Going Event Green - Part Three

Find a local composting facility

Finding a local composting facility can be difficult. The best place to start is
with the local trash hauler or recycling facility to find out if they offer a composting
pick-up service or a drop-o site, or can recommend a company that
does.

You can find a list of composting facilities at:
• http://www.findacomposter.com/

Additionally local farms may be interested in adding food waste and compostable
products to their compost pile.

Q: Should I still use compostable products, even if I don’t have a local composting facility?
A: Yes! You are still reducing your environmental impact by using products that are made from rapidly renewing resources.

Offset your greenhouse gas emissions

You can offset the greenhouse gas output of your event by donating to a program like DrivingGreen.com. They implement projects on livestock farms that capture the methane normally emitted from the animal waste, and then use it as a renewable resource for energy. Methane is a greenhouse gas 21 times more potent than carbon dioxide as far as global warming is concerned.

DrivingGreen.com has calculators that quickly equate the amount of CO2 that your event is likely to emit with a comparable amount of methane (and nitrous oxide) that needs to be prevented from entering the atmosphere and assigns the necessary dollar value as your donation amount.

For more information go to www.drivinggreen.com

“The average 2-day event for 250 people - including ground travel and hotel room power - would emit approximately 44,000 pounds of greenhouse gases into the atmosphere.

With DrivingGreen.com the entire amount can be offset for $260.00! For round-trip air travel add approximately $16.00 per person.”

Reference: www.ecoproducts.com

Happy 'Green' planning.

Going Event Green - Part Two

Here is a list of products for a Zero-Waste Event:

A zero-waste event should only include disposable products that can either be recycled or composted. Choose disposables created from rapidly renewing resources like corn, sugarcane or potatoes, rather than using petroleum-based plastic or paper products made from trees.

Cups – PLA corn-based alternative to plastic: As opposed to “regular” plastics that are made from petroleum, these products are made from an annually renewable resource –corn. Cold cups are entirely made from PLA whereas hot cups are paper lined with PLA. PLA will fully compost in 45-60 days.*

Plates – Bagasse, sugarcane-based alternative to tree paper: Sugarcane takes only one year to reach maturity, as opposed to trees which can take up to 30 years. The raw stalk pulp is used after the “cane sugar” is extracted, thereby reusing an already “used” resource. Previously, the excess crushed stalks were burned or discarded. Sugarcane will also compost in as little as 45 days.*

Cutlery – vegetable starch-based alternative to high-heat plastic: To make this cutlery, vegetable starch is fermented, natural stabilizing products are added and the final product is molded. It’s made from renewable resources and , you guessed it, will compost in 45-60 days.* Napkins/Paper towels – 100% recycled: 900 million trees are turned into paper and pulp every year. Using recycled paper products uses 60% less energy than virgin paper, and each ton saves 17 trees!

Bags – compostable also: Trash liners and collection bags are available in compostable material. Made from corn, they compost just like PLA.

I hope this information has been helpful and happy 'Green' planning.

Going Event Green - Part One

First, I want to say that this new series of articles is now the hottest subject in the Event Planning Industry. Second I want to apologize for not keeping our Blog regularly updated. It's been an extraordinary year and in an extraordinary year extraordinary measures must be taken.

I, your humble 'bay area event blogger', am primarily a professional full time event planner, producing, managing and executing events, meetings, team buildings and gala's. With the current economic downturn my company has had to cut back our office and sales staffing. Consequently I, your humble 'bay area event blogger', am doing more with far less time for things I enjoy like blogging and doing my radio show.

Oh well, that's the nature of this business, we have survived several recessions and downturns over the last 25 years so I will continue to pray for this economy and work hard getting through it. Nonetheless I hope you enjoy this series on 'Going Event Green'

Zero Waste: Plan a Zero-Waste Event

How does my event impact the environment?
Let’s face it events, although usually joyous, generate waste, overuse natural
resources, and produce emissions. Extra transportation miles are clocked by
attendees travel and deliveries. To supply enough tableware and save efforts
in post-event clean-up, disposable items, made from paper and plastic are
commonly used. Other packaging containers like glass and plastic bottles,
plastic bags, cardboard, and aluminum and steel cans all add to increased
waste, especially if recycling receptacles are not provided.

How can I host a more environment-friendly event?
To be eco-conscious the host can appropriately plan and execute certain
guidelines:

• Provide carpooling and alternative transportation to and from the
event

• Correctly estimate the amount of reusable, recyclable or compostable
tableware needed

• Educate guests about their role in composting and recycling waste by
providing instructional signage.

With thorough planning and forethought, a zero-waste event is possible, and
the resulting clear conscience is a nice bonus!

