Claire Mance

GUIDELINES FOR HOSTING Healthy & Sustainable Meetings

B4168

Extension strives to build strong communities and productive environments that help people make

healthy choices that are simple, nutritious, and delicious. Creating a culture of health at conferences and meetings is one way to model wellness and encourage those we work with to eat healthy and be physically active. Extension prioritizes the health of its employees, learners, and partners. By cultivating social norms around healthier choices and behaviors, we demonstrate that our organization can walk the walk.

Almost half a person’s waking hours are spent in the workplace, where the environment is sure to influence employee health. Given the strong relationship between diet and health, as well as increasing rates of overweight and obesity, we recognize our role in supporting healthy lifestyle choices. By adopting healthy

meeting standards, time spent at meetings, trainings, or conferences can help people meet daily recommendations for nutrition and physical activity. The intention behind these guidelines is not to dictate what individuals are allowed to eat or bring to the office for special occasions or events. Rather, these guidelines serve to assist Extension employees in using university resources to provide healthy foods and beverages and offer opportunities for physical activity that are consistent with current health research and recommendations.

The following are tips for planning a healthy meeting, separated by category. We recognize that this guide may not fit your organization’s every need, and some suggestions may not be applicable. Unsure how to start? Select a few strategies, try them on for size, and adapt as necessary!

ENVIRONMENT

Set the Scene

► Inform attendees about the healthy meeting guidelines or provide signage that explains the intention and rationale.

► Ensure healthier options are attractively presented, appealing, and taste good.

► Place healthier foods and beverages in prominent positions where they are most likely to be seen and chosen.

NUTRITION

Meals and Snacks

► Provide fruits, vegetables, or both each time food is served.

► Offer whole grain options when possible.

► Provide vegetarian options like grain salads with winter squash, a taco bar with beans and tofu, or vegetable lasagna.

► Provide lean proteins such as beans, lentils, fish, poultry, eggs, or unsalted nuts (be conscious of allergies to eggs, peanuts, tree nuts, or fish).

► Serve dressings and condiments on the side.

► Provide water instead of sugar-sweetened beverages.

► Serve fruit instead of a dessert.

► Serve small or pre-portioned sandwiches, baked goods, and other items.

► Select options that are low in added sugar and salt.

► Request feedback from participants regarding dietary preferences and restrictions prior to meeting and communicate requests to caterers.

join us

We’re committed to healthy choices for our meeting and hope you enjoy today’s selection!

GUIDELINES FOR HOSTING HEALTHY & SUSTAINABLE MEETINGS • UNIVERSITY OF WISCONSIN–MADISON • DIVIS ION OF EXTENSION

AcknowledgementsGuidelines for Hosting Healthy and Sustainable Meetings was developed by Dane County Extension and has been adapted from evidence-based resources promoting healthy, active, and environmentally friendly meetings from the following institutions.

• Ohio State University Extension

• University of California San Francisco

• Center for Science in the Public Interest

• National Alliance for Nutrition and Activity

ReferencesOhio State University Extension. Healthy Eating at Meetings Guidelines. https://fcs.osu.edu/sites/fcs/files/imce/PDFs/Healthy_Eating_at_Meetings_Guidelines.pdf.

University of California San Francisco. Healthy Meeting and Event Guide. https://campuslifeservices.ucsf.edu/upload/livingwell/files/UCSF_Healthy_Meeting__Event_Guide_2017.pdf.

Center for Science in the Public Interest. Healthy Meetings. https://cspinet.org/protecting-our-health/nutrition/healthy-meetings.

National Alliance for Nutrition and Activity. Healthy Meeting Toolkit. https://cspinet.org/sites/default/files/attachment/Final%20Healthy%20Meeting%20Toolkit.pdf.

Copyright © 2019 by the Board of Regents of the University of Wisconsin System doing business as the University of Wisconsin–Madison Division of Extension. All rights reserved.

Author: Claire Mance is the Healthy Communities Coordinator for FoodWIse in Dane County. Division of Extension publications are subject to peer review.

University of Wisconsin–Madison Division of Extension, in cooperation with the U.S. Department of Agriculture and Wisconsin counties, publishes this information to further the purpose of the May 8 and June 30, 1914, Acts of Congress. An EEO/AA employer, the University of Wisconsin–Madison Division of Extension provides equal opportunities in employment and programming, including Title VI, Title IX, and ADA requirements. If you have a disability and require this information in an alternative format, or if you would like to submit a copyright request, contact Division of Extension Publishing at 702 Langdon St., L50 Pyle Center, Madison, WI 53706; pubs@extension.wisc.edu; or (608) 263-2770 (711 for Relay).

This publication is available from your Wisconsin county Extension office (counties.extension.wisc.edu) or from Division of Extension Publishing. To order, call toll-free 1-877-947-7827 or visit our website at learningstore.extension.wisc.edu.

Guidelines for Hosting Healthy & Sustainable Meetings (B4168) I-04-2019

SUSTAINABILITY

Go Green

► To reduce waste and packaging, avoid boxed meals or wrapped sandwiches and instead serve food buffet style on platters. Consider serving items that do not require single-use utensils or plastic straws. Use biodegradable or compostable plates, cups, and utensils when possible.

► Provide water in reusable dispensers. Avoid single-serve bottles. Encourage participants to bring a water bottle from home.

► To decrease paper use when possible, utilize electronic communication for announcements, event registrations, and resource materials (be conscious of access to reliable Internet).

► Use chalk boards, dry erase boards, or electronic projectors instead of flip charts.

► Establish a donation plan with your caterer in advance so that any prepared but undelivered food can be donated by the caterer to a hunger relief organization. Any prepared food that is served or put out for consumption should not be donated. Best practices for safe donations can be found in Extension’s Safe and Healthy Food Pantries Project Toolkit.

► To reduce food waste, consider ordering fewer portions than expected attendance to account for no-shows.

► Consider having a waste station for recycling, compost, and trash. Hang signs on bins that explain what is considered recycling and compost.

PHYSICAL ACTIVITY

Move with a Mission

► Begin meetings with a moment of mindfulness or meditation.

► Provide a physical activity break of 10 to 15 minutes for every 3 hours of sitting time.

► Inform attendees it is okay to stand during the meeting or move within the meeting space.