Green meetings have been defined as a "meeting that incorporates environmental considerations throughout all stages of the meeting in order to minimise the negative impact on the environment."

National Meetings Week, launched and funded by Meetings & Incentive Travel in 2001 to promote the understanding of the financial value of the conference industry to the exchequer and to promote the effectiveness of meetings and events to the business community as a business tool, is at the forefront of a campaign to make meetings more sustainable.

The idea behind The Green Agenda, is that individuals start talking not only about how they can make their meetings greener, but also their businesses and their lives.

Every day, tens of thousands of business meetings take place across the UK. Waste created from a single meeting can be staggering but completely avoidable - notepads barely used, audiovisual equipment left on standby, food and drink not consumed and thrown away and lights left on in broad daylight.

Joss Croft of VisitBritain said: “In the current climate, the act of adopting sustainable policies into everyday life is no longer a fanciful option, it is a necessity. If UK businesses support this campaign, there will be change and this will in turn positively affect everybody living in, and visiting the UK.”

Why is it important to make my meeting green?

A small meeting may not seem important, after all what difference does a few dozen cups and napkins make? But think about what happens when it is on a large scale. For example, during a typical five day conference, 2,500 attendees will use 62,500 plates, 87,500 napkins, 75,000 cups or glasses and 90,000 cans or bottles. Plus there are all the greenhouse emissions from people travelling to and from the conference and paper and plastic waste from conference handouts.

Multiply this by the thousands of meetings produced each year worldwide and the environmental impact is staggering. It is important to make changes whenever possible, as every meeting can make a difference and reduce its environmental and social impact.

National Meetings Week has produced a list of 10 top tips to help organisers arrange green meetings.  The full list can be found at www.nationalmeetingsweek.co.uk, but here are five tips to get you started:

1. Save paper. Using new media and electronic technology can cut down your paper use. If your meeting is a large event, create a website for it offering electronic registration and confirmation; and advertise using the web and/or email. If the meeting is internal, try using a laptop or projector to conduct the meeting instead of printing out lots of copies of agendas.

2. Reuse. If it is necessary to print off agendas, try printing double sided sheets to cut down on waste. At the end of the meeting collect the agendas that people don’t need or aren’t used and use them for scrap paper or for the fax machine, which only needs one clear side. Use recycled paper wherever possible.

3. Make the most of natural light. Use a meeting room with as much natural light as possible. Delegate’s concentration is improved and scarce resources are saved by not using unnecessary electricity. Always ensure lights and air-conditioning are turned off at the end of the meeting when the room is no longer in use.

4. Go to the top. Gain management support by selling your approach to management and emphasising the range of environmental benefits, enhanced public image, and potential cost savings that result from holding green meetings. With management onboard you will find it easier to achieve objectives.

5. Stay close. Reduce distances travelled by delegates. Choose a venue that is close to as many of the attendees as possible. Where possible suggest public transport options or a shuttle service. If driving is necessary try to arrange car shares to reduce emissions.