Forest Service Checklist for Planning Local Events

Federal policy, including Executive Order 13693, Planning for Federal Sustainability in the Next Decade, and Federal Travel Regulationsencourage sustainable events. Forest Service Handbook(FSH 6509.33 Chapter 300) also states,“It is the responsibility of the Forest Service Deputy Chiefs to…Ensure units manage resources in an environmentally positive way, which includes giving preference to virtual events and facilities which consume less energy.”

This checklist provides sustainable actions to consider and related resources and examples to helpevent coordinatorsreduce the environmental footprint of local events, i.e., smaller Forest Service-hostedevents held in a Forest Service building. Examples include National Forest Leadership Teammeetings, Research meetings with local Universities and other partners, public-engagementmeetings, and local events open to partners and the public.This also supportsCore Action 5 of the Sustainable Operations Accomplishment Reporting which asks units to: “Incorporate sustainable practices into onsite events and/or replace some onsite events that require travel with hybrid or virtual events.”

The Greening Your Events Websitehas more resourcesfor all event types and checklists for larger onsite, virtual, and hybrid events.In addition, you can read about successful examples of green events across the agency.

Fill out the Green Event Feedback Formafter your event, so we can learn from your efforts.

Actions for Green Local Events / Tips, Resources, and Examples
Make a Statement and Prepare Participants!
Develop an environmental statement for the event and include that in event invite/preparation materials, so participants are aware of and are prepared to contribute to the green aspects.
Ask attendees to bring their own:
  • Nametags (or use recyclable name badge inserts and collect lanyards at the end of the event to re-use).
  • Stationary, notepads, and laptops (as necessary).
  • Refillable water bottle and/or coffee mug.
/ Example Statement:
“This is a Green Meeting! We are reducing the environmental impact of this meeting by minimizing paper handouts (and printing necessary handouts on 100% post-consumer recycled paper), providing locally-sourced snacks, encouraging participants to bring refillable drink containers, and providing recycling and composting.”
Consider Virtual or Hybrid Options
Consider offering virtual participation for some of events (e.g., allowing virtual participation for two of four meetings annually, particularly those held in winter months when driving conditions may be less safe). / Planning Checklist for Hybrid Events
Eco-Friendly Local Travel
Take public transportation or reserve the most efficient vehicle available, considering road type and conditions for safety.
Practice eco-driving: ensure tires are properly inflated, maintain a constant speed, avoid sudden starts and stops, etc.
Coordinate carpools with others originating at and returning to the same location.
Provide secure bicycle and locker storage and access to showers for participants. / Eco-Driving Tips
The League of American Bicyclists, Bicycle Friendly Business Program
How to be Bicycle Friendly
Tip: Post a carpool sheet in a visible, common area for employees to sign up to drive together or create a unit-specific carpool calendar within Outlook.
Accessible for All
Ensure meeting space complies with accessibility standards and provide for accessibility as required (e.g., sign language interpreter). / Guide for Accessible Meetings (DOJ)
Reduce Printing
Minimize paper handouts and ensure all documents are printed double-sided on 100% post-consumer recycled, chlorine-free paper labeled as such. If possible, use Biobased inks. / EPA Paper Recycling
Food and Waste
If food is provided, purchase locally-produced, organic/sustainably-produced food and provide vegetarian options.
Provide drinks (water, coffee, etc.) and condiments in bulk serving containers to minimize individual packaging.
Use reusable dishes, utensils, and cloth napkins. If reusable options are not feasible, use Biobased or BioPreferred products
Post a flyer in the meeting room(s) to help visitors understand what and where to recycle, compost, etc.
Provide recycling and composting bins in meeting rooms.
Arrange to donate leftover food to a nonprofit (or other) organization after the event (otherwise compost food waste). / Local Harvest
USDA BioPreferred Program
Example Flyers to Post for Green Meetings
National Recycling Coalition Green Meeting Reference
EPA Sustainable Management of Food Site
Learn From and Share Your Efforts
Use an electronic evaluation format for participants to provide feedback after the event (and to reduce paper evaluations).
Share successes, barriers, and challenges to meet and implement the actions in this checklist, so others can learn from your efforts. / See instructions in the
FS Green Event Feedback Form