smart events handbook 2010-06

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Greening guidel ines for host ing susta inable events in Cape Town

SM ART EVENTS HANDB OOK


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Greening guidel ines or host ing susta inable events in Cape Town

SMART EVENTS HANDBOOK

Endorsed by


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SMART EVENTS HANDBOOK

Published by the City o Cape Town

First edition June 2010

More inormation available rom:

Environmental Resource Management Department

7th Floor

44 Wale Street

Cape Town, 8001

South Arica

Tel: 021 487 2284Fax: 021 487 2578

E-mail: [email protected]

Website: www.capetown.gov.za/environment

City o Cape Town

ISBN 978-0-9802784-5-3

This book is printed on SAPP I Triple Green paper, an environmentally-riendly paper stock made rom

chlorine-ree sugar cane fbre to support sus tainable aorestation in South Arica.

Every eort has been made to ensure the accuracy o inormation in this book at the time o

publication and to correctly acknowledge photographers. The City o Cape Town accepts no

responsibility or, and will not be liable or, any errors or omissions contained herein.

Message rom the Mayor o Cape Town

The 2010 FIFA World CupTM will give Cape Town an opportunity to show the world that it can successully

host major international events that also leave a positive environmental legacy. To achieve this, Host City Cape

Town is implementing Green Goal 2010, the ofcial greening programme o the tournament.

The development o the Smart Events Handbook is one o the Green Goal legacies, which will provide

guidance to the events industry or hosting events in a more sustainable manner. Events draw people, who

need transport and accommodation that leads to economic growth. Events do however also require resources

such as energy and water, while creating waste and pollution. As much as we need events in Cape Town, we

also need these events to be hosted responsibly.

Event greening is the process o incorporating socially and environmentally responsible decision-making into

the organisation, implementation and participation o an event. Regardless o the size or type o event, you

can make a dierence to ensure that it is done in a responsible manner. We host many large and small events

in Cape Town every year and I would encourage you to consider how you can incorporate event greening as

you plan your next event.

Lets work together to ensure that all Cape Town events become green events.

Dan Plato

Executive Mayor


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WHO SHOULD USE THIS BOOK 1

HOW TO USE THIS BOOK 1

INTRODUCTION 2

WHAT IS EVENT GREENING? 3

INTRODUCTION TO EVENT GREENING 3

GREENING PRACTICES 5

Eco-procurement 6

Wasteminimisationandmanagement 9

Waterconservation 12

Energyefficiency 13

Emissionsreduction 15

Biodiversityconservation 17

Socialandeconomicdevelopment 18

WHY IS EVENT GREENING IMPORTANT? 19

WHAT ARE THE BENEF ITS OF EVENT GREEN ING? 19

WHAT ARE THE ENVIRONMENTAL IMPACTS OF EVENTS? 20

Whatareclimatechange,globalwarmingandgreenhousegases(GHGs)? 20

Whatarethecauses? 21

Whataretheconsequences? 21

WHAT IS THE INDUSTRYS INVOLVEMENT AND RESPO NSIBILITY 22

HOW TO IMPLEMENT EVENT GREENING 25

GETTING STARTED 25

MANAGEMENTPROCESS 26

Preparation-Setupgreenteam,andidentifychampions 26

Planning-Greeningpolicy,principles,strategyandactionplan 27

Implementation-Communication,participationandawarenessraising 28

Monitoringandevaluation 29

Leavingapositivelegacy 30

HIGH-IMPACT AREAS FOR GREEN ING INTERVENTI ONS 31

Venuesandaccommodation 32

Foodandbeverages 36

Exhibitions 38

Marketing,PRandproduction 40

Transport 41

General 43

WHEN SHOULD AN EVENT-GREENIN G EXPERT BE HIRED? 47

RESOURCES 48

GLOSSARY 48

WEBSITES 51

CONTENTS

This handbook was developed on behal o the City o Cape Town by Steadast Greening with design by

Joom Design Studio.

Compiling a handbook o this nature requires research, comment and advice rom a variety o sources.

We acknowledge with thanks all who have contributed to t he inormation contained in this handbook:

CapeTownInternationalConventionCentre(CTICC)-DirkElzingaandShaheenJutzen

CityofCapeTown-EnvironmentalResourceManagement,Communication,EconomicDevelopment,

Electricity, Solid Waste, and Water and Sanitation Departments

ExpoPromotions-AnitaPeterson

KarinDiederichs&Associates-KarinDiederichs

ScanDisplay-JustinHawes

SteadfastGreening-GraceStead

VineyardHotel&Spa-RobynvanOudtshoorn

... and many other individuals rom the meetings, incentives, conerence and events industry who attended the

workshops and provided valuable input.

The ollowing organisations have provided valuable input, as well as ormal endorsement o this handbook:

CertiedMeetingProfessional(CMP)NetworkSouthAfrica

EventGreeningForum

Exhibition&EventAssociationofSouthernAfrica(EXSA)

FederatedHospitalityAssociationofSouthernAfrica(FEDHASA)

InternationalFestivalsandEventsAssociationAfrica(IFEA)

ServicesSETA

SouthernAfricanAssociationfortheConferenceIndustry(SAACI)

TechnicalProductionServicesAssociation(TPSA)

Thank you to individuals and organisations that provided images, with special recognition to:

ACKNOWLEDGEMENTS

AfricanAgendaConferenceDesign&Management

CTICC

Cycle Cabs

Derek Main Photography

Enchantrix

GreenBuildingCouncilofSouthAfrica(GBCSA)

Green Home

Heath Nash Design

Intelligent Marketing

Joom Design

Learn to Earn

Olly Molly

Steadast Greening

The Green Cab

Twine Fabrics

VineyardHotel&Spa

Wiehahn Diederichs


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INTRODUCTION

The Smart Living Handbook was developed or Cape Town households, with a ocus

on the efcient use o natural resources such as water and energy, the reduction o

waste, and the protection o our natural biodiversity. It has been successully used totrain and raise awareness among City o Cape Town sta, in schools, communities

and the corporate sector in Cape Town.

