The Myths of Green Events

Happy Earth Day!

Today marks another Earth Day since its first launch day on April 22, 1970. As a professional event planner, I am cognizant that our industry has the potential to reduce the amount of waste and energy during the planning of an event. After 40 years of Earth Day's inception, I still hear common myths about why many people still choose not to use eco-friendly practices in their day to day lives. What are some myths that we buy into?

Myth # 1: Green events are too expensive – False. Simply switching to pitchers of filtered water at meetings and events instead of providing bottled water can save you hundreds to thousands of dollars?

Myth # 2: Green events are a hassle to prepare for – Is it really? The process of planning of an event is no different weather you print signage on sustainable cardboard than a foam core base.

Myth # 3: Green events reduce the quality of the event experience – This is not true. We are seeing many leading events such as the Juno Awards are making a transformation in their planning processes to include sustainable practices.

Here are some great recommendations on how you stay “GREEN” and help reduce the impact on the environment at your next event:

• Choose a caterer that offers locally grown, organic, and Ocean wise products
• Create centrepieces with edible products such as breads, fruits or potted plants
  
• Use recycling or composting as a part of your waste management procedures
• Select recyclable signage and invitations options whenever possible
• Incorporate natural lighting, candle lighting, or LED lights to reduc e consumption of energy

  

Mr. Sandman, Bring me an Airstream!

Coming Soon to Amaryllis Events...

What will Amaryllis Events soon have in common with huge Hollywood super stars such as Brad Pitt, Matthew McConaughey, Sean Penn, Pamela Anderson, and Colin Farrell? This week, I have travelled to Portland, Oregon to purchase the new member of our family...Consuela, a 28 ft Airstream trailer!

Photo Courtesy of Heather Baker

Now, I know trailers haven’t necessarily had the best reputation over the years; with the ridiculous stereotypes that these vehicles are reduced for people of a lower economic status, notorious for outdoor enthusiasts ready to climb Mount Selkirk, or the retired population. Let us break these preconceived notions that have been hammered into your brains by pop culture and I’ll show you Consuela can be the next trendy attraction at your event.

The Airstream has been making a comeback these past few years where it’s popular for celebrities to name their trailers. Brad Pitt & Angelina Jolie have the “Luv Sub”, Matthew McConaughey has “The Canoe”, and Pam Anderson’s “Lovestream”, complete with a vibrating bed and stripper pole – How’s that for trendy! Even Paris Hilton and Nicole Richie travelled from Florida to their home in Beverley Hills in an Airstream in the TV show, The Simple Life.

Photo Courtesy of Sean Flanigan

So, what could you possibly do with an Airstream trailer at an event you ask? Well, transportation for starters, but also equipped with a full bedroom, bathroom, and kitchen area making it perfect for a bridal party powder room, or an event command centre. Complete with a classic streamline appearance to incorporate it as the main attraction at a vintage style wedding as a unique bar, a fast food kitchen, or even serve gourmet snow cones to your guests during the hot summer months. The possibilities are endless!

Photo courtesy of airstream bar by kate mefford

My Trip to Everest, Nepal

Have been fascinated by the Everest region of Nepal for years. It all started with my book club selecting Into Thin Air as our monthly read. Up to that point I thought anyone wanting to climb the highest mountain in the world was nuts. Had no interest in the book but thought I should at least make an effort, not expecting to finish the book.

So when I was hooked by the middle of the 1st page, I knew at some point in my life I would go to the Everest region of Nepal. So on October 3, 2009, my adventure buddy Darlene and I headed for a 17 day trek to Everest Base Camp, at an altitude of 18,000'. Highlights of my trek: hiking 4-8 hours every day; no booze; strictly vegetarian; accommodation was in $2.00 a night tea houses; no showers, electricity or flush toilets; going to bed at sunset and getting up at sunrise.

Am planning another trek to EBC in April, 2013 – want to join me?

4th Annual North Shore Mayor's Golf Charity Tournament

Planning a Successful Golf Tournament:Tips to Ensure a "Hole in One" Event!

Golf is known as a sport requiring a significant amount of forethought, planning, and precision into each swing. This is no different on the opposite end of the spectrum – an event coordinator is planning a golf tournament for a charity organization. The key to managing a successful event starts with asking five fundamental questions before putting a plan into place:

Who is participating in the event?
When should the event be?
Where should the event take place?
What is the objective of the event?
What is my budget?

Heather Baker, the owner and principal of Amaryllis Events is seasoned in organizing fundraising events, with The Annual North Shore Mayor’s Golf Charity Tournament being her most successful venture. This annual charity event is a collaboration of the Mayor’s of the City, District of Vancouver, the Mayor’s of West Vancouver, and the Community Trust Funds of each district. Over the past three years, the event has raised contributions amounting to $348,000. Each year the proceeds have been equally divided between a local charity organization of the Mayor’s choice, and the Mayor’s Trust Fund which is managed by the North Shore Community Foundation. Heather is developing their 4th annual charity tournament coming this May 27, 2011, and will share her insights on her experience with holding fundraising events and how to manage sponsors.

