Event – Pagina 6 – Fedra Meetings & Events

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6 best practices for green events

Posted on 21 Settembre 201618 Luglio 2017 by Fedra

Green events are now a hot trend, but environmentally sustainable events must become a standard requirement moving forward if we as an industry are to do our part in addressing this huge issue.

The greening of events can’t and must not simply be a trend; it must become a standard practice.

So instead of repeating what has already been said in many other places, let’s focus on six best practices for green events that you may not yet be familiar with but that will make a huge impact on reducing the carbon footprint of your events.

Add the purchase carbon offset credits to your budget

So what are carbon offsets? Basically, they are reductions in greenhouse gas emissions (namely CO2) taking place somewhere in the world that are subsequently translated into credits that can be purchased. One example of such a reduction would be the renewable energy generated by a wind farm that replaces energy generated by a coal-burning plant.

Such reductions are called carbon offsets, and these are quantified and sold in metric tons of carbon dioxide equivalents. So if you purchase 1 ton of carbon offset credits, you will have reduced 1 ton of CO2 emissions from being released into the environment. The money you spend on these credits essentially goes towards these carbon-reducing projects and programs and speeds our progress in permanently reducing carbon emissions.

You have a couple of options here. You can choose to offset the carbon footprint for your on-site event itself, or you can offset the carbon footprint of your on-site event as well as for the travel of each of your guests/attendees. The latter will be more costly, as guest/attendee travel has by far the biggest carbon impact of any event-related activity, so you may want to offset for your on-site event activities/practices and ask your guests/attendees to purchase their own carbon offset credits to help reduce their travel footprints.

Reduce or eliminate animal meats and proteins from your menus

Did you know that meat production generates 18% of all greenhouse gas emissions every year? In simpler terms, a half-pound hamburger that cooks down to a patty the size of two decks of cards releases as much CO2 as driving a 3000 pound vehicle almost 10 miles.

By reducing the meat portions in your event menus or altogether eliminating meat and substituting other protein options (like tofu, beans/lentils, seitan, etc.), you can considerably reduce your event’s carbon footprint and green up your event even more.

Granted, eliminating meat from menus may not be feasible for some events (especially if you are holding an event for the beef or pork industry), so in those cases you should seek out in-season, locally sourced meats and produce. This will reduce the transportation costs of these foods.

In addition, you can seek out food providers that package their foods with environmentally friendly and recyclable or reusable materials, and you can have any leftovers sent to a local food kitchen or homeless shelter and compost everything else.

Choose a truly green venue

A green event isn’t green without the involvement and participation of your event venue.

Today many venues offer recycling and composting options for you and your guests. However, truly green venues go much further than this, so when evaluating facilities for your green events, look for venues that:

Are a LEED-Certified facility (LEED certification is a standardized building industry certification granted to facilities that meet a number of requirements in reducing greenhouse gas emissions). This is by far the most important factor in identifying a truly green venue.
Have an Energy Star score of better than 50, with a score of better than 75 being optimal. Basically, the higher the score, the better.
Are within close proximity (1/4 to 1/2 mile) to public transit options.
Employ energy-saving systems (like convection heating/cooling and energy-efficient LED or CFL lighting) and water-saving strategies (like low-water toilets and showerheads).
Use vehicles with low emissions or low energy consumption rates (like natural-gas powered vehicles).
Maximize natural light to illuminate their event spaces and rooms as well as to heat those spaces.

Offer incentives for guests that rideshare or take direct flights

As we discussed earlier, transportation is likely to have the biggest impact when it comes to greenhouse gas emissions generated by your event. This can extend to a number of areas – like transportation of food items and decor/flowers and on-site transportation – but the biggest transportation impact is the separate trips all your attendees make to the event itself.

The first step here is to locate your green event centrally so that the largest number of guests have the shortest distance to travel.

But the next thing you can do is to give your attendees incentives to share rides to the event or take direct flights (which are much more efficient than flights with connections).

You could offer special prizes or discounts to these guests who choose these greener options and partner with a sponsor to provide the gifts. You could even give priority seating, menu options or value-added programming to these guests as incentives.

Reduce the amount of “stuff” dispensed at the event

Swag. Handouts. Gifts. Programs. Favors. Promo items. Gift bags. It’s amazing the amount of stuff we take home from events and never, ever use again. Eventually, most of it ends up in a landfill. When you think of all the energy it took to produce those items and the additional energy to dispose of them, it makes you shake your head.

So instead of handing out materials, opt for electronically distributing things like programs and guides for your event that people can load on their laptops, tablets and smartphones.

And instead of giving out another logo-emblazoned stress ball or post-it note dispenser, opt for giving out experiences or intangible-but-useful items instead, like tickets to movies or music shows, gift cards for local vendors or donations made by you on your guests’ behalf. If you must give out a physical object, give out items that are environmentally sustainable, like beeswax candles or small flower/herb pots.

Set a casual dress code for your event

Suits may look spiffy, but lots of dress clothes can also contribute to the carbon footprint of an event. Dry cleaning releases lots of greenhouse gases, as does having to lower the temperature of your event venue or guest rooms so that guests in dress clothes are comfortable.

