Of all the myths about sustainable meeting practices, the Money Myth stating, “Green meetings cost more money,” is the toughest to demystify.   When talking to someone about running sustainable meetings, I often hear, “I would love to but it cost too much.”  So does producing a green meeting costs more money?   It can, but it doesn’t have to.  In fact, there is no reason why sustainable practices can’t be, at the very least, cost neutral.

There are practices that will help mitigate even the pricey items on your event list.

For example…

Choose 100% organic food for event meals.

Costs More
Select 30% organic food and negotiate no extra charge with the caterer during the contract phase.

Cost Neutral
Meeting venue charges for recycling in addition to your waste hauling fees.

Costs More
The facility doesn’t charge for recycling (only landfill waste hauling fees) and your attendees recycle.

Cost Savings
If you choose an expensive, fair trade, organic cotton conference bag.

 

Costs More
If you skip the bag.  Participants probably have enough anyway and don’t forget to add in the savings when you don’t have shipping, storing, stuffing and handling.

Cost Savings
If your caterer charges more for free-range chicken.

Costs More
If you serve vegetarian meals instead.

Cost Savings
If there is an additional charge for environmentally responsible signage.

Costs More
If the signs are designed to be reused the next year.

 

Cost Savings

Many of the cost savings come in the early stages of meeting production such as in the destination selection and negotiation.

The destination selection has huge implications for both saving money and the environment.  Consider choosing a city which is closest in proximity to the largest group of potential participants to save on airfare and CO2.  Choose a meeting venue in the city, close to public transportation with access to the airport.  The meeting venue should be close to hotels, restaurants and shopping so walking is the best alternative.

Some environmentally-friendly products simply cost more and there may be cheaper alternatives.   I can put on my environmental hat and ask if we can really afford not be incorporating sustainable practices even if they cost a little more.  Many organizations are now making the choice not only because it is the right thing to do, but also because of their public image and risk management concerns.  Understanding this may not be an option in today’s economic climate, savvy event planners can still use their skills to save money, the environment and be a hero.