Some suggestions she offers with planning a successful tournament include:

1. Know your budget! Aim to not only meet, but exceed your targets.

Have an outline of your sponsorship plan before meeting with potential businesses and vendors. Sponsorship packages should be clear and concise to attract sponsors at all levels. List local companies you wish to approach and those aligned with your event. Your sponsorships should be mutually beneficial, but focus on what they gain by supporting your event.

2. Select the right venue and date for the event.

Choose a venue that appeals to both the beginner, intermediate, and experienced golfer. The Seymour Golf and Country Club in North Vancouver is one of the best courses in BC, with a fantastic green and incredible staff. Make sure your venue meets your event’s space and accessibility requirements. Also, keep in mind other charity events in the city that may decrease attendance.

3. Never make the golf players wait for their food!

Our goal is to keep all in attendance happy. Remember generous donations don’t come from individuals that haven’t been treated properly! Incorporate a mix and mingle format for the after event where hungry golfers can easily grab a beer head to a buffet station with a selection of seafood, deli meats, or pulled pork sliders.

4. Reconsider the silent auction.

Why? They are a lot of work for about 50% of your return on investment at best. We prefer having a live auction with a fantastic auctioneer who can present bidding prices at lightning speed. This builds a sense of excitement and urgency to place a bid on an item that may become unavailable in the next minute. Avoid ordinary items like artwork – they don’t appeal to the attendees! Think outside of the box to create unique and exclusive experiences like the dinner with the Mayor package that raised us $14,000.

5. Use technology

Look for different techniques outside of the traditional print ads to create awareness about your event. Create social networking pages on programs like Facebook and also use Twitter to micro blog about the event. It is fast, easy to use and most importantly, it’s free!

6. Thank your sponsors!

Last, but probably the most important of all, thank your sponsors for their support! Always look for innovative ways to recognize your sponsors at the event. Some of our tremendous sponsors we appreciate are Seaspan, Pacific Arbour Group, and Darwin Constructions Ltd. Thank you all for your continued support!

ISES Vancouver Presents...

Liquor Licensing Within The Event Industry!



Thursday, April 14, 2011 5:30pm - 8:00pm

Location: Sutton Place Hotel (Salon Prommard)
845 Burrard Street, Vancouver, BC



Price: $38 Members
$28 Students
$54 Guests

Registrations are still being accepted at the door, so just drop on by after work!

Come join established event industry professionals welcome our guest speaker, Bert Hicks from Rising Tide Consultants! Bert, a liquor licensing expert, will discuss the need for new licensing categories for the event industry. It's a perfect event for most seasoned event planner to the novice event coordinator. Mix and mingle with others in your industry over delicious appetizers and beverages. This is a great opportunity for networking with ISES Vancouver professionals, other event planners and a chance to complete the evening with some wonderful door prizes too!

See you tonight!

New Green Meeting Standards

NEW Green Meeting - Standards Thinking Beyond the Checklist


By canadianspecialevents.com Magazine •
canadianspecialevents.com




E-Interview with leading panelists:

Shawna McKinley
Director of Sustainability for MeetGreen®
www.meetgreen.com

Ginny Stratton
Principal of Strategin Solutions
www.strateginsolutions.com



ISES Vancouver had the pleasure of hosting a group of expert panelists in a discussion on sustainable event standards, as the ISO (International Organization for Standardization) gears up to launch their ‘Sustainability in Event Management’ Standard (ISO 20121) in 2012. “While the event industry offers valuable educational, social, and economic benefits”, Heather Baker, VP Programs for ISES Vancouver, explains, “the organization of these events can generate considerable waste and cause environmental harm”. We asked panelists Shawna and Ginny to provide their perspective on this crucial topic.

What initiatives do you hope to establish under the new ISO Standards?

Shawna McKinley “MeetGreen already operates a BS 8901-compliant management system for sustainable events. As this standard was the foundation of the ISO standard so we hope this will prepare us to comply with the new international requirements once they are adopted.” Ginny Stratton “Widespread use of the ISO 20121 standard will provide the Canadian event industry the opportunity to position itself as a leader in event sustainability.”

Will the standards be structured to roll out in stages set over a period of years or one single initiative?

Shawna McKinley “They actually all seem to be hitting at once, which I think is making it a bit overwhelming for professionals! My experience with BS 8901 has been that it is not productive to try to change your business or event over-night to comply with it. You really need to have a long-term commitment to the process and engage people in how they want to see it roll out. In terms of the APEX-ASTM standard it does have a four-level structure,
which you can choose to gradually implement.”

Ginny Stratton “ISO 20121 is currently in its final phases of development and its release is set to coincide with the London 2012 Summer Olympics. As part of the final development
phase, the ISO 20121 Draft International Standard (DIS) will be released for public comment in April of this year.

The public will have five months to review the standard and submit comments. For information on this process, you can check out the ISO 20121 website or contact local event sustainability
management specialists such as Strategin Solutions or MeetGreen”

How will certification impact private and corporate functions?