By instituting a casual dress code that fits the seasonal climate, you can avoid the above measures and have a greener events.

Do you have any revolutionary sustainable event best practices of your own? Then add them to the comments below.

How to Make Your Event Paperwork Paperless

Posted on 7 Settembre 201618 Luglio 2017 by Fedra

If you’ve ever had to send event paperwork to attendees, you already know the pain that comes along with managing a ton of documents. Papers get lost or misfiled. Attendees forget to complete an important field or don’t write legibly.

Thankfully, modern event organizing technology offers plenty of ways to get event paperwork completed quickly and easily — and makes illegible handwriting a thing of the past.

Here are three simple ways to get your paperwork signed faster and more reliably:

1) No more chaos

There are a couple truths behind successful event organizing: people like to know what to expect, and they like things to be easy.

You can achieve both when you give attendees the early heads-up about event paperwork they’ll need to sign. This sets expectations and onboards attendees to future actions they’ll need to take.

Most importantly, introducing paperwork early on minimizes the day-of-event chaos for both event organizers and attendees. When registrants have the opportunity to receive and sign event paperwork before the event, it cuts down on day-of document chaos.

So when your big day comes, your staff will be able to focus on more pressing tasks, and your attendees can focus on having a great time at your event.

2) Time Saving

eSignatures – like traditional signatures – are a legally-binding way to sign documents online.

Compared to pen and paper signing, eSignatures come with a few extra perks. They’re trackable. They can generate reminders for documents that still need to be signed by attendees. And you usually have the option to automatically store signed copies of documents in one easily-accessible place.

Another bonus of planning an event with online paperwork? You can cut down on the redundancy of formatting paperwork. Online templates make it simple to prep once and then send as many documents as you need. This can be a huge time saver for any event organizer who’s juggling different forms for big events.

3) Make it easy

Instead of having to print, sign and fax forms, online paperwork allows attendees to sign online in a few clicks. To get the most out of online signing, though, it’s super helpful to think about mobile-friendly signing. After all, more people access the internet on mobile devices than desktops.

Luckily, most people already carry the capability to complete paperwork in their pocket.

Mobile-friendly documents make it easy for attendees to fill out, sign, and complete event paperwork from wherever they are. That way, they can use their phone or tablet to sign as soon as they’re ready—and you can get paperwork filed faster.

Don’t forget about other devices, too. Attendees and event organizers often use tablets for live, in-person signing at events.

For Events, Story Matters

Posted on 6 Settembre 201618 Luglio 2017 by Fedra

Storytelling is often associated with entertainment, but stories are also a powerful tool for your event marketing toolkit.

Why? Because stories inspire people to take action. The right narrative can compel someone to attend your event and help them spread the word to others.

So how can you use stories to sell more tickets and registrations? It starts with understanding why they’re so effective.

Hardwired to Understand Stories

After centuries of oral tradition — telling stories around the evening fire and passing crucial information for survival — evolution has hardwired our brains to understand stories.

According to Dan and Chip Heath, authors of the best-selling book Made to Stick, stories provide mental training.

“A story’s power, then, is twofold: It provides simulation (knowledge how to act) and inspiration (motivation to act),” they say. “The takeaway is simple: Mental simulation is not as good as actually doing something, but it’s the next best thing.”

Put differently, if you want people to come to your events, share their experience on social, and develop a positive relationship with your brand — stories inspire those kind of actions.

Putting Stories to Work

In his presentation, Storytelling: Using Creativity to Help Sell, Connect, and Differentiate, Craig Chaplin, Senior Creative Director of global branding agency Jack Morton, shared the secrets behind successful storytelling. His tips teach you how to foster creativity, garnering new ideas for your events by creating a story that sells.

Check out a sample of his best practices:

Kill Your Darlings.

William Faulkner once said, “In writing, you must kill your darlings.” No, he wasn’t advising you to commit a crime. Faulkner’s advice was for storytellers to cut the parts of their stories that didn’t serve the reader — no matter how near and dear to their heart.

What does this mean for your event? If something isn’t relevant to your audience — a session that isn’t valuable or a piece of copy on the event page that doesn’t help them — let it go.

Get Personal.

In the mid-2010s, Coca-Cola did the unthinkable and removed its iconic logo from the side of bottles and cans. The “Share a Coke” campaign personalized the beverages with 250 of the most common names and nicknames, giving customers a way to tell their own story and share an experience with someone.

Personalization stands as the ultimate way to immerse someone in the story you’re telling. So make sure to avoid sending emails addressed “Dear Attendee” and utilize technology that lets you get on a first name basis with them.

Use Hashtags.

When Petsmart toured the United States to interact with pet owners, they created the hashtag #inspiredbypets. As the Inspiration Waggin’ traveled from city to city, the hashtag acted like the binding of a novel, connecting over 100,000 inspirational customer stories.

If you’re planning on using a hashtag for your event, put some thought into it before you do. Chaplin tells us that hashtags can be a great way to facilitate conversations with attendees and encourage storytelling.

From captivating pitch techniques to creating authentic brand experiences, all aspects of the marketing and event process should be a part of a powerfully told story.