Skip to main content

Green your meeting

Green meeting checklist

A green meeting takes into consideration location, materials, food services, energy conservation and waste to reduce environmental impact. This green meeting checklist provides suggestions to minimize negative environmental impacts associated with hosting meetings. It can be applied to on- and off-campus meetings or events.


durham transit at UOIT
  • Choose a location accessible by public transit, such as the university. Provide public transit directions and encourage carpooling, biking or walking.
  • Choose a central location that requires the fewest number of people to drive.
  • Select a Leadership in Energy and Environmental Design (LEED)-certified or energy-efficient building/venue.
  • Avoid travel and use telephone- or video-conferencing technology when possible.


  • Use electronic advertising and promotion.
  • Use web-based invitations and email followup information.
  • Email out presentations and meeting agendas instead of printing them.
  • Request that attendees bring laptops to the meeting to take notes.
  • If handouts are necessary, print double-sided and use sustainable paper such as Step Forward Paper.
  • In place of flip charts, use reusable whiteboards with water-based, non-toxic markers.
  • If decorations are necessary, chose reusable options (tablecloths, potted plants, etc.).
  • Reuse signage.
  • Collect and reuse name tag holders (draw from the badges for a prize).
  • If you are giving a gift to presenters or participants, consider products that are sustainable, durable, minimally packaged and made locally.

Food service

  • Select a caterer who uses sustainable practices and request an eco-friendly meal. Ontario Tech's food service provider can provide sustainable meal options.
  • Provide university-branded reusable water bottles in place of plastic bottles. Contact the Office of Campus Infrastructure and Sustainability for Go Green. Stay Blue reusable water bottles.
  • Provide reusable dishware if possible or ask participants to bring their own cups or mugs.
  • If disposables are necessary, provide compostable (if composting is available) or recyclable plates and utensils.
  • Use napkins made from recycled content.
  • Serve finger food that requires napkins rather than plates.
  • Offer beverages, condiments and other food items in bulk to reduce individual packaging.
  • Use reusable spoons at coffee stations rather than plastic stir sticks.
  • Donate leftover food.
  • Offer vegetarian meal options.
  • Use green cleaning products (Ontario Tech facilities use these).
  • Reduce the amount of plastic used (cups, wrappers, bags, etc.) with resuable items.

Energy conservation

  • Turn off electronic equipment and power bars when it is not in use.
  • Turn off lights when the room is not in use.
  • Remind attendees not to idle.


  • Make sure recycling bins are easily accessible in the room, and clearly labeled.
  • Arrange to compost food waste if possible.