Healthy Meeting Options for the Youngstown State University Community

Guidelines for planning healthy meetings, conferences, and events

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YSU Healthy Meetings Guide 2013

Table of Contents

Why a Healthy Meetings Guide? …………………………………………………………………………………………………… 2

General Guidelines for a Healthy Lifestyle ..………………………………………………………………………………….. 3

Where to Begin ………………………………………………………..…………………………………………………………….……. 4

Make Healthy Choices ……………………………………………………………..…………………………………………………… 4

The My Plate Guidelines ………………………………………………………………………………………………………………. 5

Planning for Special Dietary Needs ..…………………………………………………………………………………………….. 6

Special Diets Explained …………………………………………………………………………………………………………………. 7

Choosing Your Menu ……………………………………………………………………………………………………………………. 9

General Menu Considerations ……………………………………………………………………………………………………… 11

Activity Break Ideas …………………………………………………………………………………………………………………….. 12

Activity Break Guidelines …………………………………………………………………………………………………………….. 13

Healthy Meetings Checklist …………………………………………………………………………………………………………. 14

References ………………………………………………………………………………………………………………………………….. 15

Acknowledgements …………………………………………………………………………………………………………………….. 16

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YSU Healthy Meetings Guide 2013

The Living Well program is dedicated to increasing employee’s knowledge about the relationship between

lifestyle and health. It hopes to educate and empower the employees of Youngstown State University to

help make healthy choices that promote a healthy lifestyle.

Meetings and events are a major part of campus culture. Many of these meetings include food,

beverages, and being stationary for long periods of time. This guide provides recommendations,

suggestions, advice, and resources on how to make meetings more healthful with nutritious food options,

and activity breaks.

These guidelines were developed to help employees make healthier choices for their meetings, and

beyond. It is to demonstrate the healthier options on campus and assist in recognizing these choices, to

ensure selecting healthy options is easier. This packet will work on the premise of healthy guidelines

being:

Eating fewer calories

Being more active

Making wiser food choices

Increasing consumption of whole grains

Increasing consumption of fruits and vegetables

There are strong correlations between the lifestyle factors of diet and exercise, and overall health and

wellbeing. Making meetings healthier will help to create small changes toward building a healthier

campus, with healthier employees.

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YSU Healthy Meetings Guide 2013

General Guidelines for a Healthy Lifestyle

1) Eat a healthful and varied diet

Ensure that foods eaten each day encompass

the food groups: fruits, vegetables, whole

grains, low-fat dairy products, lean protein, nuts

and seeds, and healthy fats. This variety of

foods will provide energy and all of the

necessary nutrients for the body. Reducing salt

and sugar in the diet will reduce the incidence

of high blood pressure, water retention, and

empty calories.

2) Drink water

Water meets the body’s fluid needs. Beverages

such as sodas, coffee specialty drinks, and other

sweetened drinks can add hundreds of calories

a day without any nutritional value.

3) Eat the right size portions

Portion sizes of many foods purchased outside

of the home have increased dramatically, which

in turn has caused increases in body weight. For

example, bagels, muffins, cookies and

sandwiches have doubled or tripled in size and

calories over the past several decades. Choices

for healthy portions can be offered by

requesting smaller or “mini” portions, cutting

baked goods in half or serving sandwich or wrap

slices.

4) Be active

Regular physical activity helps manage body

weight, boosts mood and energy level, and is

important for overall health and fitness. The

general recommendation is to be physically

active for at least 30 minutes most days of the

week. This can be broken into short bouts of

activity that can add up to 30 minutes over the

course of the day. Just 10 minutes of an activity

break during a long meeting can support

participants in achieving this goal.

5) Quit smoking

Smokers and other tobacco users are more

likely to develop disease and die earlier than are

people who don't use tobacco. Tobacco use

does not benefit health in any way. Use the

resources and support available to you to make

a permanent change for your health by quitting

for good.

6) Alcohol guidelines

There is some evidence that one glass (5 fluid

ounces) of red wine a day could prevent heart

disease. If you consume alcohol, you should do

so in moderation. “Moderation” is described as

no more than one drink per day for women and

two drinks for men. One drink is measured as:

12 fluid ounces for beer, 5 fluid ounces for

wine, and 1.5 fluid ounces for distilled spirits

(80 proof).

7) Handle stress appropriately

Stress is a natural response of the body,

however, excessive and unmanaged stress can

be damaging to the body, physically and

mentally. After identifying stress triggers, find

ways to combat the stress felt that work for you

personally. Some ideas could be exercising,

reading, relaxing or spending time with friends.

