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Your communications and marketing activities are a chance for you to make your environmental efforts known. Using new media and electronic delivery methods can also save you a bundle.
- Prepare an environmental policy for the meeting, and share it with all those involved: management, suppliers, delegates, presenters, and exhibitors.
- Also, keep track of your specific greening initiatives and let the media know about them.
- Use the World Wide Web and emailing lists to promote the event.
- Offer electronic registration, and publish the conference itinerary on-line.
- For material that needs to be available in hard copy, print using both sides of the paper, using soy or vegetable-based inks and recycled, chlorine-free paper.
- Ask your hotel if they can dedicate a TV channel to conference information and updates.
- Give delegates their packages when they check in - not beforehand - to avoid duplication.
- Allow delegates to request electronic proceedings of the events.
- Ask presenters to minimize paper hand-outs.
- Post speakers’ notes electronically along with conference proceedings.
- Use your leverage to encourage contracted services to go green with their communications and outreach too.
- Include an Environmental Clause in your communications contract. Click here for a sample (DOC file).
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At its 2002 annual conference held in New Delhi last April, the Pacific Asia Travel Association (PATA) reduced paper waste by replacing a literature distribution service with a special marketing display area for members who want to exhibit their literature. All publications left at the end of the conference were recycled. |
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