Making annual general meetings “environmentally responsible”

Financial investment: a three-person team is appointed and given the task of contacting partners and suppliers and overseeing the preparation of the event. Financial costs are particularly high when partners have to cover additional expenses in cases of emergencies, since these expenses are then billed to or shared with clients. For example, Desjardins joined Montréal’s Palais des Congrès in a program to collect compostable material: the Palais was responsible for collecting the compost and Desjardins paid for transporting it to a special treatment centre (in Sorel). However, such costs are decreasing as partners become better equipped to handle such environmental tasks. In general, organizing an environmentally responsible event costs about $5-10 more per person than it does for “traditional” events.
Time investment: the first time an environmentally responsible event was held, the necessary preparations lasted over eight months. At the end of the second year, only about three to four months was required. It is necessary to get involved in the event logistics as soon as the planning begins; one has to be aware of all requirements sufficiently far in advance so that suppliers can address them and act accordingly. It is often necessary to raise awareness among partners and provide them with support.
Investments in terms of awareness-raising: a team of volunteers (in the case of Desjardins, about 10 people for 2,500 participants) is quickly formed before the event to raise awareness among the public regarding topics such as the selective sorting of waste. During the event, information regarding the concept of an environmentally responsible event is distributed to the public. Overall, feedback from participants at such events is very positive.