Conference management of any scale and complexity requires time and farsightedness. It's actually a smart idea to begin your preparations early. Considering the fact that arranging a conference of any size is a difficult task, the need to be eco-friendly in its management of it only adds to the woes. Having said that, prudence and preparation may give unexpectedly great outcomes; not limiting just to being environment-friendly but an overall effect.
A number of times we find conferences being organized at exotic locations and venues which may require travel by air or trains. This leaves limited concern towards the effect it has on the environment. Avoid such extravaganzas totally. Look up venues close to where most attendees are located to minimize cost of travel. Along with that, it actually saves a lot of the budget that would otherwise have been spent on accommodation and travel related expenses for conference attendees.
Take the help of the online conference registration solution; versions of which are readily available over the internet. A Cloud-based system may actually be utilized free of charge. This gives your eco-friendly conference a huge boost in terms of completely eliminating the use of paper from the registration procedures. Instead of allocating a significant part of the budget in hiring the services of a designer to develop a creative conference registration form, the platform comes integrates with a series of pre-designed templates that you can use. All you need to do is to insert the relevant event information and graphics and your conference registration is form is good to go live on the dedicated website.
Instead of printing hard copy invoices, use the email messaging engine to send out email invitations that comes in-built with the conference management software. You can the same tool to send out future updates, notifications, newsletters and RSVPs related to the conference.
If you feel that there is a need to promote your event, balance out your campaigns evenly. Depend on the social media connector that comes at a nominal charge with the conference management system to popularize your conference on social networking websites. Limit your advertising expenses on high-prices newspaper inserts and magazine ads.
Design a menu with the available local produce in mind. Refrain from importing fancy ingredients and beverages from elsewhere that adds to the carbon footprints. The catering service should be requested to use recyclable material for dishes, flatware and glassware. If napkins and table covers are not reusable, they should be made of a material that is compostable.
Ensure that the amount of waste generated is kept to a minimum; items used during the course of the meeting are recycled content, and the waste generated is recycled or reused to the maximum amount possible. Whilst eco-friendly conferences do not happen on their own, careful forethought and planning can ensure that they do happen. Organizations are experiencing increased cooperation from service providers as more and more companies are encouraging and implementing this concept.