Shawna McKinley “Not all of the standards include a certification. Some do, some do not. Those that do may be selfcertified, or may require independent certification or provide options for both. It seems that certification is an important driver for people to comply with the standards. LEED is a perfect example of this - it is a huge coup for the Vancouver Convention Centre to achieve the Platinum designation. The independent certification provides validation that can be used in marketing. This kind of validation can be important to combat green washing concerns, which consumers often experience related to environmental claims.”

Will there be penalties or fees for non-compliance? And if so, who will enforce it?

Ginny Stratton “Pursuit of compliance with ISO 20121 is voluntary. It is designed to be used by organizations across the event supply chain, including event organizers, venues, and suppliers of event related goods and services, to demonstrate their commitment to sustainable development and event sustainability and to report on performance. Users of the standard may voluntarily claim compliance with the standard, or may pursue second or third party verification.“

Where can event and meeting professionals get the information they need to create events according to the ISO standard policy?

Shawna McKinley “There is a Linkedin group that is helping to disseminate information about the standard. Anyone can apply to listen and contribute to the group.”

Ginny Stratton “The ISO 20121 standard will include guidance for use, but local event sustainability management specialists and industry associations will also provide a wealth of information to assist event and meeting professionals.”

Thank you Shawna and Ginny for taking the time to provide us with your insight and extra special gratitude to Karran Finlay, VP Sponsorship, ISES Vancouver and President of Karran Finlay Marketing (kfm), www.karranfinlaymarketing.com/ for allowing us the opportunity to connect and learn.

Issue 22
CEP22.pdf page 24 & 25 of 36

Amaryllis Events - Heather Baker Featured in BIV Magazine!

Planning a “hole in one” event

Golf tournaments have become the choice of many charities for raising revenue. What does it take to run one successfully?

By Jennifer Harrison

For many, the arrival of spring heralds the start of the golf season, bringing with it a spate of charity golf tournaments throughout Vancouver. With so many tournaments benefiting a variety of worthy causes, there are many factors to consider when organizing a unique and ultimately successful event.

Photo courtesy of Heather Baker

Heather Baker (in photo above), owner and principal of Amaryllis Events, a north shore event-planning company, has been organizing fundraising events for more than 15 years. She lists the North Shore Mayor’s Golf Charity Tournament as one her most successful ventures to date, raising $348,000 in its first three years.

This annual charity event is a collaboration between the mayors of North Vancouver and West Vancouver, and is administered by the North Shore Community Trust Fund and the West Vancouver Community Trust Fund.

Each year, the proceeds have been equally divided between a local charity organization of the mayors’ choice, and the Mayor’s Trust Fund that is managed by the North Shore Community Foundation.

Baker sees little difference between the game of golf itself and the actual organization of a golf tournament for charity purposes.

“Golf is known as a sport requiring a significant amount of forethought, planning and precision, and this is no different on my end of the spectrum,” she said, insisting that having plenty of lead time is crucial when organizing such an event.

Photo courtesy of Heather Baker

Most planning begins at least six months in advance, allowing ample time to secure key sponsorships. Baker always looks at ways to integrate the specific charity and what they do into the event.

“If the golfers can have a couple of minutes to put a face to the people that they are helping, they will be more willing to give money to support them.”

Baker accomplishes this by providing ample representation for the charity on the actual golf course at a specific hole. She also stresses that having a strong and committed team working collaboratively is vital to the success of the event. Additionally, Baker noted the importance of branding, no matter how small the budget.

“An investment in a charity event that will be ongoing is extremely worthwhile. You spend it up front, then the brand recognition is priceless in the following years.”

This sentiment is similarly echoed by Dave Whitaker, event co-ordinator, golf tournaments and events, at Vancouver’s University Golf Club. Over the spring and summer months, Whitaker oversees 80 golf tournaments at the course, more than half of which are charity events. He says that an annual golf tournament needs time to experience organic growth, and with this growth comes recognition and increased success.

“The scale and number of people that are required to help a tournament and the contacts that are needed to maintain a successful event are built over time.”

Tracey McVicar, managing director of Vancouver private equity firm CAI Capital Management insists that leveraging this network is key to her tournament’s success.

McVicar organizes an annual golf tournament – Golf for Good – at the University Golf Club. The tournament benefits the Atira Women’s Resource Society, Big Sisters of the Lower Mainland and the Vancouver Japanese Language School.

Last year, the tournament raised more than $105,000, and since its inception four years ago Golf for Good has raised more than $300,000. McVicar attributes the success of the event to the affinity group of the participants and their shared network.

“I theme it around private equity firms in town – where they go, the service providers follow,” she said. “I make it so there is a business reason for them to be there and its fun for them to see old friends or colleagues that they don’t get to see very often.”

When planning a successful charity event there are countless considerations to be made. However, the ability to focus in on one unique aspect of the event, whether it be the participants or the charity to be benefited, is paramount.

Said Baker, “It’s not just about having people come play golf and making a few donations, but creating a memorable guest experience from the moment they step on the golf course until their departure.” •

Photo courtesy of Heather Baker

jharrison@biv.com

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This article from Business in Vancouver April 5-11, 2011; issue 1119