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YSU Healthy Meetings Guide 2013

Where to Begin

If you are planning a meeting or event, you want your participants to be energized and productive.

Offering access to healthy foods and physical activity will:

Increase attendee’s concentration and energy levels

Increase participant’s engagement

Support the overall health of attendees

Model healthy behaviors

By following the general tips below and throughout this guide you will be able to make healthy choices

easily when planning your meetings. There are also ideas and specific choices from the YSU dining and

catering services company, Chartwells.

Make Healthy Choices

General tips for planning menus and snacks for meetings and/or conferences.

1) Keep variety, balance, and moderation in mind.

Vary the selections to include components from every food group

Provide a balance between healthier options and less healthy options, like sweets and

desserts

Provide less healthy options in moderation and smaller portion sizes

2) Consider not providing food at every meeting.

3) Offer a variety of grains – especially whole grain foods, fruits and vegetables.

4) Provide fat-free, low fat and low-calorie foods and beverages.

5) Offer foods and beverages that are low in added sugars.

6) Serve foods that are low in salt (sodium), such as unsalted pretzels, popcorn, or baked chips;

grilled or roasted entrees, and entrees cooked with spices and herbs instead of salt.

7) Include smaller portions such as mini muffins or bagels and one inch, low fat cheese squares.

8) Consider offering only beverages at mid-morning and mid-afternoon breaks.

9) Always have water available.

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YSU Healthy Meetings Guide 2013

The My Plate Guidelines

The U.S Department of Agriculture developed the My Plate model as a

nutrition guide to provide an idea of the nutritional composition of a

typical plate at each meal. It focuses on five food groups: fruits,

vegetables, grains, protein, and dairy. Fruits and vegetables should make

up half of the plate, grains and protein should make up about a quarter

each, and a serving of dairy should be present. When planning meals

and a menu, this model may help guide food choices.

Foods represented by each category are listed below:

Fruits 2 cups recommended per day

Any fresh, canned, frozen, dried, cooked or pureed fruits.

100% fruit juice.

Vegetables 2-3 cups recommended per day

Any fresh, canned, frozen, dried or dehydrated vegetables.

100% vegetable juice.

Types of vegetables: dark green vegetables, starchy vegetables, red and orange vegetables,

beans and peas, and other vegetables.

Grains 3 ounces recommended per day

Any food made from wheat, rice, oats, cornmeal, barley or another cereal grain (bread, pasta,

oatmeal, breakfast cereals, tortillas, and grits).

Aim to make half of the grains available, whole grains (brown rice/pasta, whole grain bread,

tortillas, rolls).

Protein 5-6 ounces recommended per day

All foods made from meat, poultry, seafood, beans and peas, eggs, processed soy products, and

nuts and seeds.

Choose lean cuts, without skin, breading or batter. When unable to choose fresh fish, choose

fish canned in water instead of oil or brine.

Reduce salt by choosing unsalted nuts and seeds, and limiting lunch meat.

Dairy 3 cups recommended per day

All milk and milk products.

Most dairy choices should be fat free or low fat (1%).

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YSU Healthy Meetings Guide 2013

Planning for Special Dietary Needs

Check with participants to ensure that the food offerings you are planning will meet their dietary needs

or restrictions. This can be conducted informally with small office meetings or formally with large,

unknown groups, for example a conference. On pages 7 and 8 different diets and their terminology are

listed for greater understanding.

A sample question to determine special diets provided on a registration form could be:

Special Dietary Requests (check one or more)

□ Vegetarian

□ Vegan

□ Dairy free diet

□ Gluten free diet

□ Food allergies ______________________

□ Other _____________________

These options can be interchangeable and should reflect the possible audience that you are serving. For

example if you are hosting a conference for international students these options may need to include

religious or cultural considerations.

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YSU Healthy Meetings Guide 2013

Specific Diets Explained

Diet type Description Avoid these foods Choose these foods

Vegetarian Free of all meat and meat products.

Meat and meat products, including meat stocks or derivatives*, and gelatin.

Good alternative proteins to meat are beans, pulses or eggs. Tofu, soy and textured vegetable proteins can be used in recipes and dishes to mimic meat. Vegetable stocks can be used in place of meat stocks.

Vegan Free of all animal products.

All animal products including meat and meat products, meat stocks or derivatives*, gelatin, dairy products, eggs, and honey.

Provide plant based products such as beans and pulses, tofu, soy and textured vegetable protein, nuts and seeds, vegetable broth, soy, rice or almond milks.

Dairy free Free of any dairy products or foods made from dairy products.

All dairy including milk in any form. Cheese, including cottage cheese and cream cheese, milk, cream, half and half, sour cream, ice cream, yogurt, frozen yogurt, sherbet, pudding, custard, butter and margarine.

