Mr. Fears

Eco-Friendly Practices

It's Easy Being Green: Choices Expand for Environmentally Friendly Meetings

By Bruce Fears, President, ARAMARK Harrison Lodging

As "green" options in the meeting and conference industry expand, environmentally conscious event planners, organizers and companies are finding that going "green" not only helps save the planet and resources, but also offers a wealth of other benefits and advantages.

If you've ever considered having a "green meeting," or pondered the advantages of holding a conference or training session at an environmentally conscious conference center, there are a few things to consider before going "green." As the following questions and answers demonstrate, green meetings can help save the planet and yield real rewards for your attendees and your budget.

What exactly is a "green meeting?"

After convening a Task Force on this topic, the Convention Industry Council presented this definition: "A green meeting or event incorporates environmental considerations to minimize its negative impact on the environment."

The Task Force met in 2003 to create minimum best practices for event organizers and suppliers to use as guidelines for implementing policies of sustainability. The Council's Green Meetings Report also presents guidelines for running environmentally friendly events.

Will a green meeting or training session feel different from a regular event?

Most attendees likely won't discern any difference at all in their day-to-day experience. Conference centers offering green events carefully integrate environmental considerations so they are not particularly noticeable. In fact, many are actually "behind the scenes," such as environmentally sound choices that conserve energy and water. Some practices, such as using recycled paper products or biodegradable cleaning products, are imperceptible. Others, such as landscaping with native plants, simply add a pleasant sense of place to the surroundings.

Is "greening" an industry trend, or is it limited to a few, small centers?

While environmental responsibility is a growing focus in the meetings and training industry, ARAMARK Harrison Lodging (AHL) has taken green initiatives seriously for years, and the company's green responsibilities are not limited to smaller centers. For example, The National Conference Center (NCC) in Lansdowne, Va., one of the nation's largest and most technologically advanced centers, recently earned "Green Seal" certification for using environmentally responsible products and practices.

According to John Hawley, director of Sales and Marketing for NCC, the AHL-managed conference center took steps to become Green Seal certified for several reasons. "As a large facility (925 guest rooms and 250,000 square feet of function space), we knew we could have an incredible impact on the environment-and our bottom line-with energy and water conservation measures."

Hawley said that as host to more than 50,000 conferees annually, NCC knew it could enhance guests' experience. "For example, we now offer organic menu selections, use gentle laundry and cleaning products and utilize motion activated lighting in conference rooms," he said. "Not only do our guests appreciate our efforts, they benefit from the savings we can pass along by running a more efficient facility."

What other features are used to create a green center?

Guest rooms can feature dozens of environmental and energy-saving enhancements. ARAMARK Harrison Lodging's EcoRoomsTM, for example, incorporate more than 50 individual items. The sustainable EcoRooms, introduced at AHL's Lake Powell Resorts & Marinas, are part of ARAMARK's larger green environmental management system. The company plans to phase the EcoRoom concept into broader use in the future.

What's in an EcoRoom? An EcoRoom is painted with AFM Safecoat paints that are odor-free and non-allergenic for 99 percent of the population. Traditional coffee service is replaced with a single cup-service machine that uses organic, fair trade coffee beans and requires no paper filters or individually packaged coffees. Traditional ice buckets are replaced with Planet Coolers made from entirely recycled materials that guests are welcome to take home with them after their stay. Clock radios operate on batteries that recharge from any light source.

Furnishings are environmentally friendly too. Beds are manufactured with natural rubber latex and organic cotton covers. Countertops, wall and floor tile and carpet are manufactured from recycled materials with processes that reduce energy consumption and air pollution. All furniture is manufactured from reclaimed wood with natural product finishes.

The rooms' energy management system includes light fixtures made from recycled materials and fitted with fluorescent bulbs. All water fixtures are low flow to reduce water consumption. In-room paper products meet Green Seal certification standards, and cleaning products used in the rooms are Green Seal certified with reduced toxicity, packaging and transportation costs.

"EcoRooms provide the most environmentally preferable characteristics possible," explains Dean Crane, ARAMARK's VP of Environmental Affairs. "One of our goals is to provide an opportunity for guests to export ideas used in the sustainable rooms and use those ideas at their own home or workplace. Guests are given a disk with information on all of the sustainable products in the room including specifications and vendor information."

Other than "feel good" benefits of a green meeting, how will it actually benefit me?

We're all more concerned about our health and weight these days, concerns that can be even more challenging to manage when we travel for business. It's easier to make healthy eating choices when staying at a conference center that offers fresh organic and/or vegetarian alternatives on its menus, buffets and break stations.

ARAMARK has a commitment to "sustainable cuisine," which means foods grown and harvested in ways that are most healthful and least harmful to the environment. Menus at some AHL conference centers and at ARAMARK Parks dining facilities provide a selection of organic dishes that use produce and foods grown and raised without pesticides or chemical fertilizers.