“Producing one ton of paper products requires 2-3 times its weight in trees.” -Worldwatch Institute, 2004

Zero-Waste Quick Guide
1 - Use reusable tableware whenever possible
2 - If reusable tableware is not possible, use products that are created from renewable resources rather than products made from limited resource fossil fuels and virgin fiber.
3 - Compost or recycle all of your waste; use separate clearly-marked containers to help guests and/or attendants efficiently separate items.
4 - Encourage guests to walk, ride their bike, carpool or take mass transit to your event, and provide information with your electronic invitations to make these alternatives as accessible as possible.
5 - Make your event carbon-neutral and offset CO2 emissions by supporting initiatives that reduce greenhouse gases.

Finding a Location Part 3

Any successful event must meet the budget. It is important to calculate your budget.

With an open-ended budget, anyone can plan a great event but when your financial resources are limited you must be resourceful and creative. A professional event planner with experience can always plan a great event with any reasonable budget.

Ask yourself these questions:

- Do the venues fall within your budget parameters for space, technical and catering expenses?
- Have you negotiated a favorable rate for services and demonstrated the value your role?
- Have you allowed flexibility in your budget in case line item expenses exceed plan?
- Incorporate what management prefers.

At the end of the day, event planners must present their recommendations to their internal client and obtain approvals.

And finally;

- Will the management team approve my recommendation(s)?

If the answer is no, go back to 'Finding a Location Part 1' in our series and start over. The perfect location may be hard to find but it's there if you keep looking. With all things considered; date(s), budget, availabilities and image simply pick the best location you can afford. If you are not 100% pleased start the process earlier next time, plan accordingly and keep your files, contacts and Database up to date.

Creating the budget is the most critical element of any event. In fact we say the budget is the event. Every event has a budget, or should have a budget and planning one is no easy task.

You can reverse engineer your budget by proclaiming the total amount you have to spend and work backwards with the elements of your event that are essential or you can prioritize the elements of your event putting the least important things (your wish list) at the bottom and shop smart.

We find that reverse budget planning works best when you have the right tools, know your market and have the experience to understand the marketplace you are working in. Being organized is your best asset.

Here is a handy and inexpensive way to help you plan a budget for any sized event. It has many pre-made event templates created by professional event planners and maximizes your efforts. You can also customize the software for your individual needs and it allows you to reverse engineer, create To-do lists, can be exported into excel or emailed and when you are ready you can print everything out and put it all into a binder. We think you'll find this tool invaluable.

Happy planning.

Ref: About.com

Finding a Location Part 2

After you have identified the type of event you are planning and its purpose, several other factors come into play as you find the venue itself.

Here is Part 2... finding the right event space. The venue must have an appropriate space for the type of event an organization plans to hold.

Ask yourself these questions:

- Does the event venue meet the spacial criteria of your program?
- Can the venue accommodate your production, entertainment, A/V, sound, and other technical needs?
- Does the condition of the facility reflect the high standards of your organization?

Step Two

Build a menu. Food & beverage are probably just as important as the business meeting topic itself. Although people don't attend events for the sole purpose of getting a free meal, they do want to leave an event satisfied with a sufficient menu. If this doesn't happen, it's a reputation that will follow the event planner...

Ask yourself these questions:

- Buffet or sit down menu (how much time for the meal on your agenda?)?
- Do any of the attendees have dietary restrictions?
- Will the attendees be pleased with what is being offered?

In our next post we'll share with you how to calculate your budget, incorporating what your managements prefers and the image of your venue matching the corporate culture.

Meanwhile happy planning!

Ref: About.com

Finding a Location Part 1

This is where producing a great event starts. Finding the best event venue for your event takes some time and is critical to the overall success of your event, meeting or team building.

After you have identified the type of event you are planning and its purpose, several other factors come into play as you find the venue itself. Conducting a site inspection before contracting any venue is critical unless you are using an event planner you trust and/or you are familiar with the venue or done an event there in the past.

The following series will help you understand the process a professional planner uses in locating the perfect spot for a great event.

Step One

Identify dates. The first step is to check the calendar because timing will influence many decisions.

Questions to consider:

- When are your guests most likely available to attend based on their schedules?
- What venues have appropriate and available space for those times?
- When is the best time for your management team to hold the event?
- Scope out different locations. Once the date(s) is narrowed, it's important to identify the locations where to hold the event. A hotel is usually the most popular event space where organization's hold meetings and events, it's not the only option. This is a time to be creative in your thinking. 

Consider the following:

- Based on the theme of your meeting, what 3 best locations come to mind?
- Where would your guests prefer to attend this meeting?
- Other than a hotel, what unexpected locations could increase the RSVP rate?

Ref: About.com