a guide to running green meetings and events · fÁilte ireland | a guide to running green meetings...

A GUIDE TO RUNNING GREEN MEETINGS AND EVENTS

CONTENTS

CLICK ON TITLE FOR QUICK LINK TO APPENDIX OR CHECKLIST

CHAPTER 1 INTRODUCTIONHow to Use this Guide 2

1.1 PurposeofthisGuide 3

1.2 WhoisthisGuideFor? 4

1.3 HowtoUsethisGuide 4

1.4 InterpretingandUsingtheResults 5

CHAPTER 2 PLANNING A GREEN MEETING OR EVENTPlanners Guide 6

2.1 Step1–‘Green’YourBusiness 7

2.2 Step2–IdentifyingYourClients’‘Green’Needs 7

2.3 Step3–‘Green’theEventandSupplier 9

2.3.1 EventVenue 10

2.3.2 TransportationPlanning 11

2.3.3 Accommodation 12

2.3.4 CateringOperations 13

2.3.5 StageSetup,Audio-VisualEquipment,InformationTechnologiesandLighting 14

2.3.6 EventMaterialsandCommunications 15

2.3.7 EntertainmentandActivities 16

2.3.8 CarbonOffsetting 17

2.3.9 EnvironmentalAwarenessandCommunication 19

CHAPTER 3 FACILITATING A GREEN MEETING OR EVENTSuppliers Guide 20

3.1 Step1–‘Green’YourBusiness 21

CHAPTER 4 IMPLEMENTING AN ENVIRONMENTAL MANAGEMENT SYSTEM 23

4.1 CommitmenttoGreeningYourBusiness 24

4.2 IdentificationofOpportunitiestoGreenYourBusiness 24

4.3 PlanningtoGreenYourBusiness 24

4.4 ImplementationoftheGreeningProcess 27

4.5 ReviewingtheGreeningProcess 27

APPENDICESAppendix 1 EMSChecklist 29

Appendix 2 GreenOfficeChecklist 30

Appendix 3 SupplierChecklists 33

Appendix 4 GMIC–Planfor2010Conference 46

Appendix 5 SupportandLinks 48

Appendix 6 GreenGlossary 49

This guide was prepared by Hospitality Solutions Consulting and the Clean Technology Centre

Chapter 1HOw TO USE THIS GUIDE

FÁILte IreLaND|AGUIDETORUNNINGGREENMEETINGSANDEVENTS|3

Green Meetings and Events

Agreenmeetingincorporatesenvironmentalconsiderationsthroughoutallstagesofthemeetinginordertominimisethenegativeimpactontheenvironmentandpositivelycontributetohostcommunities.(Green Meeting Industry Council)

1.1 Purpose of this Guide

Thisguideisintendedforanybusinessinvolvedinplanning

and/orrunningameeting,conferenceoreventinIreland.

Thiswillrangefromconferenceorganisers,venues(including

hotels),accommodationproviders,cateringcompanies,

entertainment/activityproviders,audiovisual/ITcompanies,

andtransportproviders.Thisguidewaspreparedtoallow

yourbusinesstostartorcontinueontheroadtoplanning

andrunninggreenmeetingsandevents.Thisdocumentis

avoluntaryguide,andnotastandard,whichallowsyou

todothat.

this guide will be particularly relevant to you if you have ever been asked any of the following questions by an existing or potential customer?

n Doyouhaveanenvironmentalpolicy?

n Iwanttorunacarbonneutralevent;canyouhelp

medothat?

n Whatareyourcompany’ssustainabilityprinciples?

n WetakeCorporateSocialResponsibilityveryseriously

inourcompanyandwewanttoworkwithbusinesses

thatdothesame.Isthatyou?

n Whyshouldwechooseyourcompany?

Whatmakesyougreen?

Itisintendedthatthisguidewillhelpyoutoanswerthese

questionswhenasked.Ifyouhavenotbeenaskedanyof

thesequestionsinthepast,thetrendsinthemarketare

indicatingthatitwon’tbetoolongbeforeyoudo.Feedback

fromtheBusinessTourismsectorisindicatingthat:

n thereisagrowinginternationalrequirementby

businessesforamoresustainablesupplychain

undercompaniesCorporateSocialResponsibility

Programmes(CSR)

n thereisadefinabledemandfromconsumers

forgreaterenvironmentalstandards

n thereisagrowingbeliefthatbusinessescannot

avoidtheseissues,astheyaretotheforeinterms

ofmodernbusinessethos,andcandeliveradefined

economicbenefit–whetheritisthroughreduced

costsorthroughincreasedbusiness.

Withtheeverincreasingfocusontheenvironmentacross

theworld,itisnotsurprisingthattheconferenceandevents

sectorhascomeunderscrutiny,inrespectofwhatactionsit

istakingtoaddtotheevergrowingdemandforsustainability.

However,going“green”shouldnotbeseenasaburdenor

acomplianceissue.Thereareverystrongmoralandethical

reasonsforbeingmoresustainable,buttherearealsosound

economicandmarketingreasonsaswell.Modern,forward

lookingPlannersandSuppliers,whotakeonboardthese

sustainableconcepts,willbepositioningtheircompanies

wellforthefuture.


Thisguideisnotadefinitivelistingofalltheactionsthat

Supplierscantake,thoughtherearemanyspecificactions

identified.Therewillalsobesomeactionswhichwillnot

relatetothetypeofserviceyouprovide,orwhichyoumay

notbeabletotakeatthebeginningofthisprocess.This

guideisdesignedtoallowyoutostartontheroadto

runningagreenmeetingorevent.Noteverythinghasto

bedoneallatonce;smallstepscanbetaken.Youmayeven

findthatyouaredoingalotofgreenthingsinyourbusiness

already–you’re just not documenting or reporting this

to your customers in a systematic format.Thisguidewill

allowyoutodothat.

1.2 who is this Guide For?

EventsandConferencescanrangefromshortbusiness

meetingstointernationalconferencesspreadovera

numberofdays,andincorporatingvenues,accommodation,

transportation,etc.–withhighlycomplexscheduling.

Attheheartofeveryeventandconference,however,

thereisaPlanner andaseriesofSuppliers.

Planners: those who are tasked with the organisation of an event/conference

Thesecaninclude:

n Individualswithincompaniesandgovernmentbodies

whoaretaskedwiththeorganisationandplanningof

eventsforthecompany.Thiscouldincludeanexecutive,

administratorand/oracommitteetaskedwithalarger

event

n VenueExecutivewhomanagesthebookingandis

requiredtoplanandorganisetheeventonbehalf

oftheClient

n ProfessionalConferenceOrganiser(PCO)

– a professional company that has the expertise and

experience to successfully manage all aspects of

large international conferences

n DestinationManagementCompany(DMC)

– a professional management company specialising

in the design and delivery of events, activities, tours,

staffing and transportation, possessing and utilising

extensive local knowledge, expertise and resources

Suppliers: those who deliver the various elements and services required to deliver a successful event/conference

Thesecaninclude:

n Hotelandaccommodationproviders

n Venues(standalone,andvenueswithinhotels,etc.)

n Caterers(inhouse,contractcaterers,food/drink

Suppliers)

n Transportationproviders(air,car,rail,bus,etc.)

n IT/AV(sound,lighting,computer,video,etc.)

n Print/Stationery(brochures,namecards,handouts/USB

keys,etc.)

n Activitiesandattractions(restaurants,bars,activities,

sites,museums,etc.)

1.3 How to Use this Guide

Environmental management can be as simple or as complex as any organisation wishes it to be. This guide supports the simple, yet focused, approach.

Thisguideprovidesaseriesofcheckliststhatcanbeused

dependingonthemeetingoreventbeingplanned.Notall

servicesmayberelevanttoeveryevent.

MostofyourClientswhoareengagedinsustainabilitywill

haveanexecutivetaskedwithmaintaininganoverviewof

thesustainableperformanceoftheevent;theseindividuals

areveryknowledgeableabouttheirbrief,andwillswiftly

identifynon-conformancewiththeirrequirements.


ItisthereforenecessaryforallPlannersandSuppliers,who

areseriousaboutprovidingaproperservicetothissector,

toadoptthesameguidingprinciples.Itisacceptedwithin

theenvironmentalarenathatitisnotfeasibleforPlanners

andmajorSupplierstoinitiateone-off“green”events/services.

One-offiswherethepartiestrytorunasustainableevent,

wherenoneofthepartiesreallyunderstandswhatisrequired,

orhowtoimplementitorreportit.Anycompanythat

positionsitselfasa“green”PlannerorSupplierwithout

thisknowledgewillbefoundoutveryquickly,especially

byaClientwhoisspecificallyaskingfortheseservices.

AllPlannersandSuppliersshouldthereforeimplementan

EnvironmentalManagementSystem(EMS)withintheir

ownbusinesses.Thisisfundamentaltorunningasustainable

eventandwillensurethatthemechanismistheninplace

inthefutureforrunningalleventsinthismanner.

TherearesomesimplestepsforbothPlannersandSuppliers

tofollowinordertorunagreenmeetingorevent:

PlANNERS (CHAPTER 2)

Step 1 ‘Green’yourbusiness

Step 2 IdentifyyourClients‘green’requirements

Step 3 ‘Green’theEventandSuppliers

SUPPlIERS (CHAPTER 3)


AseriesofchecklistsfortheimplementationofanEMS

andforSuppliergreenrequirementshasbeenprovided

inAppendix1,2and3attheendofthisguide.

A‘GreenGlossary’isprovidedinAppendix6whichprovides

definitionsforsomeofthe‘green’termsusedinthisguide,

andalsoincludessomeadditionalonesshouldyourClient

askforthem.

1.4 Interpreting and Using the Results

Centraltogreeninganymeetingoreventaretherequirements

oftheClient.Dependingonthese,thePlannercanusethe

checklistsreturnedfromSuppliersinanumberofways:

n Whenchecklistsarereceived,comparetheresults

receivedbackfromeachcompetingSupplier,and

drawupananalysissheettoallowcomparison.

n Asimplegradingsystemcouldthenbeusedtoestablish

whichSupplierhasbetterenvironmentalcredentials.

n Dependingonthetypeofeventbeingplanned,notall

criteriamayberelevant,sothePlannershouldhighlight

thosecriteriathatareparticularlyimportantorrelevant

totheevent.

n ThePlannershouldbalancethedemandsofthe

ClientwiththecostofSuppliercompliance,(usingthe

appropriatecriteria),andifneeded,reverttotheClient

withapricingmodel,togetherwithanenvironmental

compliancemodel.Sometimestheremayover-riding

reasonswhyaClientwillacceptavenue/Supplierthat

isnotcompliantwiththeenvironmentalrequirements

originallysought–venuecapacity,venuelocation,

technologicalcapabilityofSupplier,etc

IftheClienthasverystrongenvironmentaldemands,

n Whenthechecklistsaresentout,thePlannershould

advisetheSuppliersthatthereareminimumstandards

required,andshouldidentifytheseonthechecklists.

n TheClientmayhavesomespecificdemandsthatare

notontheexistingchecklist,andifso,theseshould

beaddedandhighlightedforSuppliers.

Suppliersshouldalsobeinformedthatthesetypesof

requestsforenvironmentalactionsarebecomingmore

commonplaceamongstcorporations,andfromClients,

andthatthePlannerislookingforalistofSuppliersthat

candemonstratebestpracticeenvironmentalmanagement

forthefuture.

ThistypeofinformationwillbeusefulfortheSupplier–in

termsofplanningtheirownbusinessmodel–butitwillalso

highlighttoSuppliersthatthisisthewaythemarketismoving.

Chapter 2PLANNING A GREEN MEETING OR EVENT: Planners Guide

FÁILte IreLaND|AGUIDETORUNNINGGREENMEETINGSANDEVENTS|�

Planners arethosewhoaretaskedwiththeorganisationofanevent/conference.

