Meeting planning: Keeping people, planet & profit in mind

Posted by: Tahira Endean

Monday, January 31st, 2011

In the recently posted article on 29 ways to make your meetings more sustainable it really addressed items that are about ReThinking how we address some of the most basic waste producing areas traditionally found within our meetings. This did not look at things many of us are all already doing – e-tickets, on-line registration, turning out lights and other electrical items when not in use, automatic temperature adjustments and the many initiatives venues and hotels have taken around the world in asking each guest to help reduce the impact in a host of simple ways inside their hotel rooms.  Making responsible choices from the beginning of your meeting means that most of these can be accomplished without increasing the cost of your meeting.

However, there is the other side of sustainable, which is in a continued challenging economy, how can we help our organizations remain sustainable over the long term? I mentioned the 3 Ps – people, planet, profitability, and  I have a few ideas, and I am sure many of you will be able to add to this list – please do!

Planet

In addition to the previous list, you can also look at two big picture areas. Your client and their sustainability choices, most of which will be found on their website, and as you get to know them, you will begin to see what is in practice and what you can be doing in your meetings and events to be in alignment.

I have three examples, but there are thousands out there. HSBC Sustainability | HSBC Holdings plc decided several years ago they would become the first carbon neutral organization in the world, and have taken many steps in their operations throughout the world to do this.

Keen Footwear, KEEN Footwear – Being Responsible based in Portland, not only takes many steps to think sustainably, and also carefully selects the organizations they support to find matches that truly fit their core values. They do participate in trade shows, and recently built a 5,400sf trade show booth made entirely of recycled materials, and then fully returned to another use post-show, including as “cubes” in their offices.

People & Planet – Virgin combines people and planet in many ways, including offering a Virgin Unite Staff program that employees can win, offering the lucky winners the chance to go and give back in meaningful ways in high need areas. Check it out.

You will be able to share what you and your clients are already doing and find many more examples too.  When any of us are planning meetings it is important to consider how we support and build on our clients’ initiatives. Our most recent small example http://www.cantrav.com/destination-management-blog/bid/50925/Sustainable-Whistler-Event-for-200

People

The ultimate resource, without people nothing gets done. For nearly two decades my focus has been creating meetings and events that have a positive impact, and this starts with the people. Why are they coming to our events?

• seeking connections
• building relationships
• creating understanding across borders
• increasing knowledge
• sharing best practices
• rejuvenating through team energy

In offices, factories and across our distribution channel partners people areas that may be considered could include at the very base level

• safe working conditions
• appropriate work hours
• wellness strategies
• good nutritional choices available
• cooperation and teamwork initiatives
• appropriate tools to do the job required

As we move beyond the basics then it is creating environments that on a daily basis

• are comfortable and provide areas to connect and play
• opportunities to go into the community and provide support
• CSR initiatives that match employees values
• Education opportunities
• Wellness initiatives activated
• Environmental initiatives in office (low impact landscaping, paint and furniture choices that reduce impact etc)
• Incentive programs

Again, just a start and we would love to hear ideas about what your company is doing to create an environment that sustains you!

Profit

Perhaps this should be first, because without a certain level of profit, none of the above are achievable.  We live in a world where our economy is the driving force for how we live and it is a reasonable assumption that when we are providing a service or product that it needs to be done in a profitable manner. The areas that need to be considered at a starting point are

• your product or service
• your supply chain management
• reasonable margins
• compensation – basic
• compensation – including benefits
• risk management
• cost management

When it comes to meetings and events we have been incorporating CSR for many years, and there are lots and lots of good examples. I have a few suggestions of things we have seen, heard about or done ourselves, and we would LOVE to hear more.

• _______ Cares programs – we saw many of these spring up during tough economic times even in our event industry associations
• ________ Supports programs – after 9/11, after Hurricane Katrina – this is a long list
• Doing an environmental clean up in an area where your meeting is being held / or where your home office is
• Building schools in areas where your meetings are being held – gets people out of the resort and truly creates synergy
• Renovating need areas, such as shelters, many examples of this in inner-city areas
• Bringing gently used clothing to meetings and donating it to local shelters or programs such as Dress for Success
• Bringing books and building shelves and libraries
• Bringing school supplies and donating these to villages in the countries of need where your events are taking place
• Buying your gifts from local producers
• Hosting a seminar that talks about financial management and then donating to Kiva – Loans that change livesor a a similar organization where literally a $50 starter loan can have someone open a business that then sustains their community

Again, barely scratching the surface, please again, comment and share the stories of your organizations’ successes. It is these stories, moments and connection memories that are the WHY of why we do what we do, we love hearing them and we hope you share them.
(Photo by aeu04117)