Offer soy or rice milk and yogurt, soy cheese products, broths, and margarine marked “dairy free”.

Gluten free Free of any gluten containing cereal and grain products.

Barley, bran, couscous, flour (wheat), matzo, pasta, rye, semolina, soy sauce, teriyaki sauce, udon, wheat, beer, brewer’s yeast, coloring, fillers, flavorings, breading, graham flour, mono sodium glutamate (MSG) and textured vegetable protein.

Rice, potatoes or pasta made with rice or gluten free noodles can replace starches. Corn tortillas, gluten free pancakes and waffles, chicken, bean or potato salads.

Peanut allergy

A severe allergic reaction caused by the consumption, or coming in contact with peanuts or its derivatives*.

Peanuts, artificial nuts, beer nuts, peanut oil, ground nuts, mixed nuts, monkey nuts, nut pieces, peanut butter and peanut flour.

Provide trail mix without peanuts, soy butter or margarine, cook with other oils. Review all packaging of products for a statement of allergens. It will read “Contains: Peanuts”. Also beware of foods processed in an environment with peanuts or on shared

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YSU Healthy Meetings Guide 2013

equipment.

Kosher Foods which conform to Jewish dietary law.

Pork and pork products and shellfish. Combined meat and dairy food products such as chicken in a cream sauce, ice cream, and cheese should not be eaten or come in contact, even with utensils and pans. Kosher meats undergo specific slaughter procedures and foods must be unprocessed, for example no canned vegetables, fruit juice or milled grains. Always check with the food provider.

Red meat other than pork, poultry, and fish can be given. Fresh, unprocessed fruits and vegetables, dairy products and grains are good also. All Kosher food products will be marked with a “U” on the package.

Carbohydrate controlled or Diabetic

Monitoring of carbohydrates consumed throughout the day to maintain stable blood sugars.

Large servings of starches such as pasta, rice, potatoes, bread and bread products, fruit, starchy vegetables such as peas and corn, milk, pastries, grains, and sugary foods. Each individual should be aware of their own needs; offering alternatives is key.

Make sugar substitutes available for coffee and tea, sugar free options for desserts, jello, jelly, and syrups are helpful. Use serving utensils that offer one measured serving per scoop.

Low salt/sodium. (May also be called the DASH diet)

Reduced salt (sodium) in the foods consumed. Usually used to control high blood pressure or heart problems.

Salty meats like bacon, ham and sausage, smoked, cured or canned meats. Canned vegetables and beans and salted snacks. Buttermilk, cheese, processed food mixes, salted crackers, pizza and croutons. Pickled products and ready prepared pasta sauces. Soy sauce, salad dressing, butter, pudding and ketchup.

Use fresh or frozen meat, fruit and vegetables, and dry peas or beans instead. Offer milk, yogurt, and low sodium cheeses. Unsalted snacks and crackers. Low salt sauces, salad dressings, and unsalted butter or margarine.

*Derivatives – another form of the product. Could be by-products, or ingredients of products.

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YSU Healthy Meetings Guide 2013

Choosing Your Menu

The following suggestions could assist your department or organization in choosing menu items or

building a menu for your conference, meeting or event. Chartwells, the university catering service are

eager to meet your needs and are willing to work with you to ensure you have the exact menu items in

order to make your function a success. This list is not all inclusive and does not reflect exact products

from the universities catering services.

Breakfasts and coffee breaks

Choose whole grain mini bagels, muffins and other bakery items, and whole grain toast, cereals,

pancakes or waffles.

Request for smaller servings of baked goods or for treats to be cut in half or in quarters.

Stone ground/cut oats contain more fiber than regular oats and grits.

Choose plain oatmeal or grits over flavored packets or ready mixed options with butter or sugar

for lower fat. Offer healthy toppings such as fresh fruit, nuts, cinnamon, dried fruit or honey

separately.

Choose cottage cheese or plain yogurt over flavored yogurts with fruit added to reduce sugar.

Offer healthy toppings like fresh fruit, granola, dried fruit or honey.

Supply low fat or light cream cheese, sugar free syrup, jam or jelly. Provide margarine instead of

butter, or peanut butter as an alternative.

Canadian bacon and honey baked ham are lower fat alternatives to sausage and regular bacon.

Choose baked breakfast potatoes or hash browns over fried alternatives.

Offer vegetables such as tomatoes, peppers, onions, mushrooms, and spinach in scrambled eggs

or omelets.

Whole or sliced fresh fruits are higher in fiber and lower in sugar than canned.

Offer decaffeinated options in addition to regular hot drinks, and skim milk instead of cream.