Planning a Green Meeting or Event

PLANNERS GUIDE

TherearethreekeystepsthatyouasaPlannershouldtake:


Step 2 IdentifyyourClients‘green’requirements

Step 3 ‘Green’theEventandSuppliers

2.1 Step 1 – ‘Green’ Your Business

Itwillbealotmoredifficulttoliaiseanddeliveragreen

meetingoreventtoaClient,ifyourownbusinessdoesnot

adheretobestenvironmentalpracticealso.Greeningyour

ownbusinesswillalsodeveloptheknowledgeandskills

amongstyourstaff,andenabletheselectionandcritique

ofSupplier’sresponsestoRequestforProposals(RFPs)–

aswellasenablingallstafftocommunicateonthesame

levelastheClient.

Youshouldadopttheseprinciplesirrespectiveofwhether

theClientwantsagreeneventornot,sothatiteventually

becomespartoftheeverydayrunningofthebusinessand

thenbecomeseasiertodemonstratetoClients.

YoumustthereforeimplementanEMSwithinyourown

businessandimplementthe‘GreenOffice’principlesset

outwithinthisguide.Chapter 4 identifiesthekeysteps

toimplementanEMSwithinyourbusiness.

Thefollowingchecklistsshouldthereforebeusedtoallow

youto‘green’yourbusiness:

n Developing an Environmental Management System

(Appendix 1)

n Green Office Checklist (Appendix 2)

2.2 Step 2 – Identifying Your Clients’ ‘Green’ Needs

ThereareanumberofdifferenttypesofClients:

n Those for whom the ‘greening’ process is vital and at

the heart of their event, and encompasses every aspect

from planning through to final review –theseClients

willdictatefromthebeginningspecificrequirements

andstandards,andwouldexpectPlannerstohavelists

ofSuppliersthatcansatisfytheirdemands.


n Those for whom there are a number of key factors that

they wish to incorporate within their event –theymay

askinadvanceforthese,orwishtodiscussthemonce

thevenueandprices,etc.,havebeenagreed.Having

greeninitiativesinplaceandcommunicatingthe

Planner’sgreencredentialscouldswaytheClientin

choosingaPlanner/locationwhenassessingresponses

torequestsforprice(RFP).

n Those who either have not any particular requirement/

need, and/or for whom ‘greening’ is a new phenomenon.

AdvisingtheseClientsthatthePlannerconductstheir

businesssustainably,andrequiresSupplierstoaddress

sustainabilityissues–atnocosttotheClient–could

influencetheClientinPlanner/locationselectionor

shortlisting.

It is recommended that the Planner communicate

their green credentials to the Client as part of any

RFP, and then ask the Client if they have any particular

environmental requirement or need for their event.

SomeoftheClientsrequestsmaybeeasytodeliver,others

mayincuracost–itisuptothePlannerduringnegotiations

toagreedelivery/pricinginconjunctionwiththeClient–the

importantaspecthereisthattheClientisspecificallyasked

andSuppliersselectedonthebasisoftheirabilitytodeliver.

TheEnvironmentalManagementSystem(EMS),GreenOffice

andSupplierChecklistsinAppendix1,2and3aredesigned

sothattheycanbeusedbyeither:

The Planner

toa)sendtotheClientandaskthemtoidentify

thoseactionswhichareimportant

and/orb)allowthePlannertodevelop

anEventPlanbasedonClientrequirements

and/orc)sendtotheSuppliertofindout

whatactionstheyaretaking

and/ord)sendClientrequirementstotheSupplier

toshowthemwhattheClientwantsforthisevent

The Supplier

toa)usetocommunicatetothePlanner

whatactionstheyarecurrentlytaking

and/orb)useasatoolforactionplanning

toidentifyenvironmentalopportunities

USING THE CHECKLISTS TO IDENTIFY THE CLIENTS ENVIRONMENTAL REQUIREMENTS

SendthecheckliststotheClientandaskthemtonotetheir

specificenvironmentalrequirementsusingthefollowing

ratingsystem:

A – Must have

B – Is quite important to have

C – Would like to have

D – Not essential


SAMPLE CLIENT GREEN REQUIREMENT CHECKLIST – EVENT VENUE

Event Venue – Supplier’s Checklist RATING – A, B, C, D OR YES/NO

General Requirements

TheVenuehasimplementedanEMS A

Guests/delegatesareinvitedtoparticipateineffortstoreducetheirenvironmentalimpact(e.g.recycling) B

Informationisavailableregardinglocalbiodiversity,landscapeandnatureconservationmeasures C

InformationisreadilyavailableonpublictransporttoandfromtheVenue B

BicyclefacilitiesareinplaceattheVenue D

TheVenuesupportsresponsiblepurchasingandpromotesuseoflocalandorganicproduce B

Tip: Acopyofthiscompletedchecklist(s)couldthenbeprovidedtothepotentialeventvenuesandwouldclearlyidentify

theClient’spriorities.

2.3 Step 3 – ‘Green’ the Event and Supplier

Togreenaneventyouneedaplanandanoverallsetof

objectivesforwhatyouwishtoachieve.Thisplanshould

initiallysatisfytheneedsofyourClientbutalsosupportthe

greenpoliciesadoptedbyyourcompany.Theplanshould

encompassallelementsofthemeetingoreventandshould

becommunicatedtoallstakeholdersfromtheinitiationof

eachproject.

AnexampleofsuchaplanpreparedbytheGreenMeeting

IndustryCouncils(GMIC)forthe2010SustainableMeetings

ConferenceisprovidedinAppendix4.Thissetsoutclearly

thetargetsandobjectivesfortheconferenceandincludesall

therelevantSuppliersandstakeholdersandalsoencourages

delegatestosupporttheinitiatives.

YoushoulddevelopalistofSuppliersthatoffer“green”

services,fromeventvenuestoaccommodationproviders

tocaterers,etc.Bycommencingthisprocess,youcanshow

toSuppliersthatthereisademandformoresustainable

practices,andstartthemalongthesustainableroute.

ItisvitalthatstaffengagedbySuppliersarealsopartofthe

delivery,astheyarethepeoplethatdelegateswillinteract

withandwillaskaboutsustainablepractices.Ifstaffcannot

respondaccordingly,orcarryouttheproceduresrequired,

theClientwillnotreceivetheservicetheyhaverequested.

Section2.3liststhemajorityofSupplierswhowouldbe

engagedindeliveringproducts/servicesduringanevent.

Usethe‘keymeasuresandconsiderations’providedinthis

sectiontoprepareaneventplanandtodeterminethelevel

ofenvironmentalpracticeengagedinbyeachSupplier,and

toencourageSupplierstoadoptgreenprinciples.

Appendix 3 provideschecklistsforkeySupplierswhich

shouldbecompletedbytheSupplierstoidentifythose

goodenvironmentalpracticesbeingimplemented.


‘Keymeasuresandconsiderations’forplanningagreen

eventandchoosingthefollowingSuppliersareincluded

inthischapter;

n EventVenue

n TransportationPlanning

n Accommodation

n CateringOperations

n StageSetup/AV,ITandLighting

n EventMaterialsandCommunication

n EntertainmentandActivities

n CarbonOffsetting

Alsoincludedinthischapterare;

n RecommendationsforEnvironmentalAwareness

andCommunication

2.3.1 Event Venue

Whenusingthecheckliststoselectaneventvenue

rememberthatthechoiceofeventvenuewill,toagreat

extent,determinetheoverallenvironmentalimpactsofthe

event.Itwillincludeimpactsfromrunningtheeventitself,

suchasenergyandwaterusedontheday,andwaste

generatedbydelegatesandbycateringoperations.

Themainimpact,however,canoftenbecausedbycarbon

emissions,associatedwiththetransportationtoandfrom

thevenue.Therefore,locationandaccessareessential

factorswhenselectingtheeventvenue.Also,proximity

toaccommodationandactivitiesassociatedwiththe

eventshouldbeconsidered.

Youmaynotalwayshavedirectcontroloverhow

environmentalmanagementsystems,whichoftencanbe

complexenough,areimplementedonthepremisesofthe

eventvenue.Therefore,selectingvenuesthathaveobtained

environmentalaccreditationmayprovideassurancethatthe

environmentalimpactoftheeventwillbereduced.

Key measures aND CoNsIDeratIoNs wheN seLeCtINg the eveNt veNue For a greeN eveNt are as FoLLows:

¸ Chooseaneventvenuewhichisinrelativelyclose

proximitytotransportationhubs,railwaystations,

airports,etc.,andthathasgoodaccesstopublic

transport

¸ Chooseaneventvenuewhichisincloseproximity

toaccommodation,restaurants,andactivities

associatedwiththeevent(ifthesefacilities

arenotprovidedattheeventvenue)

¸ Chooseaneventvenuewhichhasacertified

EnvironmentalManagementSystem(Green

HospitalityAward,GreenTourismBusinessScheme,

ISO14001,BS8901etc)

¸ Chooseaneventvenuewhichemploysnaturallight

¸ Chooseaneventvenuethatoffersvideoconferencing

toallowforwideraccesstotheeventviatheinternet

¸ Chooseaneventvenuewhichhasadoptedan

EMSasoutlinedinthe‘EMSandGeneralSuppliers

Checklist’,Appendix1

¸ Chooseaneventvenuewhichmeetscriteriain

Appendix3–ChecklistAspecificallyforeventvenues


2.3.2 Transportation Planning

Themainenvironmentalimpactassociatedwithameeting

oreventcanoftenbeasaresultoftransportation,especially

ifairtravelisinvolved.

Carefulplanningisneededtoidentifyhowthisimpactcan

bemanaged.Promotingtheuseofpublictransport,useof

lowemissionvehicles,andencouragingcarsharearesomeof

theconsiderations.Theseoptionsmustbewellcommunicated

tothedelegatesandotherstakeholders.

Climate-neutraltransporthasgainedalotofattention

inrecentyears,andifthisistobeconsidered,theevent

Plannersshouldidentifyhowthecarbonemissionsfrom

transportwillbecalculated(questionnairestodelegates,

atregistration,etc.).

Key measures aND CoNsIDeratIoNs wheN pLaNNINg traNsportatIoN For greeN eveNts are as FoLLows:

¸ Promotetheuseofpublictransporttoparticipants

bymakinginformationavailablee.g.routes,

timetablesetc,inadvanceoftheeventand

onthedaye.g.www.irishrail.ie,www.buseireann.ie,

www.luas.ie,www.dublinbus.ie etc

¸ Createincentivesforusingpublictransport,such

asprovidingcombinedticketse.g.entranceticket

totheeventalsoincludesfreeofchargetravel

toandfromthevenuebypublictransport

¸ PromotetheuseofanIntegratedTicketingScheme

–asmartcardticketingsystemthatprovidesthe

ticketingplatformforthedifferentprovidersof

publictransportwww.rpa.ie

¸ Planstartandfinishtimessothatparticipantscan

traveleasilyusingpublictransport,orothermodes

oftransport(vehiclesreleasemoreCO2emissions

duringtrafficcongestions)

Key measures aND CoNsIDeratIoNs wheN pLaNNINg traNsportatIoN For greeN eveNts are as FoLLows:

¸ Promotecarpoolinge.g.www.swiftcommute.ie,

www.dublintraffic.ie,www.travelsmart.ie

¸ Identifybicyclehireopportunitiestothedelegates

andprovideforfacilitiesforcyclists

¸ Organiseashuttleservicefortravelbetweenthe

accommodationprovider,conferencevenueand/or

pointofarrival/departure(railwaystation,airport),

consideringappropriatelysizedvehiclesand

frequencyoftheseservices

¸ Identifycarrentalcompanieswithlowemission

carstodelegates

¸ Selecttransportprovidersthathaveadopted

ecodrivingpractices(refertohttp://www.seai.ie/

energymap/Transport)

¸ Selecttransportprovidersthatuselowemission

vehicles,e.g.Euro3andabove,dieselelectric-hybrid

vehiclesorvehiclespoweredbybio-dieselare

available.Also,newervehiclesarelesspolluting

¸ ChooseaTransportProviderwhichhasadopted

anEMSasoutlinedinthe‘EMSandGeneralSuppliers


¸ ChooseaTransportProviderwhichmeetscriteria

inChecklistBinAppendix3specificallyfor

transportproviders


2.3.3 Accommodation

Dependingonthetypeofevent,overnightaccommodation

mayberequired.Evenforonedayevents,delegatesmay

travellongdistancesandmaybelookingforaplacetostay.

