how to plan a sustainable meeting in 2025

Maine Green Hotels + Sustainable Practices

Maine is a leader in environmental initiatives, focusing on renewable energy, conservation, and climate resilience. The state has set ambitious goals to reduce greenhouse gas emissions by 80% by 2050 and achieve carbon neutrality by 2045. Through programs like the Maine Climate Council and the Clean Energy Innovation Challenge, the state is investing in energy efficiency. Maine also prioritizes land conservation, with efforts to protect forests, waterways, and coastal ecosystems. Additionally, policies such as the ban on single-use plastic bags and expanded recycling programs showcase Maine’s commitment to sustainability and environmental stewardship.

Below, discover ten strategies for a sustainable meeting in the picturesque coastal city of Portland, Maine and its charming area towns.

1 | Choose a Venue with Sustainable Practices

Selecting a Maine venue with strong sustainability practices is the first step in planning a green meeting in Maine. Greater Portland offers several eco-friendly venues that have implemented measures to reduce their environmental impact and meet your budget. Some properties have completed their Green Lodging Certification for energy efficiency, food and beverage management, and use of environmentally friendly products. By choosing a sustainable venue, you can host an event that aligns with your values without compromising on cost or quality.

Sustainable meetings attract attendees who value environmental responsibility, offering them the opportunity to participate in events that align with their personal and corporate sustainability goals. By choosing eco-friendly venues, reducing waste, and incorporating green practices, these meetings create a positive, forward-thinking experience that resonates with today’s environmentally conscious professionals.  Let us help by including your sustainability requirements in your request for proposal. Or just start by exploring the variety of hotels, resorts, and inns available in our region for meetings and events. Start here.

2 | Prioritize Local and Organic Catering

When planning your event it’s easy to opt-in to local, organic, and seasonal products. Greater Portland’s vibrant foodie scene is renowned for farm-to-table restaurants and sustainable seafood. Partner with caterers who focus on sourcing ingredients from local farms and fisheries. This reduces your event’s carbon footprint and supports the local economy providing attendees with fresh, flavorful meals.

Incorporating sustainably harvested Maine seafood into your meeting highlights the state’s rich coastal heritage, aligns with eco-friendly event planning, and supports your bottom line. Choosing a local caterer ensures a delicious, environmentally conscious, and uniquely Maine dining experience—leaving a lasting impression on attendees. Start here.

3 | Reduce Waste + Promote Recycling

Maine recycles 47.7% of waste, the highest percentage of any state in the U.S. (Consumer Affairs, Greenest States in the U.S., 2024). Minimizing waste is a key aspect of sustainable event planning. Start by choosing reusable or compostable products instead of non-recyclable polymers. Instead of plastic water bottles you can offer refillable water stations. Encourage guests to bring their own reusable water bottles – or gift them one in their welcome bag .

Show delegates you care by setting up clearly-marked recycling and composting bins to ensure proper waste disposal. Setting these stations up early and making announcements on how to properly utilize the services will all lessen the amount of environmental impact your meeting or conference makes. Start here.

4 | Use Digital Communication

Reduce paper waste by utilizing digital communication methods for your meeting. Instead of printed invitations and programs, use email, websites, and mobile apps to distribute information. Create online QR codes and add them to presentations, so attendees can follow along or find resources easily.

Event apps can provide schedules, encourage connections, share speaker bios, maps, and other essential details, reducing the need for printed materials. Portland-based tech companies can help develop and manage digital on-site solutions that are compatible with popular event apps such as Whova or EventMobi. Start here.

5 | Offer Sustainable Transportation Options

Encourage attendees to use sustainable transportation options. Portland is a compact, walkable city with many hotels and venues located within close proximity– promote walking as a convenient and eco-friendly way to get around. The METRO bus system and Amtrak’s Downeaster train service offer reliable and green transportation options for longer distances or consider arranging group shuttles or partnering with car-sharing services. Start here.

6 | Integrate Outdoor Activities

Leave a lasting impression on delegates by incorporating eco-friendly activities into your meeting agenda to engage attendees in sustainability practices. Organize team-building exercises that focus on environmental conservation, such as beach cleanups or activities featuring Portland’s working waterfront, and walking tours. Or just break-up the break-out sessions with some yoga stretches in the great outdoors or paddling out on East End Beach. Start here.

7 | Provide Eco-Conscious Swag

Planning to give attendees welcome bags or gifts? Choose eco-friendly items that align with your sustainability goals. Consider practical items or products from local artisans or businesses that prioritize sustainable practices. For example, Sea Bags utilizes returned sails in all their bags, creating durable and beautifully designed bags from recycled materials.

How about offering-up an Amenity Bar? Allow attendees to choose their own welcome gift from a selection of local products. This personalized approach reduces waste by providing items attendees will truly appreciate and use. This initiative not only promotes sustainability but also creates a more memorable and customized experience for everyone. Start here.

8 | Educate and Inspire Attendees

Use your meeting as an opportunity to educate and inspire attendees about sustainability. Include sessions or workshops on green practices and how they can be implemented in their own businesses or events. Invite local environmental experts or representatives from sustainable businesses to speak. By promoting sustainability, you encourage attendees to carry these values forward, amplifying the impact of your efforts. Our team can help you make these local connections. Start here.

9 | Work with your local CVB for recommendations

Visit Portland is the only Convention and Visitors Bureau in Maine. Our team has their finger on the pulse of new community and city initiatives as well as what sustainable projects our partners are working on. Whether you’re planning a board meeting, conference, family/military reunion, or small town takeover, we provide insider knowledge and exclusive access to the best Greater Portland has to offer.

Services are free to meeting planners, so check out what we can offer for local recommendations to get your event planning process started. Start here.

10 | Measure and Report

Finally, data is indispensable. If hosting environmentally-forward events and conferences is important to you, we encourage you to measure the environmental impact of your meeting and report the results. Measure how much waste was composted and recycled instead of sent to a landfill. Use metrics to track the energy use you saved by using the initiatives above and selecting a state, like Maine, that prioritizes sustainability.

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If you’re interested in diving deeper into the world of sustainable event practices and not sure where to start,
reach out to our team for more ideas.