Offer sugar substitutes and honey for sweetening. If fruit juice is offered, choose 100% fruit

juice.

Snacks

For light refreshments choose nutrient dense, low calorie options.

Nuts, seeds, unsweetened dark chocolate chips, dried fruit and unsalted pretzels can be used to

make personal servings of trail mix.

Request for smaller servings of baked goods or for treats to be cut in half or in quarters.

Offer fresh cut fruits with a yogurt dip, vegetables with a hummus dip or apples and pretzels

with peanut butter.

Choose a fresh fruit and cheese platter instead of a deli platter to encourage consumption in

dairy and fruit food groups.

For cheese and crackers, order whole grain, unsalted crackers.

Request baked chips, low fat popcorn, unsalted pretzels, and “puffed” or “popped” snacks.

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YSU Healthy Meetings Guide 2013

Whole fruits make great snacks.

Boxed lunches

Request sandwiches or pitas made with whole grain bread. Ask for whole grain, spinach or

tomato wraps.

Place sandwich or wrap spreads and condiments on the side.

Request baked chips, low fat popcorn, unsalted pretzels, and “puffed” or “popped” snacks.

Choose a whole grain pasta salad, fruit salad or cut vegetables and a low fat dip as a side.

If salad boxed lunches are available ask for toppings and dressings are served on the side.

Add sugar free gelatin or pudding cups or whole grain granola bars.

Hot meals

Request whole wheat dinner rolls instead of white dinner rolls.

Provide margarine instead of butter.

Specify whole wheat pasta, spaghetti or brown rice. Sweet potatoes are a good alternative to

white potatoes.

Choose poultry and fish over red meat. If choosing red meat, request lean cuts of meat.

Discuss cooking and preparation methods. Steaming, grilling, broiling, poaching and baking are

preferred over frying or sautéing. Cream, cheese or butter based sauces should be used

sparingly, marinara and pesto are preferred.

Herbs, spices, garlic, and black pepper can add flavor instead of salt, breading or batter.

Serve at least 2 vegetable options and offer a vegetarian dish.

Request for salad dressings and toppings to be served on the side.

Offer broth based soups with vegetables and beans instead of cream based soups.

Desserts

Request that dessert bars and cookies be cut in half so that portion sizes are smaller.

Use yogurt or low fat whipped dessert instead of cream or ice cream.

Consider baked apples or pears with an oatmeal crisp topping instead of pie or pastries.

Consider a fruit salad for dessert.

Beverages

Water should always be provided. Carbonated water is a good way to add variation to the drink

options. Flavored or unflavored without sweetener. Adding fruit to water pitchers adds flavor.

Offer decaffeinated options in addition to regular hot drinks, and skim milk instead of cream.

Offer sugar substitutes and honey for sweetening.

If juice is offered, choose 100% fruit or vegetable juices.

Choose non-fat (skim) or 1% milks and non-dairy alternatives.

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YSU Healthy Meetings Guide 2013

General Menu Considerations

Considering these key factors while choosing menu items and planning meals for meetings, conferences

or events could further promote healthy eating and aid your organization or department’s choices.

Always have water readily accessible and available.

Consider the sizes of plates, cups and glasses. Larger plates and drinking vessels may encourage

larger amounts of food and drink to be consumed.

Request serving utensils, scoops, and spoons that reflect the appropriate serving size for each

type of dish to encourage accurate portions.

Remember the My Plate model when deciding all aspects of the menu.

Consider serving a meal to the table per plate, or giving each person a boxed lunch instead of

buffet style eating. Serving meals controls portion sizes, waste and overall costs.

Be aware of any special diets that were pre-registered or who may be in attendance if not taking

a special diet count. Determine if there are meals or enough items available to be able to serve

the attendee’s specific needs.

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YSU Healthy Meetings Guide 2013

Activity Break Ideas

Meetings aren’t usually places people think that they can get activity during their day. The process of

sitting for long periods of time and listening to speakers can make attendees restless, cause a decrease

in attention and participation, and can leave them feeling drained. Whether your meeting is just an hour

long or is a conference style meeting with multiple full days, incorporating activities that encourage

people to get up and moving should be a part of your meeting agenda.

Use these tips to have activity and generate energy with your participants. They are divided by how

much time you can dedicate to the activity. People who are often active will appreciate the ability to

partake in their exercise at this meeting, and those who are not generally active may learn something

new or find that fitting activity into their day is not as difficult as previously thought.

Time– 5 minutes

Encourage attendees to get out of their seats and stretch. Have a leader show the room the

stretches to do.

Play music and encourage participants to dance.

