I was impressed with the recent news released by Autodesk touting the results of their efforts to green up their annual Autodesk University conference. Here's a quick look at what Autodesk did, the results, and some resources for others planning to green their event.
Autodesk hosts a number of events, training sessions, and meetups, however, In fiscal year 2010, the company noted that the largest events (like Autodesk U) contributed 14 percent of the total Autodesk carbon footprint, so naturally this was a great event to focus on. From Autodesk... "Each year, Autodesk hosts several conferences attended by thousands from across the globe. While these events are important for our business, they can have a profound impact on the environment, mainly in the form of greenhouse gas emissions from travel, energy, and lodging, as well as materials use and waste".
It seemed a major part of greening up AU was to focus on the web and live web-hosted events and training - obviously a challenge as no doubt, any event planner needs to not deter too many would-be attendees from physically attending the conference in favor of sitting at the office and watching a virtual event - definitely a fine balance must be struck. In this case it seems that Autodesk scored a big win as overall attendance to Autodesk U 2010 was up (by 11%) once again, however, a number of users also took in the event virtually via AU Virtual. According to the company, more than 30,000 attended Globally attended Autodesk University virtual training events - an increase of 18% over 2009.
Other efforts...
In addition to the efforts to drive online attendance, Autodesk also focused on greening the conference in a number of other ways including, a reduction of materials and physical waste, and a reduction of travel related impacts. Autodesk noted the following efforts to reduce the environmental impact of the event:
Reduction in materials use remains high: Beginning with AU2009, Autodesk reduced the amount of water bottles at the event, saving 3.3 tons of plastic from landfill. In addition, the company moved from printed show guides to a mobile device-based application for attendees, while eliminating handouts for AU classes, reducing paper use enough to save 314 trees.
Solid waste diversion keeps materials from landfill: For AU2010, more than 92 percent of all solid waste generated by the event was diverted from landfill, with food scraps going to a local pig farm and all recyclable materials being processed in Las Vegas.
Attendee travel continues to be largest impact: As ever with such large events, travel of attendees and employees to and from the event "Scope Three emissions" was the primary contributor to carbon impacts. These emission numbers remained flat per physical attendee, however, even as event participation grew, due in large part to an increase in online attendees.
Greening event is important to attendees: In a post-event survey of AU2010 attendees, more than 61 percent of respondents said it was important to them that Autodesk considers sustainability in its operation of the event.
As a "professional" event attendee I find that my efforts to be greener are also spurred on by my need to be budget conscious... these two areas overlap nicely. To attend many events I do the following which I find helps somewhat to reduce my personal environmental impact and save a few $$ as well. I've attended between 100-200 major events and conferences (I've lost track) Some other efforts that I could suggest to conference / event planners and attendees:
Minimize the amount of papers distributed in the requisite conference goodie bag as most of these get disposed of or left behind in hotel rooms
Organize ride-share or group transport options to/from the venue from the airport
Encourage a reusable sponsor give away for the goodie bag like a water bottle that people can tote around for the week rather than using disposable cups and beverage containers
Encourage attendees to return ALL the lanyard via a give away
Create an event, sustainable/green committee
Forget the printed agendas and class sessions, every event needs a GOOD mobile app
Encourage exhibiting vendors to be green with smaller, more compact booth material, using fewer electronic devices , and offer eco-friendly take aways and shwag.
Exhibitors, forget about shipping the flat panel TV screen and monitors, present your apps and services to attendees using your iPad or tablet
Encourage attendees to ride-share and cooperate from the get go via a local meet and ride program (for example, help Denver CO attendees meet, ride share to the airport at DIA and travel together). The pre conference meet will carry over throughout the event stay
Promote the fact that your event is green by including some "green" focused presentations and presenters
Use recycled materials when ever possible, promote this fact and encourage recycling with ample, visible containers available to event guests.
I quite often use public transport whenever time allows it - this also helps me to see more of the city I visit.
Pack light, a simple carry on bag rather than a large checked bag helps the aircraft be a little lighter and also enables my travel plans to be more flexible (i.e.. its easy to change flights)
Encourage and promote the greening of the event and virtual attendance via social media
Follow up with attendees on your success / results
Please note, on GISuser.com we also maintain Geo Tech news archive from companies providing GIS and geo technology apps and services for green, eco friendly solutions... see HERE
Some other fine suggestions for event planners from Climate Pulse:
Location - Choose a venue and destination city that is both easily accessible by public transport and direct flights
Food Planning - At your event, you could take your dedication just a step further than eliminating bottled water, disposable cups, plates, and utensils.
Transportation - In addition to providing a convenient and accessible location for your event, offer guests the choice to attend the event via video conferencing
Accommodation - Provide participants with a list of accommodations proven to have sound environmental policies and practices
Procurement - In lieu of handing participants a 248-page booklet that they will most probably ditch at the end of the day, let participants have the option of receiving all that same material on a USB key
