Fox Embraces Personal Responsibility in Organizing a Sustainable Event

Situation

With sustainability top-of-mind and a priority for many organizations, including the travel industry, Fox embraced this responsibility when planning a two-day Customer Advisory Board Meeting.

GBTA Sustainability Report

2022 GBTA study revealed that 89% of industry respondents said sustainability is a top priority for their customers.

Solution

Fox showcases simple steps to bring people together for an impactful in-person meeting while minimizing environmental impacts.

Step 1: Selecting a Centralized Destination

Select a central location with the shortest traveling distance for meeting attendees. Through destination research using sites such as The Conscious City Guide and Fox flight analysis, Fox concluded that “Music City,” Nashville, TN offered the perfect balance of entertainment, value and sustainable travel options.

Air travel considerations:

  • Book direct flights or carriers that purchase Sustainable Aviation Fuel (SAF). Note: Not all carriers use SAF; therefore, consider booking a direct route. Shorter distance = lower carbon footprint.
  • Look at seat class. Premium class seating (such as a premium economy or first class) may have a higher impact than the economy seats. Larger seats = larger footprint in seating.

While these booking decisions reduce emissions, Fox was also mindful of the traveler experience.

Step 2: Consider Carbon-Impact of Hotel and Event Decisions

Fox looked at hotel properties near the airport and surrounding area while considering nearby attractions and transportation needs. While an airport property would minimize the travel distance to and from the airport, Fox chose a downtown Nashville hotel that didn’t require transportation to nearby attractions as everything was within walking distance.

Step 3: Ground Transportation the Sustainable Way

Hosting the meeting in downtown Nashville eliminated the need for ground transportation to evening events and activities. However, Fox needed to find airport transportation to the hotel in the most sustainable way.

Fox partnered with Earth Rides, an eco-friendly rideshare service utilizing no-emissions Tesla vehicles to transport attendees to and from the airport.

Consider: Electric vehicle rentals are also a sustainable option. However, make sure there are charging stations near your destination.

Step 4: Seek Eco-Certification Accommodations

The hotel industry has also stepped up its sustainable practices in design, services, and amenities by establishing eco-certification credentials through third-party programs, such as LEED, Green Globe, Green Key Global and others.

USGBC logoThese programs helped Fox find the ideal property for the advisory meeting. Not only was it a LEED Certified hotel, but it was also located in the heart of “Music City,” within walking distance of shops, restaurants and entertainment.

Even if not LEED Certified, some green hotel initiatives to consider include:

  • Smart thermostats and sensor lighting that automatically turn on once the
    room is checked in.
  • Smart showers limit the length of showers to pre-set time.
  • Liquid amenity dispensers (which help eliminate millions of plastic bottles each year.)
  • Bathrooms stocked with natural and organic soaps and shampoos from certified green manufacturers. A hotel towel program where guests can opt out of daily housekeeping service.

These choices can support green meeting initiatives with little to no impact on the traveler’s experience.

Step 5: Earth-Friendly Meeting and Sustainable Dining Options

The green initiative continued throughout the planning of the board meeting, along with a plethora of evening group dining and entertainment options steps away from the hotel.

  • Meeting room plastics were replaced with washable dishware.
  • Box lunches were served vs. buffet, eliminating unnecessary food waste often experienced with buffet service.
  • Use of the Cvent Crowd Compass mobile app allowed attendees to view meeting agenda and materials from the app, eliminating the use of printed handouts.
  • A virtual speaker eliminated additional travel.
  • Locally sourced sustainable dining options. Using Zero KM food and local farm-to-table dining cuts down on transportation.

Green Welcome Gifts

  • Reusable totes instead of paper gift bags.
  • Reusable water bottle.
  • Shop local to avoid shipping.
  • Shop green by looking for green certified businesses.

Discoveries

The Impact of a Sustainable Event

While sustainable events require more planning and consideration, there are numerous benefits. Besides the obvious environmental benefits, this event never impacted the attendees’ experience as they were delighted and amazed to learn this was a sustainable event without even realizing it.

By taking these small, conscientious steps, your future events can benefit the planet, your attendees, and your organization. Fox would love to help you plan your next extraordinary eco-friendly event!