Environmentalimpact,resultingfromanyactivitiesofthe

delegates,canbeattributedtotheoverallenvironmental

impactsoftheevent.Therefore,theenvironmentalimpactof

accommodationwillbeofconcerntotheeventPlanner.

Ideally,accommodationwouldbelocatedintheeventvenue

(e.g.conferencehotel)orwithinwalkingdistanceofthe

venue.Thiswillreducecarbonemissionsfromtransportation.

Whenchoosingaccommodation,hotelsandother

accommodationprovidersthathaveenvironmental

accreditationareparticularlysuitable,becausethey

demonstratecompliancewithenvironmentalstandards.

Accommodationproviders,thathavedevelopedkey

performanceindicators(KPIs)fortheirenvironmental

management,willbeabletocontributetomoreprecise

environmentalimpactassessmentandcarbonaccounting.

Forexample,theywillhaveinformationavailableonhow

manykWhofenergyorlitresofwatertheirguestsareusing

duringtheirstay.ThiswillinturnassistPlannerstomeasure

theoverallenvironmentalimpactoftheevent.

Key measures aND CoNsIDeratIoNs wheN seLeCtINg aCCommoDatIoN For greeN eveNts:

¸ Chooseaccommodationproviderswhich

haveenvironmentalcertificationorverified

environmentalcredentialssuchastheGreen

HospitalityAwardwww.ghaward.ie,EUFlower

eco-labelwww.ecolabel.eu,GreenTourism

BusinessSchemewww.green-business.co.uk,

ISO14001www.iso.org/www.nsai.ie

¸ Chooseaccommodationwithintheeventvenue,

withinwalkingdistancetotheeventvenue,orin

closeproximity,tominimisetransportationrequired

¸ Chooseanaccommodationproviderwhichhas

publictransportservicebetweentheaccommodation

andeventvenue

¸ Chooseaccommodationproviderswhichhave

developedKPIsforenergy,waterandwaste

consumption/generationandcarbonemissions

¸ Chooseanaccommodationproviderwhichhas

adoptedanEMSasoutlinedinthe‘EMSandGeneral

SuppliersChecklist’,Appendix1

¸ Chooseaneventvenuewhichmeetscriteriain

ChecklistCinAppendix3,specificallyfor

accommodationproviders


2.3.4 Catering Operations

Cateringoperationsincludeallaspectsoffoodandbeverage

functions,provisionofmealsandrefreshments,purchasing

anddeliveryoffoodandbeverageproducts,foodpreparation

andserviceanddisposalofwastegeneratedbythese

operations.

Thewiderangeofcateringoperationsmakesitdifficult

todetailallaspectsthataneventPlannershouldconsider.

Acoffeeshopoutletattheeventexhibitionwillhave

adifferentscaleofenvironmentalimpacttoadrinks

reception,followedbyafourcoursedinner.However,

therearesomegeneralconsiderationsthatwillallow

theeventPlannermaketheeventgreener.

Thesameprincipleofselectingenvironmentallycertified

Suppliersapplies.Thiswillensurethatthesecompanies

havemanagementsystemsinplacetoreducetheir

environmentalimpact,andthustheimpactoftheevent.

Inmenuplanning,choosinglocal,organicandseasonal

produce,evenprovidingvegetariandishesandfairtrade

productswillreducetheenvironmentalimpactandbenefit

communities.

Whenplanningcateringfunctionsfortheevent–planning

topreventwasteisessential.Thenumberofdelegatesshould

beconfirmedaspreciselyaspossible,toavoidtoomuch

foodbeingprepared.Halfportionandchildren’smenus

shouldbeavailable,anddisposableitems(cups,plates,

cutlery,etc.)shouldnotbeused.

Key measures aND CoNsIDeratIoNs wheN pLaNNINg CaterINg operatIoNs For greeN eveNts:

¸ Selectcateringcompaniesthathaveenvironmental

certificationorverifiedenvironmentalcredentials

¸ Chooselocalcateringcompaniestoreduce

transportationmiles

¸ Choosefoodandbeverageoutletsthatareavailable

withintheeventvenueorwithincloseproximity

toreducetravelrequirements

¸ Selectcateringcompaniesthatpromoteuseof

localandseasonalproduce

¸ Selectcateringcompaniesthatpromoteuseof

organicproduce

¸ Selectcateringcompaniesthatsupportresponsible

purchasing(Fair-trade,RainforestAlliance)

¸ Informcaterersofexactnumbersofparticipants–

toavoidwaste

¸ Plancateringfunctionstoavoidtheuseofdisposable

items(cups,plates,tablewareetc.)

¸ Plancateringfunctionstoavoidsingle-useand

single-portionitems(sauces,jams,sugarsetc)

¸ Planmenustohavevegetarianoptionsavailable

¸ Planmenustohavehalf-portionsandchildren

portionsavailable

¸ Providefreshfruitatbreaksaswellas,orinstead

of,muffinsandbiscuits

¸ Choosecateringoperationswhichhaveadopted



¸ Choosecateringoperationswhichmeetthecriteria

inChecklistDinAppendix3,specificallyforcatering

operations


2.3.5 Stage Setup, Audio-Visual Equipment, Information Technologies and Lighting

Ineventlighting,workingwithaSupplierthathasexpertise

intheappropriatetechnologiestocreateasuperiordesign,

isessentialtogreeningoftheevent.Lightingisasubstantial

userofelectricity,andcaremustbetakentodesigna

lightingsolutionthatminimisestheuseofenergywithout

sacrificingtheevent’sneeds.

Newtechnologieshaveprovidedtheeventlighting

professionwithanever-expandingselectionoflowenergy

lightingalternatives–LEDtechnologies,highefficiency

automatedfixtures(movinglights),“SourceFour”orother

HPLlampedPARsandEllipsoidals,andHID(highdensity

discharge)lampedfixtures.

WithAVequipment,itshouldbekeptinmindthatthe

brightestprojectormightnotbethebestsolutionforyour

event.Ithasbeenfoundthatanincreaseincontrastratio

willoftenserveasaneffectivereplacementforsheer

brightness.Youshouldalsonotethatthelumen(ameasure

ofbrightnessoutput)ratingsofaprojectordonotnecessarily

increaseonalinearscale–goingfrom4000to8000

lumensdoesnotmeanthatimagewillbetwiceasbright.

Manynewsoundtechnologiesareavailablethatareimproved

inefficiency,sizeandpowerrequirements,especiallyfor

speakerandamplifiers(higherpoweroutputusingless

energy).Youshouldavoidolder,lessefficientsystems.

Forfurtherinformationpleaserefertowww.meetgreen.com.

Key measures aND CoNsIDeratIoNs wheN pLaNNINg setup, LIghtINg aND av:

¸ SelectanAV/ITSupplierwhohasenvironmental

accreditationorverifiedenvironmentalcredentials

¸ SelectlocalSupplierstoreducemiles

¸ UseAV/ITequipmentwhenandwhererequired–

turnoffwhennotinuse

¸ Considervideoconferencingtoallowwideraccess

totheeventviatheinternet

¸ Usenaturaldaylightasmuchaspossible

¸ SelectaSupplierwhousesenergyefficientlighting

¸ Designfordisassembly.Allstageandinfrastructure

shouldbedesignedandconstructedtofacilitate

easydeconstruction

¸ Reuse,recycleordonatematerialsaftertheshow

¸ Avoidusingtoxicmaterialsindesignandsetup

¸ Enquireabouttheratingsoftheprojection

equipment–Lumensperwattconsumed,

contrastratio,andcd/m2

¸ SelectmostefficientAVequipmentbasedon

therequirementsandlimitationsofthevenue–

talktotheSupplier

¸ Usenewandefficientsoundtechnologies,

avoidoldersystems

¸ ChooseanAV/IT,StageDisplayandLighting

providerwhichhasadoptedanEMSasoutlinedin

the‘EMSandGeneralSuppliersChecklist’,Appendix1

¸ ChooseanAV/IT,StageDisplayandLighting

providerwhichmeetscriteriainChecklistEin

Appendix3,specificallyforAV/IT,stagedisplay

andlightingproviders


2.3.6 Event Materials and Communications

Itisafactthatlargeamountsofprintedmaterialsare

generatedformostmeetingsandevents–including

invitations,promotionalmaterials,handouts,information

packs,etc.Muchofthiscanbeavoidedbybetterplanning

andpreparation,whilenotsacrificingthequalityofthe

event.

Eventmaterialsareoneofthefeaturesthatarevisibletothe

delegatesandotherstakeholders,andcantellalotabout

yourevent.Preventinthefirstplace!Andthenlookforways

toreduce,reuse,andrecycletheeventmaterials.

Withinformationtechnologieswidelyavailable,mostofthe

communicationfunctionscanbecarriedoutelectronically–

promotionalemails,electronicinvitationsandregistration,

informationpacksandmeetingdocumentscanbeprovided

onmemorykeys,oravailableforonlinedownloads.If

printingisnecessary–printdouble-sided,usingrecycled

paperandvegetableink.Anybrandedmaterials,suchaspens,

folders,etc,shouldbemadeofrecycled,biodegradableand

sustainablysourcedmaterials.

Ifyouareplanningtogiveoutgiftstothedelegates–these

shouldbesourcedlocallyandproducedinasustainable

manner.

Key measures aND CoNsIDeratIoNs For pLaNNINg eveNts materIaLs aND CommuNICatIoNs:

¸ Minimiseliteratureanddelegatepacksbyusing

email,on-sitetouchscreenPCs,informationboards

¸ Useelectronicinvitations,registrationsystems

andfollowupprocedures

¸ Minimiseliteratureandspeakernotesetc–

provideonre-usableCDsandDVDs,USBkey

orpostonwebsitefordownloading

¸ Plantoreuseallnametagsorprovideforrecycling

¸ Usesignageandpostersthataredesignedto

bereusable

¸ Sourcepens,folders,giftbagsetcandanyother

brandedmaterial,fromrecycledmaterials

¸ Printmaterialsfordelegates,publicrelations

andmediaondouble-sidedpaper

¸ Accuratelyestimatequantitiesofanyprinted

materialneededorprint“on-demand”

¸ Userecyclablepaperhavinghighpost-consumer

recycledcontent,preferablynotchlorinebleached

¸ Usevegetablebasedinksforprintingeventsmaterials

¸ Uselightest-possible-weightpaper

¸ Includeanenvironmentalmessageonallliterature

(includelogoofcertificationbodyifcertified)

¸ Chooseaneventmaterialsandcommunications

providerwhichhasadoptedEMSasoutlinedinthe

‘EMSandGeneralSuppliersChecklist’,Appendix1

¸ Chooseaneventmaterialsandcommunications

providerwhomeetthecriteriainChecklistFin

Appendix3,specificallyforeventmaterialsand

communicationsproviders


2.3.7 Entertainment and Activities

Entertainmentandactivitiesmayplayanimportantrole

ontheeventagenda,ormayevenbethemainpurposefor

organisingtheevent.Duetothewiderangeanddiversity

ofthiselement,itisdifficulttodefinespecificcriteria

thatcoverallaspectsoftheentertainmentandactivities

functions.However,thereisasetofbasicguidelinesthat

thePlannershouldbelookingoutforwhenplanninga

greenevent.

Forin-houseentertainmentuseenergyefficientequipment

(seeChecklistE,Appendix3)andlookforentertainment

optionsthatdonotrequiresubstantialsetupsandstaging.

Foranyactivitiesoutsidetheeventvenue,uselocalbusinesses

toavoidunnecessarytransportmiles.Recommendvisitsto

localattractions,whichgivedelegatesanappreciationof

localenvironmentandculture,buttrytoensurethatthese

activitiesdonothaveanegativeenvironmentalorsocial

impactonthelocalarea.Aneventorganisedinasustainable

mannerrespectsthelocalenvironmentandbiodiversity,

andenhancesthewell-beingoflocalcommunities.

some basIC measures aND CoNsIDeratIoNs wheN pLaNNINg aCtIvItIes aND eNtertaINmeNt For a greeN eveNt:

¸ Plantouseasmanylocallybasedbusinesses

aspossibletominimisetransportemissions

¸ Recommendandplanvisitstolocalattractions

whichgivedelegatesanappreciationoflocal

environmentandculture(providemaps,guides,etc.)

