venue selection

Clients have high expectations of their meeting planners when it comes to the creation and execution of environmentally responsible meetings and events.

A challenge for many planners is how to decide whether their hotel is doing enough to meet the environmental expectations of those clients.

Planners committed to green meetings should take the time to ask the hotels on their short list the right questions. For example, a hotel might have a green laundry program but may not have addressed environmental concerns in its F&B department.

We’ve pulled together a list of 12 things planners should consider when selecting a green hotel. Using it will ensure that your hotel of choice is doing everything that it can to help you achieve your environmental targets.

1. Amenities – As consumers we have become very demanding and those complimentary personal-sized soaps, moisturizers, shampoos and conditioners are no longer considered “extras” but are now pretty much expected. Ask the hotel if the products they use are sourced from local, environmentally responsible producers. Are the bottles recycled/bio-degradable? Do the products contain preservatives and artificial ingredients or are they also biodegradable? If not, does the company belong to Clean The World or another non-profit that recycles soap and other amenities?

2. Buy Local – Hotels are huge consumers. Find out of the hotel is actively looking for local suppliers for everything from food to linen supplies to décor and furniture items. Is the chef using local, in-season produce in the menus? Are employee uniforms sourced and manufactured locally?

3. Cleaning Products – In their efforts to ensure the health and safety of guests and employees hotels are work hard to keep their rooms, restaurants, kitchens and production areas clean. Ironically, the toxic and chlorine-based bleaches and cleaners of the past can be considered to actually be hazardous to human health. There are now a number of effective, bio-based natural cleaners and sanitizers that are effective in containing and eliminating germs and contaminants. Not only do these products do the job, they are better for the environment and prove to be less irritating and safer for guests and employees. Ask the hotel to show you the products that they’re using and read the labels.

4. Energy Conservation – Is the actual building LEED® certified or is the company taking steps to get to that point? Discuss the efficiency of the hotel’s boilers and air conditioning systems. Ask about automated energy management systems that might control lighting, kitchen equipment, etc. Does the hotel have a policy with regard to computer systems? (i.e.: turn computers OFF at the end of the day rather than leaving them in “sleep” mode). If the property is part of a larger chain, you may also want to look into any corporate policies and actions in these areas.

5. Entertainment - Entertainers should also be sourced locally thereby reducing or eliminating the carbon emissions associated with air travel. If this is not possible ask how the hotel transports entertainers to and from the facility and insist on the most environmentally responsible method of transportation. Lighting and other energy-consuming equipment used in support of the entertainment should be provided by companies equally committed to your green goals!

6. Food – Locally produced, organic menu options are becoming very popular. Ask the chef to provide you a list of the hotel’s organic, “home grown” options and if the hotel doesn’t have any standard options ask that they source some and include these in the proposal. Your guests, and the planet, will feel healthier for your efforts in this area.

7. Recycling & Waste Reduction – With the new focus on sustainability it just makes sense that many hotels are looking for ways to reduce trash volumes. Ask what the company is doing to reduce paper volumes, if they have a successful food waste composting program or if they are sourcing supplies (pens, cups, plates, bottled water, etc.) made of recycled or recyclable materials.

8. Room Keys – Most of those ubiquitous little plastic “card keys” that hotels contain high levels of PVC or poly vinyl chloride. PVC-based plastics are created in a highly toxic manufacturing process. Bio-plastics, paper and even wood options are now available. Is the hotel using or, at the very least, is it in the process of sourcing these equally durable and more sustainable options?

9. Spas– Spa treatments, scrubs and oils should be locally produced and made from indigenous, organic or natural ingredients. Water and other resources should be used sparingly and spa linens should be cleaned in an environmentally-friendly way.

10. Transportation – Many hotels provide shuttle and/or limo service for meeting delegates and guests. Find out if the hotel’s vehicles (or the vehicles they rent from a transportation company) are fuel efficient. Remember, you and your client represent business to the hotel. If you’re serious about creating a truly “green” event or meeting you can insist that the hotel provide you with a cost-effective option of hybrid or environmentally friendly vehicles.

11. Water – Bottled water has a huge impact on our environment. Finding a hotel that provides alternatives to that ubiquitous little plastic water bottle is a great first step to creating more environmentally-friendly meetings. Water-stations, bio-degradable water bottles, complimentary refillable bottles (customized with the hotel logo or for your specific client) are all viable options.

12. Water Conservation – Has the property implemented a green approach to laundry with a reuse program. Has the hotel implemented equipment and process efficiencies that reduce the use of water in laundry, kitchen, maintenance and spa equipment? Are low-flow shower heads and water faucets in use throughout the building?

Janet Latremouille is a sales associate at WTTC.com – The Meeting Planner’s Best Resource. She can be reached at 1-888-224-3178 or by e-mailing amjl@wttc.com