Fill It Forward offered an eco-friendly and engaging event experience at PCMA’s Convening Leaders
In today’s climate conscious world, organizations need to find innovative ways to minimize their footprint while maximizing attendee engagement. In a word, ditch the disposables. Enter Fill It Forward, a clever program that transforms reusable water bottles (and other items) into powerful tools for sustainability and connection. The impact of a program like this was clear at the Professional Convention Management Association (PCMA) 2025 Convening Leaders conference, which drew 3,800 attendees.
Forgoing generic giveaways that end up in the hotel room trash, attendees were given Fill It Forward water bottles. Fill It Forward takes the classic reusable water bottle and infuses it with a tech-savvy twist. Each bottle is printed with a unique QR code, customized for the event and even, as demonstrated at other gatherings, personalized for each attendee. Attendees at Convening Leaders received their branded Fill It Forward bottle at registration and having the option to customize it with their name or a fun phrase, eliminating any confusion about whose bottle was whose throughout the conference. This simple touch adds a personal element, instantly making the bottle more valuable and increasing the likelihood of continued use.
But the real magic lies in the companion app. Attendees were encouraged to scan their bottle’s QR code each time they refill, logging their individual contributions to sustainability. At an event the size of Convening Leaders, these individual actions can add up to a significant collective impact. The app aggregates these scans, showcasing the total number of refills for the entire group and calculating the positive environmental impact – from reduced plastic waste to conserved water resources. This real-time feedback provides a tangible sense of accomplishment, fostering a collective spirit of responsibility among thousands of attendees.
Further Reading: A Toast to the Future
Beyond the environmental benefits, Fill It Forward adds an element of gamification. The app features a re-use leaderboard and other engaging challenges, encouraging friendly competition among attendees and further driving participation. Imagine the buzz at Convening Leaders as participants vie for the top spot on the refill leaderboard! With thousands of attendees, the potential for engagement is enormous.
And the feel-good factor doesn’t stop there. For every scan, Fill It Forward donates to a network of charitable partners, including organizations like WaterAid, Wine to Water, and Second Harvest. This charitable component adds another layer of purpose, transforming a simple act of refilling into a contribution to global causes. At an event like Convening Leaders, the cumulative donations from participant scans could make a substantial difference.
Fill It Forward isn’t limited to water bottles. The program can be applied to reusable coffee cups, tote bags, and other items, offering a versatile solution for a wide range of event needs. Whether it’s a large-scale conference like Convening Leaders, a corporate retreat, or a smaller meeting, Fill It Forward can be tailored to fit any event size and budget.
For meeting planners seeking to incorporate sustainability into their events without sacrificing engagement, Fill It Forward offers a compelling solution. It’s more than just a reusable bottle; it’s a conversation starter, a team builder, and a tangible symbol of a commitment to a greener future. At a major event like PCMA Convening Leaders, it’s a simple, yet powerful way to make a lasting impact, one refill at a time, multiplied by thousands.
Any thoughts, opinions, or news? Please share them with me at vince@meetingsevents.com.
Photo by Fill It Forward