¸ Promoteactivitiesthatdonothaveanegative

impactontheenvironment,andthatrespectlocal

biodiversityandlocalcommunities(e.g.eco-tours,walks)

¸ Chooseattractionsandbusinessesthathaveverified

environmentalaccreditation

¸ Chooseactivitieswhichpromotethe

“Leave No Trace” OutdoorsEthicsProgramme

www.leavenotraceireland.org

¸ Lookatentertainmentoptionsthatdonotrequire

substantialsetupsandstaging–orutiliseexisting

structuresorseeiftheeventcouldsharestaging/set

upwithanotherentertainmenteventhappening

¸ SelectbusinessesthathaveadoptedanEMS

asoutlinedinthe‘EMSandGeneralSuppliers


¸ Ifyouplanactivitiesthatinvolvetravel–select

transportprovidersthatmeetcriteriainChecklistB

inAppendix3

¸ Ifyouplanactivitiesthatinvolveeatingout–

chooseFoodandBeverageoutletsthatmeet

criteriainChecklistDinAppendix3

¸ Ifyouplanactivitiesthatinvolvehotels/

accommodationchooseprovidersthatmeet

criteriainChecklistCinAppendix3

FÁILte IreLaND|AGUIDETORUNNINGGREENMEETINGSANDEVENTS|1�

2.3.8 Carbon Offsetting

Asclimatechangegainsmoreattentionaroundtheworld,

anewfocusoncarbonemissionshasemerged.Consumers

arebecomingawareoftheircarbonfootprint,andare

startingtolookforwaystoreducetheirimpactonthe

planet.Asaresult,manybusinessesusecarbonreduction,

oroffsetting,todifferentiatethemselvesandtheirproducts

orservicesfromthoseoftheircompetition.Carbonoffsetting

enablesanyonetoreducetheircarbonfootprint,bysupporting

projects,typicallyenergyefficiency,renewableenergy,tree

plantingetc.,thateitherreduceoroff-setcarbondioxide

emissionsintheatmosphere.

Theincreaseincarbonneutralorlowcarbonclaimshas

alsocreatedthepotentialforconfusion.TheGreenhouse

GasProtocolInitiative(www.ghgprotocol.org)hasdefined

threetypesofemissions:

Scope 1 Directemissions:greenhouseemissions

createddirectlybyyou,fromsources

thatareownedorcontrolledbyyou.

Scope 2 Indirectenergyemissions:greenhouse

emissionscreatedbyyouruseof

purchasedenergy.

Scope 3 Otherindirectemissions:greenhouse

emissionswhicharearesultofyour

activities,butoccurfromsourcesnot

ownedorcontrolledbyyou,suchas

productsandservicesyouutilise.

Eitherway–iftheeventPlannersarecalculatingthe

carbonfootprintthemselves,orathirdpartyishired–

thereisaneedtoclearlystatewhatwillbeoffset,and

howtheoffsettingwillbeachieved.

Key measures For CarboN oFFsettINg:

¸ Decidewhichemissionsyouwilloffset–

all,directemissions,indirectenergyemissions,

otherindirectemissions

¸ Whenmakingclaimsofcarbonneutralityor

offsetting,spelloutexactlywhatisincludedin

yourclaim,toavoidmisleadingstakeholdersand

thegeneralpublic

¸ SelectSuppliersthathaveincludedcarbon

emissionsintheirKPIs–toallowmoreaccurate

carbonaccountingoftheevent

¸ Employa3rdpartycompany,whocanindependently

verifythecarbonfootprintoftheconference/event

¸ Chooseacarbonoffsetproviderwhichhasadopted



¸ Chooseacarbonoffsetproviderwhomeetsthe

criteriainChecklistGinAppendix3specificallyfor

CarbonOffsetproviders

your CarboN oFFsettINg requIremeNts wILL be LesseNeD by:

¸ Selectingeventvenues,accommodation,

transport,andotherSuppliers,thatoffercarbon

offsetprogrammes

¸ Encouragingdelegatestooffsettheirindividual

carbonemissionswhenusingtransporttoattend

theevent


Planning a low Carbon Event – Example of High Carbon Event vs. low Carbon Event

SUPPlIER GREEN CHOICE NON GREEN CHOICE

Event Centre Venueusesrenewableelectricityproducedfrom

wind.Venuealsousesbiomasstoheatfacility.

Venuehaslowenergybenchmark.Venueiswell

servicedbypublictransportandisinclose

proximitytoaccommodation,cateringand

activitiesassociatedwiththeevent.

Venueuseselectricityproducedfromfossilfuel.

Usesoiltoheatfacility.Venueisnotservicedby

publictransportandnotincloseproximityto

accommodationcateringandotheractivities

associatedwiththeevent.

Accommodation

provider

Providerislocatedincloseproximitytothe

eventvenue.Provideron-siteactivitiesare

registeredascarbonneutral(throughusing

renewableenergyandtreeplantingprogramme).

Provideruseselectricityproducedfromfossil

fuel.Usesoiltoheatthefacility.Providerisnot

servicedbypublictransportandnotinclose

proximitytovenue,cateringandotheractivities

associatedwiththeevent.

Transportation Eventparticipantsareadvisedofpublictransport

optionsforgettingtoandfromeventvenue.

Tourfordelegatestolocalheritageparkprovided

bynewefficientcoaches.

Delegatesareadvisedtodrivetotheevent

venue.Noarrangementshavebeenmadefor

grouptransport.

Catering Catererislocatedineventvenueanduses

renewableenergy.Sourceslocallyproduced

rawmaterials.

Catererislocated2kilometresfromtheevent

venueandisnotservedbypublictransport.Uses

nonrenewableenergy.Nopolicyonsourcing

locallyproducedfoodsandminimisingfood

airmiles.

Activities Walkingtourinlocalheritagepark.Transport

toparkprovidedbynewefficientcoaches.

Tourtoattractionnotlocatedinthevicinityof

theevent.Delegatestakenbyprivatebusesor

drivethereindividually.


2.3.9 Environmental Awareness and Communication

Theaimofrunningagreenevent,aswellasthemeasures

taken,shouldbeclearlycommunicatedtoallthestakeholders

andgeneralpublicatanearlystage.Itnotonlypresents

anexcellentPRopportunity,butalsocommunicatesyour

environmentalgoalsexternally,andcanactasanincentive

foractuallyachievingthem.

Thereareanumberofwaysenvironmentalinformationcan

becommunicated–eventwebsite,informationincluded

withinvitationsandpromotionalmaterials,pressreleases,

andsoon.However,quantitiesofanyprintedmaterials

shouldbelimited–givingapreferencetoCDsand

electronicmediawhereverpossible.

Atthemeetingorevent,itisimportanttohavethe

infrastructureinplaceforfacilitatingenvironmentally

friendlyactions,e.g.recyclingbinseasilyavailable,

informationdisplayedregardingpublictransport,etc.

Staffatthevenueshouldbetrainedinenvironmental

managementandwellinformedaboutthemeasures

takentoreducetheenvironmentalimpactoftheevent.

Aftertheevent,considerationcouldbegiventopreparing

aseparatebrochure/flyeraboutthemeetingsgreenaspects,

describinglessonslearnedandgoalsachieved.Thismaybe

placedonthewebsiteordistributedelectronicallyasapart

ofpost-eventcommunication.

Key measures aND CoNsIDeratIoNs For pLaNNINg CommuNICatIoN aND eNvIroNmeNtaL awareNess:

¸ Communicatetheactionsthathavebeentakenby

theeventorganiserstominimisetheenvironmental

impactinadvance,onthedayandaftertheevent

toallstakeholders(delegates,Suppliers,sponsors,

media)

¸ Useeventmaterials,invitations,promotional

materials,website,andpressreleasesto

communicatetheenvironmentalmessages

¸ Iftheeventhasawebsite,encourageuse

ofthewebsiteforanyreferencematerial

¸ Limitsize,quantity,andfrequencyofprinted

materials

¸ Encouragemediarepresentativestousedigital

camerastoavoidtheneedforphoto-processing

chemicals

¸ Promoteenergy,water,andwasteefficiencyto

delegates,andinvitedelegatestoassistinreducing

theenvironmentalimpactoftheeventthrough

signage,announcements,menus

¸ Ensurestaffworkingatthevenuearetrainedin

relationtotheEnvironmentalManagementSystem

inplace.Staffshouldbeawareoftheirroleinmaking

theeventgreenandbeabletocommunicatethis

messagetodelegatesattheeventifnecessary

Chapter 3FACILITATING A GREEN MEETING OR EVENT: suPPliers Guide


Suppliers arethosewhodeliverthevariouselementsandservicesrequiredtorunasuccessfulmeetingorevent.

Facilitating a Green Meeting or Event

SUPPLIERS GUIDE

3.1 Step 1 – ‘Green’ Your Business

AsaSupplierthemainrequirementonyourbusinesswill

betooutlineyour‘greencredentials’toyourcustomers.

SimilartoPlanners,youasaSupplierneedtoinitiallylook

internallyandimplementgoodenvironmentalpractices

withintheday-to-dayoperationofthebusiness.

ThiswillbeachievedbyimplementinganEnvironmental

ManagementSystem.Tocommencethisprocessyoushould

useChapter 4 (Implementing an EMS) alongsidetheEMS

Checklist (Appendix 1).

Thiswillalsodeveloptheknowledgeandskillsamongstyour

staff,andenableyoutorespondtoRequestforProposals

(RFPs)–aswellasenablingallstafftocommunicateon

thesamelevelasthePlannerandtheClient.

InadditiontotheEMSChecklistyoushouldalsoselect

yoursectorspecificchecklistwhichwillbefoundin

Appendix3(SuppliersChecklists).Youshouldusethe

enclosedcheckliststoassesshowenvironmentally

friendlyyouare.Therearechecklistsenclosedforeach

typeofservicePlannerswilllookfor:

GENERAL CHECKLISTS AVAILABLE

n EnvironmentalManagementSystemChecklist

n GreenOfficeChecklist

SECTOR SPECIFIC, SUPPlIER CHECklISTS AVAILABLE

n EventVenue

n TransportProviders

n AccommodationProviders

n CateringOperations

n StageSetup,AV/ITandLighting

n EventMaterialandCommunicationsSupplier

n CarbonOffsetCompanies

PlannersmayusetheseSuppliers checklists todetermine

the‘greencredentials’oftheirSuppliersandmayweight

themaccordingtotheneedsofeacheventorconference/

meeting.

SuppliersareadvisedtousetheSupplierschecklistsand

identifywhatactionsyouarealreadytakingandwhat

actionsyoucouldtake–identifythenoorlow-cost

actionsfirstandthenplantoimplementtheothercriteria

overtime.Itmaybesurprisingtofindthatthemajority

ofcriterianotedherearegenerallynoorlow-cost.

Ifyouaretakinganyotheractionsyoushouldaddthese

tothechecklists.

Chapter 4IMPLEMENTING AN ENVIRONMENTAL MANAGEMENT SYSTEM


Attheheartofanybusinesschangeinvolvingthe

environmentisanEnvironmental Management System

(EMS).Thisissimplyabusinessprocessthatisdesigned

toensurethatthebusinesspreparesplans,andexecutes

acoordinatedprogrammeeffectively.Itworksalongthe

linesthat“Ifabusinessfailstoplan,itplanstofail”.

ImplementinganEMSiscentraltoeverystakeholderwho

presentsthemselvesasbeingenvironmentallyfriendly,orhas

adoptedaCorporateSocialResponsibility(CSR)programme.

Allbusinessesassociatedwitheventsshoulddevelopan

EnvironmentalManagementSystem(EMS,)whichwillserve

asavehicletodrivetheirenvironmentalprogramme,and

meetwithenvironmentalbestpracticestandardsoutlined

inthisdocument.