Examples include the shade tree-grown coffee served at all the parks as well as seafood only from species populations that are not currently under threat of extinction by over-fishing. Some green destinations "flavor" a meeting with inspiration from local cultures.

At Far View Lodge at Mesa Verde National Park, an ARAMARK-managed property in Colorado, Chef Todd Halnier celebrates ancestral Puebloan culture with a contemporary menu that highlights Native American foods and flavorings. Guests at Halnier's Metate Room restaurant enjoy dishes prepared with Hearst Ranch grass-fed beef, locally sourced prickly pear cactus leaves and Rocky Mountain trout. A special nightly prix-fixe dinner features sustainable and organic dishes paired with locally produced wines. In addition, The Lodge offers guests interpretive programs about ancestral cultures. These tours and experiences can enrich and enliven a conference or training event.

A green center can also help reduce the stresses that typically accompany us on business trips. A facility that uses natural cleaning products and non-toxic materials in its guest rooms is likely to have better air quality, resulting in fewer allergies and more restful slumber. You can also expect a green center to be more conscious of creating natural surroundings for relaxation and reflection, such as indoor spaces that incorporate natural light, restful color palettes and attractive views of landscaped areas. Outside, green facilities often feature refreshing spaces surrounded by greenery, walking trails or even an arboretum of local trees and plants. Keep in mind, a good night's sleep and serene surroundings can dramatically improve both a sense of well-being and productivity during a learning and training session.

But won't all these green features make my session more expensive?

A green event doesn't cost the earth. On the contrary, the economies of sustainable building design and energy conservation measures are significant. Even smaller choices add up to big savings. Serving condiments in bulk is less expensive than individual serving packages-bulk cream is 62 percent cheaper and bulk sugar 50 percent cheaper than single serving sachets (Meeting Strategies Worldwide, 2002).* Savings that impact the bottom line for a conference venue can translate to extra value for its clients.

As an organizer of learning and training events, you can rely on green conference centers for information about saving materials-and money-during your sessions. For example, ask the staff for advice about preparing electronic rather than printed handouts. Consider giving everyone in your group a reusable coffee mug as a welcome gift at the start of the session. Inquire if drinking water in your meeting room can be provided in pitchers instead of individual bottles, or request help in collecting name badge holders at the end of the session. For an event of 1,300 attendees, reusing these holders can save approximately $975 for the event organizer.*

Do green meetings REALLY make a difference to the environment?

Consider this amazing fact: The average hotel purchases more products in one week than 100 families typically do in a year. Add to this the products and services used for learning and training events and it's easy to see why environmentally aware conference centers can have a huge impact.

ARAMARK Harrison Lodging's environmental conscientiousness influences every aspect of the company's operations and the program's impressive statistics prove its success. Here are just a few examples:

Asked about ARAMARK's commitment to going above and beyond the call of environmental responsibility, Dean Crane replies, "We see this as more than our corporate duty. Currently, we have programs in place to protect and conserve natural resources for the enjoyment of future generations, and we are in the process of expanding that commitment. That is our number-one priority."

What's the future for green meetings?

It's an initiative that is gaining momentum, thanks to the commitment of hospitality industry leaders and positive response from guests. A key incentive for both providers and consumers of green meetings is that the impact of these events is both positive and measurable.

Leadership from organizations like the Green Meeting Industry Council is invaluable. The Council promotes green practices globally by offering educational programs in the form of training workshops and online resources. The Council is in the process of partnering with educational institutions to develop an accredited curriculum at the university level for green meetings.

The Environmental Protection Agency (EPA) is supporting the initiative with its One-Stop Information Source for Green Meetings on the Internet at www.epa.gov/oppt/greenmeetings/. This EPA site helps you organize a green event with specific suggestions for planners, conference hosts and suppliers, as well as for attendees.

By the year 2020 the Green Meeting Industry Council envisions a green meeting as an activity that has zero net environmental effects and positively contributes to the environment and host communities. This is a vision we can help achieve by making choices that reward green meeting venues with your business. Together we can make today's "brown" events a thing of the past.

*Statistics courtesy of Green Meeting Industry Council website.

As President, ARAMARK Harrison Lodging, Bruce Fears is responsible for operations at over 50 conference centers, corporate training centers and specialty hotels in educational environments, as well as 14 state parks and other resort operations. He assumed his current position following the integration of ARAMARK’s conference center, corporate training business with its parks and resorts business. Mr. Fears received a BA from Bridgewater College and participated in programs at University of London’s School of Economics and University of Florida’s School of Management. Mr. Fears can be contacted at 425-957-9708 or fears-bruce@aramark.com Extended Bio...

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