Carry out an icebreaker type of activity that involves moving around the room.

Time – 30 minutes

Facilitate an exercise class for your audience.

Organize a group walk around the surrounding area.

Set up activity stations that involve fitness components for an activity break.

Time – 1 hour

Host a fitness class. Yoga, Pilates, Zumba, and aerobics are all examples of classes that do not

need special equipment.

Organize a group walk around the surrounding area.

Anytime!

Provide each participant with their own pedometer at the beginning of the conference to track

their own steps taken each day. Give literature with guidelines for a healthy amount of steps.

Choose locations of attractions, meals etc. within walking distance.

Provide attendees with information on walking routes in the area.

Offer raffle or door prizes with a fitness focus, such as exercise equipment, gym memberships,

pedometers, hand weights, gift cards for workout clothes, water bottles or dance lessons.

Give out activity logs and reward members who are physically active for 30 minutes of their days

while attending the conference/meeting.

If promoting hotels, select those with on-site fitness facilities. Encourage participants to use

these.

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YSU Healthy Meetings Guide 2013

Arrange for participants to use Campus Recreation or an on-site facility.

Offer dancing during dinners or evening receptions.

When pointing out restrooms, other meeting rooms or other attractions encourage people to

take the stairs instead of the elevator. Place directional signs near the stairwells and at the

elevator pointing the way to the stairwells.

If your meeting is a small group or one-on-one meetings, consider having a walking meeting.

Activity Break Guidelines

Physical activity breaks should:

Be completely voluntary.

Allow participants to go at their own pace and remain comfortable and pain free. Advise

participants to do only what feels good and to stop immediately if they feel pain or dizziness.

Be able to be carried out without breaking a sweat.

Be fun and safe, without requiring professional leaders.

For 2 hour meetings, include a short break. Participants can stand, stretch or walk around momentarily.

For 2-4 hour meetings, include a 5-10 minute activity break, or schedule a 30 minute light aerobic

activity.

For all day meetings, in addition to the previous short break and the aerobic activity break, schedule

time for a longer break and encourage people to engage in physical activity.

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YSU Healthy Meetings Guide 2013

Healthy Meetings Checklist

Use the following checklist to ensure that your meeting promotes good health for all participants.

□ Does the menu for your meeting include a

variety of food choices?

□ Did you include both fruits and vegetables in

each meal and snack?

□ Will meals include whole grain breads, cereals,

rice and pasta?

□ Are there choices for special dietary needs?

□ Will food options be provided that are low in

calories, fat and sugar?

□ Have you asked that dressings, sauces, and

condiments be served on the side?

□ Have you asked for smaller portions sizes of

foods like bagels, muffins, and cookies?

□ Will you provide water throughout your

meeting/conference? □ Does your meeting include some form of

physical activity?

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YSU Healthy Meetings Guide 2013

References

American Cancer Society, Inc. (2005). Meeting well. A tool for planning healthy meetings and events.

Retrieved from:

http://www.acsworkplacesolutions.com/wpsPDFs/MeetingWell_GuideBook_F251300.pdf

Office of Diversity. (2012). Diversity Tool Kit. The Cleveland Clinic Foundation. Retrieved from:

http://my.clevelandclinic.org/Documents/Diversity/diversity-toolkit.pdf

Ohio State University. (2013). Healthy Meeting Ideas. Retrieved from: http://swc.osu.edu/healthy-

eating-active-living/healthy-meeting-ideas/

Mayo Clinic. (2013). Healthy lifestyle. Retrieved from:

http://www.mayoclinic.com/health/HealthyLivingIndex/HealthyLivingIndex

United States Department of Agriculture. (n.d). ChooseMyPlate.gov. Washington, DC. Retrieved from:

http://www.choosemyplate.gov/

University of California – Berkeley. (2010). UC Berkeley guide to healthy meetings and events. A tool for

campus event planners. Retrieved from:

http://www.uhs.berkeley.edu/facstaff/pdf/healthmatters/healthymeetings.pdf

University of South Carolina. (n.d). Healthy Carolina’s healthy meetings guide. A tool for planning

healthy meetings and events. 09292 University Publications. Print.

Youngstown State University. (n.d). Employee Wellness. Retrieved from: http://web.ysu.edu/wellness/

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Contact Chartwells at YSU at http://www.dineoncampus.com/ysu/ or by calling (330) 941-3391 to

organize catering for your event or for further information

Acknowledgements

Many thanks to Tom Totterdale, Chartwells Director, Dining Services, and Ed Krol Executive Chef for

their assistance during the writing of this guide.

This guide was developed for the YSU community by the YSU Employee Wellness Program, Living Well.