Itisnotpossibletoacknowledgeanybusinessasbeing

environmentallyfriendlyor“green”unlesstheycan

demonstratethatthistypeofprogrammeexistswithin

theirbusiness,andthattheyare,infact,committedto

goodenvironmentalmanagement.

BothPlannersandSuppliersshouldadoptthisstep-by-step

approach.

ThischaptershouldbereadinconjunctionwiththeEMS

checklistinAppendix1.

IMPlEMENTING AN ENVIRONMENTAl MANAGEMENT SYSTEM

IDENTIFY

Reviewbillsandcharges

Identifyenvironmentalopportunities

Createopportunitylist

Calculatepaybacks

Auditpeopleperformance

Identifytrainingneeds

PLAN

Developenvironmentalpolicy

Developactionplan

Creategreenteam

Garnersupportfromstakeholders

REVIEw

Measureandmonitorperformance

Benchmark

Conductongoingactionplanperformancereviews

Annualreviewleadingtoupdatedplan

IMPLEMENT/ACT

Trainstaff

Communicateactionsandplanswithcustomers

InvolveSuppliers

Startonno/lowcostactions

Initiatemonitoringandmeasuring

COMMIT

Seniormanagement/Owner


4.1 Commitment to Greening Your Business

Goodenvironmentalmanagementisnotaone-offevent

whichcanbeemployedasandwhenrequired.Eitherthe

businesswilladoptthisasaday-to-dayprocess,sothat

resultscanbeachieved,ortheprocesswillfail.

Seniormanagementisthekeytocommitment–ifthe

ManagingDirectororGeneralManageractivelyengages

andsupportstheprogramme,thenitwillwork.

Managementcanshowcommitmentby

n DevelopmentofanEnvironmental Policy forthe

business,outliningthebusiness’scommitmentto

minimisingitseffectontheenvironment.Thiswill

alsoprovideaclearmessagetostaff,stakeholders

andcustomersofyourgreenintent.(RefertoSample

policyprovidedonthenextpage)

n Assigninganumberofstafftomanagethe

environmentalaspectsofthebusiness–thiscanbe

referredtoasa‘Green Team’.Managementshould

ensurethatstaffareassignedtimeandresources

forthiswork.

4.2 Identification of Opportunities to Green Your Business

ThisguideisdesignedtoalloweventPlanners,andthe

majorityofSupplierbusinesses,toidentifythekeyinitiatives

theyshouldbeundertakingtoallowthemtoimprovetheir

environmentalimpactandreduceemissionsandwaste.

Basedonthisguideyoushouldbeabletoidentify

opportunitiesforyourbusiness,whichwillreduceits

environmentalimpactandpossiblysavecostsinthe

process.Identifythespecificactionsonthechecklists

relevanttoyourbusinessanddeterminethoseactions

whichyouarenotcurrentlyimplementing.Makealist

oftheseenvironmental opportunities andprioritise

theareaswiththelargestenvironmentalimpacts/

environmentalcosts.

Somecompanies,especiallylargerones,mayneedsome

externalassistancetoidentifythemajoropportunities.

4.3 Planning to Green Your Business

Havingidentifiedyourenvironmentalopportunitiesand

prioritisedtheseopportunities,younowneedtoprepare

aplantoaddressthoseactionsyouproposetodofirst.

Whileyoumayhaveidentified50potentialactions,

youmaydecidetofocusonthetoptenactionsinitially.

Youshouldsetatargetastowhatyouwishtoachieve

foreachaction,e.g.toreduceenergyconsumedinlighting

by50%.

Theactionplanshouldconsistofalistofpriorityactions

withrealistictargets,personnelassignedandcompletion

date(seeSampleEnvironmentalActionPlanoverleaf).


The Event CompanySAMPLE ENVIRONMENTAL POLICY

“We recognise that our business has an important role to play in protecting and enhancing the environment for future generations and to help secure the long-term sustainability of the tourism industry”

TothisendweThe Event Company arecommittedtotakingthefollowingaction;

n Toachievesoundenvironmentalpracticesacrossourentireoperation

n ToproduceanannualEnvironmentalPlansettingoutourobjectives,targetsandplannedactions

n Tocomplyfullywithallrelevantlegislation

n Tominimiseourwasteandreduceourwaterconsumptionwherepossible

n Toreduce,reuse,recycletheresourcesconsumedbyourbusinesswhereverpractical

n Toinviteourcustomers,Suppliersandcontractorstoparticipateinoureffortstoprotecttheenvironment

n Toprovideallemployeeswiththetrainingandresourcesrequiredtomeetourobjectives

n Toopenlycommunicateourpoliciesandpracticestointerestedparties

n Tomonitorandrecordourenvironmentalimpactsonaregularbasisandcompareourperformancewithourpolicies,objectivesandtargets”

2010 MAjOR TARGETS AND OBjECTIVES

energy

n Toreduceourenergyconsumptionby15%in2010andreduceourcarbonemissionsby450tonnes

Waste

n Toreducethewastewesendtolandfillby150tonnesduring2010

Green Purchasing

n ToengagewithourSupplierstoreducepackagingby20%

n Toincreaseusageofrecycledpaperproductsto30%ofallpaper/cardboardpurchased

n Toconvert60%ofalllightbulbstoLonglifebulbs

n Toincreasepurchasesoflocallysourcedfoodstuffsby25%

Community social responsibility

n TosupportalocalschoolintheirGreenFlagenvironmentalactivities

n Toengageinalocal“cleanup”atleastonceayearinconjunctionwiththeTidyTownsCompetition

n Tocommunicatemonthlyourperformanceandachievementsthroughthecompanywebsite

Signed Date Managing Director


SAMPLE ENVIRONMENTAL ACTION PLAN

ITEM DESCRIPTION OF ACTIONTARGET DATE

WHO IS DIRECTlY RESPONSIBlE FOR THIS

REASON FOR ACTION

ENVIRONMENTAl TARGET

1 Develop,operateand

publishEnvironmental

Policy.

March2010 GreenTeam EMSrequirement,

Companypolicy.

Establish

environmentalpolicy

andmakepublicon

companywebsite.

2 Reviewenvironmental

legislationrelevantto

thebusiness.

April2010 GreenTeam Ensurelegal

compliance.

Complywithall

environmental

legislation.

3 Establishelectricity,and

waterconsumption.

Establishenvironmentalkey

performanceindicators

(KPIs)forthebusiness.

March2010 Mr.Accountant Allowsbusinessto

monitorutilitycosts

andbenchmark

environmental

performance.

EstablishKPIsforthe

businessfrom2009.

4 Measureandreducewater

flowofthetapsandflushof

WCtomeetbestpractice.

March2010 Mr.Facilities Reducewater

consumption/reduce

watercosts.

Reducewater

consumptionby30%

in2010.

5 Reviewefficiencyoflight

fittinginpremises;replace

inefficienttungstenlamps

withfluorescentorLED

lampswherefeasible.

April2010 Mr.Facilities Reduceelectricity

consumption,

reduceCO2

emissions,reduce

energycosts,reduce

maintenance

requirements.

Reduceelectricity

consumedinlighting

by50%by2011.

6 Ensurefoodwasteis

segregatedandtreated

onsiteoroffsitein

accordancewithregulations.

March2010 Mr.Chef Legalrequirement,

reduce

environmental

impact.

Reducefoodwaste

senttolandfillby

90%by2010.

etc etc


4.4 Implementation of the Greening Process

TheGreenTeamandotherkeystaffwilldriveenvironmental

managementplans,astheywillhaveresponsibilitiesfor

implementationoftheplans.Ensureeveryoneisclearon

theirresponsibilities,andallowtimeandresourcesforplans

tobeimplemented.

Manyactionplanswillrelyonstaffinvolvementand

awarenessoftheenvironmentalissuescovered.Therefore,

trainingandenvironmentalawarenessofstaffiskeytothe

successofanyenvironmentalactionplans.

Tohelpmaintainthemomentuminachievingenvironmental

improvement,itisalsocrucialtoprovidefeedbackonthe

successofyourenvironmentalprogrammetoallstaffand

customers.Theachievementofmonetarysavings,andother

non-monetarybenefits,willhelpmaintainthesupportof

seniormanagement,theenthusiasmoftheGreenTeam,

andcontributionfromallemployees.

Involveyourcustomersinyourenvironmentalmanagement

plans.Oftencustomerscanhavealargeroletoplayin

wastesegregation,energyandwatersaving.Suggestions

forenvironmentalimprovementandtheirfeedbackon

yourenvironmentalmanagementpracticescanassistyou

indevelopingandincreasinginterventions.

4.5 Reviewing the Greening Process

Environmentalmanagementisacontinualprocessand

monitoringandreviewingtheEMSisessentialtoclose

theloopoftheEMSprocess.

Onaregularbasis,theprogressofEnvironmentalAction

Plansshouldbereviewed(e.g.atmonthlygreenteammeetings)

andprogressmonitoredagainsttargets.Correctiveactions

shouldbetaken,wherenecessary,newactionplansprepared,

andnewtargetssettoensurecontinuousimprovement.

Improvementsmade(wastereduced,costsavings)should

bequantifiedandreportedtostaff,customers,andother

stakeholders

Onanannualbasis,managementshouldreviewthe

suitabilityoftheEMSandtheeffectivenessofitforthe

business.Thereviewshouldaddressthepossibleneedfor

changestotheEMSandidentifyareaswhereimprovements

canbemade.Finallymanagementshouldmakethenecessary

changestotheEMStoensurecontinuousenvironmental

improvement.

NewTargetsandObjectives,andanewActionPlan,should

besetannuallyandthebusinessesenvironmentalpolicy

updated.

APPENDICES

CLICK ON TITLE FOR QUICK LINK TO APPENDIX OR CHECKLIST

1 EnvironmentalManagementSystem(EMS)Checklist

2 GreenOfficeChecklist

3 SupplierChecklists

4 GreenMeetingsIndustryCouncil(GMIC)Planfor2010Conference

5 SupportandLinks

6 GreenGlossary

P


APPENDIx 1Environmental Management System (EMS) Checklist

Environmental Management System Checklist YES/NO

AnEnvironmentalPolicyshouldbedevelopedandbeinuse

Environmentalissuesassociatedwithyourbusinessshouldbeidentifiedandmeasuredwherepossible.

(e.g.energyusage,waterused,wasteproduced,CO2emissions)

Environmentalobjectivesandtargetsshouldbesetannually

AnEnvironmentalActionPlanshouldbedevelopedtoaddressenvironmentalissuesassociatedwith

yourbusinessanditsactivities

AGreenTeam/EnvironmentalWorkingGroupshouldbeestablished

AllstaffhavebeentrainedintheoperationoftheEMSandareawareoftheirresponsibilities

CustomersandSuppliersshouldbeinformedofyourEMSandtheirenvironmentalrequirements

communicated

Environmentalkeyperformanceindicators(KPIs)shouldbeidentified,measuredandtargetssettomeet

environmentalbestpractice

Thebusinessshouldestablish,implementandmaintainoperationalprocedureswhichensurethe

objectivesoftheEMSaremet

ThebusinessshoulddocumenttheEMS

Thebusinessshouldbecompliantwithallrelevantenvironmentallegislation

Thebusinessshouldregularlyreviewitsenvironmentalperformanceagainstobjectivesandtargets,

KPIs,proceduresandguidelinesandtakeactionstoimproveperformancewhennecessary

Thebusinesshasadoptedresponsible/greenpurchasingpolicy

Thebusinesshasenvironmentalcertification–ISO14001,BS8901,GreenHospitalityAward,

GreenTourismBusinessScheme,EUFlowereco-label

Thebusinessesofficesadhereto‘GreenOffice’principlesasoutlinedinAppendix 2

Thebusinessoffers/employsacarbonoffsetprogramme

P


APPENDIx 2Green Office Checklist

GENERAl

Green Offices Checklist YES/NO

EstablishanEnvironmentalManagementSystem(refertoChapter 4 andAppendix 1)

