Communication and Registration
Reduce environmental impact of communication and registration by:
- Communicating the conference environmental policy by posting the policy on conference Web page, and informing conference attendees, including environmental savings if possible
- Printing registration brochure using both sides of the paper, vegetable-based inks and recycled paper
- Mailing registration brochure to a targeted mailing list
- Checking mail list for duplications (Addresses are corrected throughout the year.)
- Conducting additional marketing via email
- Offering secure online registration
- Providing updated conference information online
- Distributing press release publicizing green practices at meeting
Conference Coordination
Reduce environmental impact of conference coordination by:
- Publicizing mass transit options and providing shuttle service from mass transit stops or hotels to event site
- Gathering speakers' information online and sending notification by email
- Providing online evaluations
- Posting Power Point presentations on conference Web site at conclusion of conference
- Sending attendee reminder letters via email
- Asking participants to sign-up for meals in advance, thereby reducing food waste and cost
- Establishing a Carbon-Neutral initiative to counteract CO2 emissions
- Requesting presenters minimize paper hand-outs (make double sided if necessary)
- Reusing nametag holders
- Collect recyclable and/or reusable products
- Providing reusable containers for handouts or samples
- Selecting products made from recovered materials where recycled materials are not available
- Providing a computer kiosk with entertainment and dining information so that information can be printed as needed
Food and Beverage Production
Reduce environmental impact of food and beverage production by:
- Providing reusable cutlery, dishware and linens
- Estimating number of attendees at meals to reduce costs and waste
- Reducing waste by not pre-filling water glasses, by not garnishing plates and not providing bottled water
- Using locally grown produce and meat, where available
- Serving beverages in bulk
- Composting any waste or donating to charitable organization
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