Minimisepaperuse–useelectroniccommunicationsinsteadofmemos,hardcopiesetc

Producepaperdocumentsonlywhennecessary–editon-screenratherthanprintingdrafts

Circulatemasterhardcopyofdocumentsratherthanprintingindividualcopies

Usepaperwithhighpost-consumerrecycledcontent

Useofficesuppliesthataremadeofrecycledmaterialsand/orthatarebiodegradableorrecyclable

Adheretogreenprintingprinciples,i.e.paperconservinglayout,double-sidedprinting,

lightest-possible-weightpaper,standardpapersizes

Ensureallofficeequipmentiswellmaintainedtoavoidwasteofresourcesduetomalfunctioning

Reusepaperthathasbeenonlyusedononesideforinternalprintingneeds.Providetraysforcollecting

one-sideprintedpaper

Re-usefilefoldersandenvelopesbyreplacinglabels

Purchasere-usableproducts(e.g.rechargeablebatteries)

P


ENERGY


Buygreenelectricity

Encouragestafftoreducecarbonfootprintwhengettingtowork–walk,bicycle,publictransportetc

Purchaseanduseequipmentwithhighenergyefficiency

Listallenergyusingequipmentandprepareproceduresforoperationtominimiseenergyuse,

e.g.turnoffwhennotrequired

UseLiquidCrystalDisplay(LCD)monitorsratherthanCathodeRayTubes(CRT)

Heatingandcooling–ensurethermostatsareinuseandtemperaturessetappropriately

Airconditioning–usefreshairfirst–airconditioningshouldturnoffwhenwindowsareopen

Lighting–usenaturaldaylightfirst.Useenergyefficientbulbsandmotionandlightsensors

Operateaswitch-offpolicyforlightsandequipment.Donotleaveequipmentonstand-byovernight

HotWaterproduction–ensureproductionisasenergyefficientaspossible

P


WASTE


Operaterecyclingpolicyforpaper,glass,metals,plasticsetc

Wherepossibleavoidand/orminimisetheamountofwasteproducedandseparateorganicwaste

Ensurewasteelectronicandelectricalequipment(WEEE)andhazardouswasteisdealtwithcorrectly.

Aprocedureisinplacetomanagethesewastestreams

Donateofficeequipmenttocharities

Recycleprinterandphotocopiercartridgesandtoners

Avoiddisposablecupsforstaffusewithinoffice

WATER


Minimisewaterusageintoiletswithlowflowtoilets,washbasinsandurinals

Provideshowersforstaffusetoassistinencouragingcyclingorwalkingtowork

Avoidindividualbottledwater,eitherfilteryourownorusebulkandprovidereusablecontainers

P


APPENDIx 3Supplier Checklists

ClIENTS

Clientsshouldusethecheckliststoratetheirspecificenvironmentalrequirementsusingthefollowingratingsystem:

A – Must have

B – Is quite important to have

C – Would like to have

D – Not essential

PlANNERS

Thesechecklistscanbeusedtoguideyouinthepreparationofyourmeetingoreventplan.Onceyouhavecreatedaplan

foryoureventandidentifiedtheSuppliersrequiredtodeliverthis,sendthesecheckliststotherelevantSupplierandaskthem

torespondwiththeactionstheyaretaking.IftherearespecificClientrequirementshighlightthesesothattheSupplierscan

confirmthattheyareinplaceorarewillingtoimplementthem.

SUPPlIERS

WhenusingthechecklistsusetheYes/No toidentifythoseactionswhicharebeingimplemented/notimplemented.Anything

youarecurrentlynotimplementingcouldbeincludedinyouractionplangoingforward.Thereisspaceleftattheendofeach

checklistforSupplierstoaddanyotherenvironmentalactionswhicharebeingimplementedinthebusiness.Checklists

areincludedforthefollowingSuppliers:

n EventVenue

n TransportProviders

n AccommodationProviders

n CateringCompaniesandFoodandBeverageSuppliers

n StageSetup,AV/ITandLighting

n EventMaterialsandCommunicationsSuppliers

n CarbonOffsetProviders

REMINDER: Youdon’thavetoimplementalltheactionsinthechecklist,justtickasmanyasyoucanand/oryourintention

todosointhefuture.

P


a. CHECklIST FOR EVENT VENUES

GENERAl

Event Venue Checklist RATING – A, B, C, D or YES/NO

ThevenuehasimplementedanEMSasperAppendix 1

ThevenuehasacertifiedEMSinplacee.g.GreenHospitalityAward,GreenTourismBusinessScheme,

ISO14001,BS8901

Guests/delegatesareinvitedtoparticipateineffortstoreduceenvironmentalimpact(e.g.recycling)

Staffarefullytrainedandareintegralinthedeliveryofthebusinessesenvironmentalobjectivesandtargets

Informationisavailableregardinglocalbiodiversity,landscapeandnatureconservationmeasures

Informationisreadilyavailableonpublictransporttoandfromthevenue

Bicyclefacilitiesareinplaceatthevenue

Thevenuesupportsresponsiblepurchasingandpromotestheuseoflocalandorganicproduce

Video-conferencingfacilitiesareavailabletoallowforwideraccesstotheconferenceviatheinternet

ENERGY


VenueusesrenewableelectricityfromgreenSupplierorproducesrenewableelectricityonsite

Boilersorgeneratorsusesustainablecarbonneutralfuelssuchasbiodieselorwoodpellet

Thevenueoperatesacarbonoffsetprogrammetooffsetcarbonemissionsassociatedwith

onsiteactivities

ThevenuehasaBuildingManagementSystemtooptimiseenergyusedinheating,ventilation,lightingetc

Thevenuehasinstalledacombinedheatandpowerplant,heatrecoverysystem,weathercompensator,

zonedheatingorotherenergyefficiencysystemsforenergysaving/optimisation

Thevenueusesenergyefficientlighting(ClassAorB)wherefeasible

Lighting–thevenuehasinstalledinternalandexternalsensorstominimiseelectricalconsumption

Thevenueusesnaturaldaylightwherepossible

P


WASTE


Thevenuehasaspecificwastemanagementpolicywithallstafftrainedonthispolicy

ThevenueminimiseswastepackagingandencouragesSupplierstotakebackasmuchaspossible

Thevenueminimises/avoidsuseof‘one-use’or‘singleportion’packaging,e.g.packagedsingleusecondiments

Wherepossible,thevenueavoidsusingbottledwaterbyusingjugsofwaterorfilteringandservingwater

inreusablebottles

Thevenueseparatesandmanagesorganic(food)waste,recyclablewaste,hazardouswasteandlandfill/

residualwaste

Thevenueprovidesfacilitiesforrecyclingbycustomers

WATER


Thevenueemploysrainwaterharvesting(orrecycledwatercollection)fornon-potablepurposes

e.g.flushingoftoilets,wateringofgreenareas

Thevenueminimiseswateruseintoilets,urinals,taps,andshowersbyreducingflowrates,installing

timersorsensorsandfittingotherwaterefficientdevices

Thevenuemonitorstoilets,urinals,taps,showersanddistributionsystemforleaksandrepairs

wherenecessary

Thevenueuseschemicalsanddisinfectantsonlywherenecessaryandpromotesuseofeco-certifiedchemicals

P


B. CHECklIST FOR TRANSPORT PROVIDERS

Transport Providers Checklist RATING – A, B, C, D or YES/NO

AnEMShasbeenimplementedasperChapter 4 and Appendix 1

Staffarefullytrainedandareintegralinthedeliveryofthebusinessesenvironmentalobjectives

andtargets

Lowemissionvehicles,e.g.Euro3andabove,dieselelectric-hybridvehiclesorvehiclespoweredby

bio-dieselareavailable

GreenTransportGuidelinesthroughSEIEnergyMaphavebeenadopted.

Gotohttp://www.sei.ie/energymap/Transport/Intro/What_is_Transport_EnergyMAP_/

Transportvehiclesareappropriatelysizedfortheeventrequirements

Vehicleshavebeeninspectedandmaintainedaccordingtomanufacturersinstructions

DrivershavebeentrainedinECOdrivingaspartofstructuredapproachtofuelandenergymanagement

(SeeSEITransportEnergyMAPhttp://www.sei.ie/energymap/Transport)

Routesfortoursandshuttleservicesareplannedsoastolimittravelmiles

Afuelaccountingsystemisinplace(thatisL/100kmbyvehiclebasis)

Driversaretrainedtousecoldwatertowashthevehicles

Asfarasitispracticable,vehiclesarebeingwashedwithrecycledwater

P


C. CHECklIST FOR ACCOMMODATION PROVIDERS

GENERAl

Accommodation Providers Checklist RATING – A, B, C, D or YES/NO

AnEMSasperChapter 4 and Appendix 1 isinplace

Certificationtoathirdpartyeco-certificationschemehasbeenobtained

Guestsareinvitedtoparticipateineffortstoreducetheenvironmentalimpactoftheirstay

(switch-offpolicy,recyclingetc)

Informationisprovidedtotheguestregardinglocalbiodiversity,landscapeandnatureconservationmeasures

Theuseofpublictransportispromotedbyhavinginformationeasilyavailabletotheguestsandemployees

Theuseofbicyclesispromotedandbicyclefacilitiesareinplace


Responsiblepurchasing(Fairtrade,environmentallycertifiedproductsetc)issupportedandtheuse

oflocalandorganicproduceispromoted

ENERGY


RenewableelectricityfromagreenSupplierisused,orelectricityfromarenewablesourceisproducedonsite

Fuelsusedonsiteusedinboilersorgeneratorsaresustainablecarbonneutralfuelssuchasbiodieselorwood

ABuildingManagementSystemisinplacetooptimiseenergyusedinheating,ventilation,lightingetc

Acombinedheatandpowerplant,heatrecoverysystem,weathercompensator,zonedheatingorother

energyefficiencysystemsforenergysaving/optimisationareinplace

Aformalswitch-offpolicyrelights,equipment,airconditioningunits,etc.isoperatedonsite

Theheatingorair-conditioningshutsdownautomaticallywhenwindowsareopen

Lightingsensorsandtimersareusedincorridors,externalareas,carparks,backofhouseareastocontrollighting

Theuseofnaturaldaylightispromotedwherepossible

Themainequipmentandboilersareservicedregularlyandoperatewithahighenergyefficiency

P


WASTE


Wasteseparationfacilitiesareprovidedintheguestrooms

Organic(food)waste,recyclablewaste,hazardouswasteandlandfill/residualwasteareseparated

andrecycled

WastepackagingisminimisedbyorderingbulkandencouragingSupplierstousereusablepackaging

Theuseofsingle-usedisposabletoiletriesisavoidedwherepossible

Theuseof‘one-use’or‘singleportion’packagingforbreakfastfooditems(e.g.jams,cereal)isavoided

wherepossible

Theuseofbottledwaterisavoidedbyprovidingjugsofwaterorfilteringandservingwaterinreusable

bottleswherepossible

OfficeProducts(toners,cartridgesetc)arerecycled

Re-usableitemsaredonatedtocharities(e.g.furniture,textiles)

WATER


Rainwaterharvesting(orrecycledwatercollection)fornon-potablepurposese.g.flushingoftoilets,

wateringofgreenareas,isemployed

Wateruseintoilets,urinals,taps,andshowersisminimisedbyreducingflowrates,installingtimers

orsensorsandfittingotherwaterefficientdevices

Theaccommodationmonitorstoilets,urinals,taps,showersanddistributionsystemforleaksandrepairs

wherenecessary

Chemicalsanddisinfectantsareonlyusedwherenecessaryandtheuseofeco-certifiedchemicals

ispromotedin-house

ATowelReuse/LinenReuseProgrammeisinplace

P


d. CHECklIST CATERING COMPANIES AND FOOD AND BEVERAGE SUPPlIERS

GENERAl

Catering Operations Checklist RATING – A, B, C, D or YES/NO

AnEMSisbeingimplementedasperChapter 4 and Appendix 1

TransportinvolvedinbusinessactivitiesadherestoprinciplesoutlinedinChecklistB


Certificationtoathirdpartyeco-certificationschemehasbeenachieved

PURCHASING


Foodissourcedlocallywherepossible

Healthyandorganicfoodissourcedwherepossible

Foodinseasonissourcedwherepossible

Suppliersofsustainablefoodstuffsaresupported

EthicalPurchasingSuppliers–RainforestAlliance,Fair-tradeetcareusedwherepossible

OrdersareplacedinBulktoavoidpackagingwaste

Suppliershavebeenaskedtosupplygoodsinreusablepackaging,e.g.plasticcratesforvegetables

Stockcontrolproceduresareinplacetoavoidover-orderingandfoodwastage

P


MENU PlANNING AND SERVICE


Vegetarianoptionsareoffered

Portionsizesaremanaged.Secondsareofferedratherthanoverloadingplates.Half-portionsorsmaller

portionsarealsoprovidedtoavoidfoodwaste

Informationonthesource/originandorganicfoodsavailableismadeavailabletotheguest

Tea/coffeesnacksarepreparedinthepremisesasopposedtobuyingin

Theuseofdisposableitemsisavoided(take-awaycups,tableware,cutlery,napkins,straws,placematsetc)

Theuseofsingle-portionitems(sugar,jam,ketchupetc)andindividualbeveragecontainersisavoided

Tapwaterisprovidedasthefirstoption,orbottleownwaterlocallysecond,bulkbottledwaterisprovided

asthethirdoption

Menusareprintedonrecycledpaperorreusedpaper

WASTE


Organic(food)waste,recyclablewaste,hazardouswasteandlandfill/residualwasteisseparated

andmanagedproperly

FatOilsandGrease(FPG)arecollectedinFOGtrapsandmanagedbyalicensedwastemanagement

company

P


ENERGY


Energyefficientequipmentisusedwherepossible

Switchoffpolicyforequipment,lights,etc.isinplace

Energyefficientlighting(ClassAandB)isusedwherepossible

WATER


Environmentallyfriendlychemicalsforcleaning(useenvironmentallycertifiedproducts)areused

inthepremises

Wateruseisminimisedintoilets,urinals,taps,andshowersbyreducingflowrates,installingtimers

orsensorsandfittingotherwaterefficientdevices

Toilets,urinals,taps,showersanddistributionsystemforleaksandrepairsaremonitoredwherenecessary

P


e. CHECklIST FOR AV/IT, lIGHTING AND DISPlAY SUPPlIERS

STAGE SETUP, AV/IT, lIGHTING

Stage Setup, AV/IT, lighting Checklist RATING – A, B, C, D or YES/NO


Certificationtoathirdpartyeco-certificationschemehasbeenachieved

TransportinvolvedinbusinessactivitiesadherestoprinciplesoutlinedinChecklistB

Productsaresourcedlocallywherepossibletoavoidemissionsfromairlinesandtrucks

Allextendedlightbulbsandballastsarerecycled

Energyefficientequipmentisused

SCENIC AND STAGE PROVIDERS


Recycledmaterialsareincorporatedintosetdesign

Water-basedpaintsinsteadofsolvent-basedpaintsareusedtominimisetoxicemissions

Stageandothersetupsaredesignedfordisassembly–designedtostandarddimensionssothatsheet

goodscanbesalvagedfullsize,usingscrewsandboltsasopposedtoadhesivesandnailguns

Hazardousmaterialsarenotusedandifrequired,hazardouswasteproceduresareinplace

PVCmaterialscontainingphthalateplasticisers,materialscontainingbrominatedflame-retardants

andarsenic–orchromiumcontaining-preservative-treatedwoodareavoided

P


AUDIO VISUAl EqUIPMENT


Avarietyofprojectortechnologies(DLPandLCDarethemostcommon)isoffered

Themostenergyefficientsolutionsconsideringenergysavingswherepossibleisoffered

‘SwitchModePowerSupply’amplifiersorfour-channelamplifiersareused

Compact,high-efficiencyspeakersystemsthattakeuplessspace,arelighterandrequirelessorsmaller

trucksfortransportationareused

Digitalmixingconsolesthathelptoreducethesizeandamountofequipmentnecessaryareused

lIGHTING


LEDfixtures:minimumof50%LEDfixturesforallthrowsofunder16’,suchasscenery,stageareas,

backdrops,audienceareas,architecturalfeaturesareused

Automatedlightfixtures:Maximumlampwattageof700wforthrowsofupto40’;400wforthrows

ofupto30’;250wforthrowsofupto20’areused

Automatedlightfixtures:Lumensperwattratingforallfixturesdoesnotexceed20/1

PARtypelighting:1000wPAR64fixturesor750w‘SourceFourPAR”fixturesarenotusedonlyforthrows

inexcessof40’

PARtypelighting:Forallotherthrows575w“SourceFourPAR”(orequivalent)fixturesareused

PARtypelighting:500wPAR64fixturesarenotusedinanyinstance

1000wEllipsoidal(FELlamp)arenotusedinanyinstance

“R”typefloodlampsarenotusedinanyinstance

P


F. CHECklIST FOR EVENT MATERIAlS AND COMMUNICATION SUPPlIERS

Event Materials and Communications Checklist RATING – A, B, C, D or YES/NO


Productsaresourcedlocallytoavoidtransportationemissions

Productsthatareproducedfromrecyclablematerialsareoffered

Productsthatarebiodegradableareoffered

Productswhichareeco-certifiedareoffered

Recyclablepaperhavinghighpost-consumerrecycledcontent,notcoated,glossyorlaminated;

preferablynotchlorine-bleachedisused

Vegetablebasedinksforprintingmaterialsisused;excessiveinkcoverageisavoided(e.g.solidblocks

ofinkwhichimpedesde-inking)

Greenprintingprinciplesareadheredto,i.e.double-sidedprinting,lightest-possible-weightpaper,

standardpapersizes

Energyefficientequipmentisused

P


G. CHECklIST CARBON OFFSET PROVIDERS

Carbon Offset Provider Checklist RATING – A, B, C, D or YES/NO

Thecarbonoffsetprovidersupportsbothlocalandglobaloffsetprojects,recognisingthateventshave

localimpactsintermsofenergyconsumptionandglobaleffectsonclimatechange

Thecarbonoffsetprovidercontributestoprojectsthatarepermanent–thatis,theypermanently

removeGHGemissionsfromtheatmosphere

Thecarbonoffsetprovidercompanyisaccredited/recognisedbythenationalenvironmentalagency

orotherrecognisedbody

Thecarbonoffsetprovidercanverifycarbonreductionsaccreditedasoffsetsare‘additional’andnot

duetobusinessasusual

ThecarbonoffsetproviderinformsClientswhenofferingforwardcreditedoffsets(e.g.treeplanting)

wheretheoffsetwillbeproducedinthefutureandtherisksassociatedwithit

P


APPENDIx 4Green Meetings Industry Council (GMIC) Plan for 2010 Conference

The2010SustainableMeetingsConferenceisbeingheld

withgreenprinciplesinmind.Ourfirstgoalistodowhatwe

cantoreduceourcarbonfootprint,andthensecondlyto

offsetthoseemissionswecannotavoid.

Inaddition,theGMICispartneringwithconferencesponsor

tooffsettheemissionsproducedbyourevent.Yoursupport

isintegraltomakingamoreenergyefficient,green-powered

worldpossiblebysupportingadditionalprojectsthatare

basedlocallyinourhostdestination,aswellasglobally.

wHY ARE wE OFFSETTING THIS wAY?

TheGreenMeetingIndustryCouncil,inpartnershipwithour

conferencesponsorwilloffset100%ofourmeeting-

generatedCO2emissions.Wearealsoprovidingdelegates

withtheoptiontoparticipateinoffsettingtheirairtravel.

Todothiswearepartneringwithourconferencesponsor,a

not-for-profitorganisationbasedinourhostcityofDenver,

Colorado.

TheConferenceProgramCommitteehaslearnedmuchinthe

recentyearsresearchinganddetermininganoffsetprogram.

Wehopebysharingourexperienceyoumighttakeaway

somelessonslearnedindevelopingyourownoffset.

Step 1 Determinepriorities

ThefollowingprioritiesforoffsettingtheGMICconference

aretakenintoconsideration.Theoffsetmust:

n BeprovidedatnodirectcosttoGMIC.

n Enableavoluntaryopportunityforindividuals

andorganisationstosponsoroffsets.

n Provideeducationforourmembersaboutoffsetting.

Step 2 Researchorganisationsandsetselectioncriteria

Selectingacarbonoffsetproviderisnotaneasyprocess.

Neworganisationsthatoffsetareemergingeverydayand

understandingandnavigatingthejargonofneutrality,

additionality,permanenceandcarboncanbeconfusing

formost.TheGMIChasdecidedto:

n Supportalocally-basedorganisationinthehost

destination.

n Supportbothalocalandglobaloffsetproject,recognising

thatoureventhaslocalimpactsintermsofenergy

consumptionandglobaleffectsonclimatechange.

n Contributetoprojectsthatareadditional–orwould

nothaveotherwiseoccurredwithoutoursupport.

n Contributetoprojectsthatarepermanent–thatis,

theypermanentlyremoveGHGemissionsfromthe

atmosphere.

Step 3 Communicateandengageparticipants

Asavoluntaryprogram,ourcarbonoffsetreliesonyou–the

delegate,exhibitor,speakerandsponsor–totakeresponsibility

foryourcarbonfootprintbypurchasinganoffset.Theprogram

committeehasplannedadiversityofoutreachtacticsto

informyouofthisoptionanditsimportancetous,through

ourwebsite,theregistrationprocess,onsiteandfollowing

theevent.Pleasejoinusbyoffsettingyourconference

footprintbyvisitingoursponsor’swebsite.

P


FIND OUT HOW WE ARE REDUCING THE ENVIRONMENTAl IMPACT OF OUR MEETING

TheGreenMeetingIndustryCouncilisgreeningour2010

conferenceby:

n Selectingdestinationsthatareabletorespond

togreenrequirementsinourRFP.

n Requestingandcontractingthehotelandcatererto

complywithenvironmentalpracticesthatreducewaste,

conservewater,promoteenergyefficiency,andairand

waterquality.

n Printingourconferenceprogramon30%post-consumer

recycledcontentpaper,usingsoy-basedinks.

n Discouraginghandoutsandmakingpresentations

availableonline.

n Requestingexhibitorsminimisecollateralmaterial

andprovidesustainably-mindedgiveaways.

n Providingapaperlessregistrationservice.

n Collectingandre-usingnamebadgeholdersandlanyards.

n ProvidingscholarshipstostudentstoattendtheGreen

Meetings101TrainingSeminarsponsoredbyIMEX

FutureLeadersForum.

TheHyattRegencyDenverConventionCenterhas

committedtoimplementthefollowingforourevent:

n Arecyclingprogramthatincludespaper,glass,

plastic,metalsandorganicwaste.

n Atowelandsheetreuseprogram.

n Practiceenergyefficiencybyturningofflightsand

turningdownthethermostatwhentheguestrooms

arenotoccupied.

n Nottoreplaceconsumableamenitiesdailyunless

theyaregone,andtoparticipateinanamenity

donationprogram.

n Usecleaningproductsthatdonotintroducetoxins

intotheairorwater.

TheColoradoConventionCenterandCatererhave

committedtoimplementthefollowingforourevent:

n Arecyclingprogramthatincludespaper,aluminum

cans,glass,plastic,cardboard,woodpallets,andorganic

waste(compost).

n Providingcomplimentarywatercambrosandrecycled

contentpapercups.

n Chinaandlinenmealservice.

n Condimentsinbulkandjuices,waterandicetea

inpitchersinsteadofindividualcontainers.

n Menuselectionsthatincludelocalandorganic

productsandprovidevegetarianoptions.

n Practiceenergyefficiencybyturningofflights

andHVACwhenroomsarenotoccupied.

n Useenvironmentallyresponsiblecleaningproducts.

n Purchasinghandtowelsandtoiletpaperwhich

are35%post-consumercontentpaper.

n Purchasingaminimum9%renewableenergy.

We encourage you to join us in greening our conference by:

n Walkingortakingtransitinthecity,ratherthantaking

ataxi.Thehotelandconventioncenterareconveniently

locatedinthecenterofthebusinessandculturaldistrict.

n Turningoffthelightsandheatinginyourroomwhen

itisnotoccupied.

n Bringyourownre-fillablemugorusetheconference

mug.

n Reducewhatyouuseandrecyclewhatyoucan!

P


APPENDIx 5Support and links

ENVIRONMENTAl INFORMATION AND SUPPORT

BordBiawww.bordbia.ie

Change.iewww.change.ie

CultivateCentrewww.cultivate.ie

DepartmentofEnvironment,HeritageandLocalGovernment

www.environ.ie

ENFOwww.askaboutireland.ie

EnvironmentalProtectionAgencywww.epa.ie

FáilteIrelandwww.failteireland.ie

FairTradewww.fairtrade.ie

GoodFoodIrelandwww.goodfoodireland.ie

GreenBusinessInitiativewww.greenbusiness.ie

GreenMeetingIndustryCouncil(GMIC)

www.greenmeetings.info

GuaranteedIrishwww.guaranteedirish.ie

MeetGreenwww.meetgreen.com

RainforestAlliancewww.rainforest-alliance.org

SustainableEnergyAuthorityIrelandwww.seai.ie

ENVIRONMENTAl CERTIFICATION AND STANDARDS

BS8901SustainableEventManagement

www.bsigroup.co.uk

EUEco-labelwww.eco-label.com

GreenHospitalityAward(IRL)www.ghaward.ie

GreenTourismBusinessSchemewww.greentourism.ie

ISO14001EnvironmentalManagementSystems

www.iso.org

TRANSPORTATION

BusÉireannwww.buseireann.ie

DublinBuswww.dublinbus.ie

DublinTrafficwww.dublintraffic.ie

Dartwww.dart.ie

IrishRailwww.irishrail.ie

Luaswww.luas.ie

RailwayProcurementAgencywww.rpa.ie

SEITransportEnergyMAPhttp://www.sei.ie/energymap/

Transport/Intro/What_is_Transport_EnergyMAP_/

SwiftCommutewww.swiftcommute.ie

TravelSmartwww.travelsmart.ie

P


APPENDIx 6Green Glossary

Thegreenindustryisfullofacronymsandlingo.Readthe

glossaryforsomeofthemostcommonwordsandtheir

definitionswhichyouwillencounter.Someofthesewords/

definitionsarenotincludedwithinthisguidebutare

explainedtoenableyoutounderstandthemshouldyour

Clientusethem.

aPeX: AcceptedPracticesExchange–APEXisaninitiative

oftheConventionIndustryCouncilthatisbringingtogether

allstakeholdersinthedevelopmentandimplementationof

industry-wideacceptedpracticestocreateandenhance

efficienciesthroughoutthemeetings,conventionsand

exhibitionsindustry.

Biodegradable: Capableofbeingbrokendownbynatural

processes,suchasbacterialaction.

Bio-diesel: Acleanburning,alternativefuelderivedfrom

animalfatsorvegetableoilthatcanbeusedindiesel

burningengines.Itdoesnotcontainpetroleumproducts,

butmaybeblendedwithpetroleum-baseddiesel.

Carbon dioxide (CO2): Aheavy,colourlessgasthatdoes

notsupportcombustion.Madeofonecarbonatomandtwo

oxygenatoms,itisformedespeciallyinanimalrespiration

andinthedecayorcombustionofanimalandvegetable

matter.Itisabsorbedbyplantsinphotosynthesis,andis

anatmosphericgreenhousegas.

Carbon Footprint: Ameasureoftheimpacthumanactivities

haveontheenvironmentintermsoftheamountofgreen

housegasesproduced,measuredinunitsofcarbondioxide.

Carbon Offset: Awayofcounteractingthecarbonemitted

whentheuseoffossilfuelcausesgreenhousegasemissions.

Offsetscommonlyinvolveinvestinginprojectssuchas

renewableenergy,treeplantingandenergyefficientprojects.

Climate neutral: Productsorservicesthatreduceand

offsetthegreenhousegasesgeneratedateachstageof

theirlife-cycleonacradle-to-gravebasis:thesourcingof

theirmaterials,theirmanufacturingorproduction,their

distribution,use,andultimateend-of-lifedisposition.

Compost: Amixtureofhumus-rich,decomposedvegetable

matter,usedasafertiliserorsoilenrichment.

Corporate responsibility: Ourobligationtoconsiderthe

interestsofcustomers,employees,shareholders,communities

andtheenvironmentasanaspectofmeetingplanning,

executionandevaluationsothatsustainabilitycanbe

achieved.

ecological Footprint: Themeasureofareaneededtosupply

nationalpopulationswiththeresourcesandareaneededto

absorbtheirwastes.

ecology: Thesystemofrelationshipsbetweenorganisms

andtheirenvironments.

ecosystem: Acommunityoflivingorganismsinteracting

withthemselvesandwiththeirenvironment.

ecotourism: Responsibletraveltonaturalareasthat

conservestheenvironmentandimprovesthewellbeing

oflocalpeople.

energy/Water Conservation: Practicesandstrategies

thataredesignedtominimisetheamountofenergy

andwaterused.

environmentally responsible Transportation:

Transportationoptionsthatminimiseenvironmental

impactsuchasmasspublictransportation(lightrail,subway,

electric/hybrid/biodieselbuses)andelectric/hybridvehicles.

P


e-waste: Wastematerialsgeneratedfromusingordiscarding

electronicdevices,suchascomputers,televisions,andmobile

phones.E-wastetendstobehighlytoxictohumans,plants,

andanimals,andhasbeenknowntocontaminatewater,air

anddirt.

Fair Trade: Smallfarmersarepaidafairmarketpricethat

enablesthemtoimprovetheirstandardofliving.

Fossil Fuel: Anorganic,energy-richsubstanceformed

fromthelong-buriedremainsofprehistoriclife.

FOG: Fats,OilandGreaseformthecateringsector.

Global Warming: Agradual,long-termincreaseinthenear

surfacetemperatureoftheEarth.Thetermismostoften

usedtorefertothewarmingpredictedtooccurasaresult

ofincreasedemissionsofgreenhousegases.

Green: Acommonexpressionmeaningenvironmentally

responsible.

Green Collar Job: Ajobconnectedtoeco-friendlyproducts

andservices.

Green Meeting: AccordingtoGMIC,agreenmeeting

incorporatesenvironmentalconsiderationsthroughoutall

stagesofthemeetinginordertominimisethenegative

impactontheenvironmentandpositivelycontributesto

thehostcommunity,

Greenhouse effect: Heatingoftheatmospherethatresults

fromtheabsorptionofsolarradiationbycertaingases.

Greenhouse Gas: Agaswhichcontributestothe

greenhouseeffectbyabsorbingsolarradiation.These

gasesinclude,butarenotlimitedto,carbondioxide,

ozone,methane,andchlorofluorocarbons.

Green seal Certified: Anorganisation,productor

processthathaspassedaspecificenvironmentally

responsiblestandardasoutlinedbyGreenSeal.Itisa

non-profit,third-partycertifierandstandardsdevelopment

bodyintheUnitedStates.

Greenwash: Tofalselyclaimaproductisenvironmentally

sound.Alsoknownasfauxgreen.Disinformationdisseminated

byanorganisationsoastopresentanenvironmentally

publicimage.

High-intensity discharge (Hid) lamp: Comparedwith

fluorescentandincandescentlamps,HIDlampshavehigher

luminousefficacysinceagreaterproportionoftheir

radiationisinvisiblelightasopposedtoheat.Theiroverall

luminousefficacyisalsomuchhigher:theygiveagreater

amountoflightoutputperwattofelectricityinput.

High Performance lamp (HPl): TheproprietaryHPL

lampusesacompactfilament,whichconcentratesthe

mostlightwhereitisefficientinanellipsoidalreflector.

Hybrid Vehicle: Vehiclethatusesacombinationoftwo

enginetypes.Carsaremostcommonlygasoline-electric

hybrids.

Kilowatt Hour: 1,000wattsofelectricityusedforonehour.

led lamp: ALight-Emitting-Diodelampisasolid-statelamp

thatuseslight-emittingdiodes(LEDs)asthesourceoflight.

LEDlampsofferlonglifeandhighefficiency,butinitialcosts

arehigherthanthatoffluorescentlamps.

leed: LeadershipinEnergyandEnvironmentalDesign–

AGreenBuildingRatingSystem®isavoluntary,consensus-

basednationalstandardfordevelopinghigh-performance,

sustainablebuildingsdevelopedbytheUSGreenBuilding

Council.

Occupancy sensor: Amonitoringdevicecommonly

connectedtoaroom’slightingbutalsooccasionallyto

heatingorventilation,whichshutsdowntheseservices

whenthespaceisunoccupied,thussavingenergy.

Organic Foods: Grownwithoutchemicalsthatcanharm

theland,waterorhumanhealth.Organiccertificationof

foodcanbethroughanindependentorganisationor

governmentprogram.

P


Parabolic aluminised reflector lamp (Par light): Atype

oflampthatiswidelyusedincommercial,residential,and

transportationillumination.Thelampsandtheirfixtures

arewidelyusedintheatre,concertsandmotionpicture

productionwhenasubstantialamountofflatlightingis

requiredforascene.

Post-Consumer Material: Anendproductthathas

completeditslifecycleasaconsumeritemandwould

otherwisehavebeendisposedofasolidwaste.Post-consumer

materialsincluderecyclablescollectedincommercialand

residentialrecyclingprograms,suchasofficepaper,

cardboard,aluminumcans,plasticsandmetals.

Post-Consumer Waste: Post-consumerwasteisrecycled

materialcollectedafterpeoplehavetosseditinthebluebin.

Officerecyclingprogramsandhouseholdrecyclingprograms

arethemainsourceofpost-consumerwaste.

Processed Chlorine Free (PCF): “Processedchlorinefree”

describesableachingprocessfreeofchlorineorchlorine

compounds,whichpoisonsrivers.ThemostcommonPCF

bleachingagentishydrogenperoxide(whichbreaksdown

intowaterandoxygen).UsingPCFpapereliminatesmostof

thetoxicbyproductsoftraditionalbleaching,suchasdioxins

andotherorganchlorides,andthismeanscleanerrivers.

recycled Paper: AccordingtoU.S.governmentstandards,

uncoatedpaperwithatleast30%post-consumerwasteand

coatedpaperwithatleast10%post-consumerwastecanbe

called“recycled”paper.

recycling: Thecollectionofwastematerialsandreprocessing

themintonewmaterialsorproducts,whicharethensoldagain.

renewable resources: Resourcesthatarecreatedor

producedatleastasfastastheyareconsumed,sothat

nothingisdepleted.Includessolar,hydro,windpower,

biomass,andgeothermalenergysources.

shade Grown Coffee: Coffeethatisgrowninthetraditional

manner,withcoffeeplantsinterspersedunderacanopyof

trees.Endresult:morehabitatsforbirds,lessneedfor

chemicalinputs,andtheforestisnotdisrupted.

sustainable Food: Foodthatishealthyforconsumers

andanimals,doesnotharmtheenvironment,ishumane

forworkers,respectsanimals,providesafairwageforthe

farmer,andsupportsandenhancesruralcommunities.

sustainability: Meetingtheneedsofthepresentwithout

compromisingtheabilityoffuturegenerationstomeettheir

ownneeds(asdefinedbytheBrundtlandCommission,1987).

Triple Bottom line: Abusinessanddevelopmentphilosophy

incorporatingthethreeEs:equity,environment,economics.

AlsoreferredtoasthethreePs:people,planet,profit.

Vegetable-based inks: Environmentallyfriendlyprinting

inkswhicharemadefromvegetableoilscombinedwith

pigments.Themostcommontypeismadefromsoy.

Venue: Locationwhereaneventtakesplace.

Amiens Street, Dublin 1

Tel: 00 353 1 8847700

Fax: 00 353 1 8556821

Email: [email protected]

website: www.failteireland.ie

Environmental Unit, Fáilte Ireland

88-95 Amiens Street, Dublin 1

Tel: 00 353 1 8847000

a guide to running green meetings and events · fÁilte ireland | a guide to running green meetings...

Documents