As part o the 2010 FIFA World Cup Cape Town Green Goal Initiative, the City

o Cape Town decided to also compile a Smart Events Handbook to guide event

organisers, venues, suppliers and sub-contractors in planning and implementing

events in a sustainable and responsible manner. It aims to promote resource

efciency and sustainability in every organised event in Cape Town.

The Smart Events Handbook has been produced by the City o Cape Town to encourage event greening or all

events hosted in the city. It can be used or a range o events, such as meetings, conerences and exhibitions, and

applies equally to large sports events and small local community initiatives.

The handbook is aimed at the ollowing main groups:

Event organisers conerences, meetings, seminars, workshops, estivals, exhibitions

Venues hotels, convention centres, and other venues where events are held

Suppliers and sub-contractors inrastructure, audiovisual equipment, transport, products

However, the handbook is not intended or proessional event organisers only, but also or people arranging small

inormal events at schools or in their local community. It provides an overview o the main aspects that need to be

considered, though innovation continues to broaden the scope.

The book is divided into our sections with practical tips or implementation:

WHAT? Basic inormation about event-greening principles and practices

WHY? Benefts o event greening, and the environmental impact o events

HOW? Practical inormation on how to get started, and what you need to consider

RESOURCES: Additional inormation, with a glossary and useul websites

Events can have a large environmental impact and thereore it is important to understand the basic principles

and reasons why we need to change our actions. This needs to become an integral part o our planning and

implementation at a micro level, but we also need to understand the bigger picture and an events relation to

global warming.

It is advisable that this handbook be read together with the Smart Living Handbook and the Smart Ofce Hand-

book or more detailed inormation. The Smart Living Handbook can be downloaded rom the City o Cape Town

website, http://www.capetown.gov.za/smartlivinghandbook.

WHO SHOULD USE THIS BOOK

HOW TO USE THIS BOOK


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Event greening is the process o incorporating socially and environmentally responsible decision making into the

planning, organisation and implementation o, and participation in, an event. It involves including sust ainable

development principles and practices in all levels o event organisation, and aims to ensure that an event is hosted

responsibly. It represents the total package o interventions at an event, and needs to be done in an integrated

manner. Event greening should start at the inception o the project, and should involve all the key role players, such

as clients, organisers, venues, sub-contractors and suppliers.

The terms event greening and green used in this document reer to responsible, sustainable decision making

and implementation, taking note o environmental, social and economic actors. I an event is hosted in a green

manner, the anticipated outcomes are as ollows:

Toimprove the resource eciency o the entire event and supply chain management

To reduce negative environmental impacts, such as carbon emissions, waste to landfll, and the

eect on biodiversity

To increaseeconomic,socialandenvironmentalbenets(triple bottom-line)

Toenhance the economic impact, such as local investment and long-term viability

Tostrengthen the social impact, such as community involvement and air employment

Toimprovesustainable perormance within an available budget

Topresentopportunities or more ecient planning and use o equipment and inrastructure

Toreduce the negative impact on local inhabitants

Toprotect the local biodiversity, water and soil resources

Toapply the principles o eco-procurement o goods and services

To raise awareness o sustainability issues among all role players

Toensure thattheaims and objectives are clearly dened and measured

Greening an event involves incorporating a combination o the ollowing:

Environmentalbestpractice

Socialandeconomicdevelopment

Educationon,andawarenessof,sustainabilityissues

Monitoring,evaluationandreportingontheevent-greeninginitiatives

Leavingapositivelegacy

The frst time that environmental concerns were raised by the public was at the 1992 Albertville Winter Olympics

in France, which led to the frst green Games in Lillehammer, Norway, in 1994. The standard was set in 2000 with

the Sydney Olympics, and since then, other major sports events have also considered their environmental impact.

Duringthe2006FIFAWorldCupTM in Germany, Green Goal was launched, which is also being implemented in

South Arica or the 2010 FIFA World CupTM.

The ocus has however not just been on sports events. The greening o the World Summit on Sustainable

Development(WSSD)heldinJohannesburgin2002setnewbenchmarksforSouthAfrica.Manyconferencevenues

have also realised the benefts o going green, and even liestyle events have ollowed suit. Regardless o the size or

type o event, there are dierent greening practices that can be implemented.

England has introduced a sustainable event management standard (BS8901:2007), which provides a benchmark

against which an organisation can assess its existing managerial practices to manage events more sustainably.It includes requirements or planning and managing sustainable events o all sizes and types, with practical

inormation or implementation. SANS 10366 is the SABS national standard or health and saety at live events.

INTRODUCTION TO EVENT GREENING

WHAT IS EVENT GREENING?

TheCapeTownInternationalConventionCentre(CTICC)drawsthousandsofvisitors,delegatesandexhibitorseveryyear


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GREENING PRACTICES

The overall principle o event greening is the implementation o sustainable living

practices, which include a balance between environmental protection, social

development, and economic beneft. This is known as the triple bottom-line,

also reerred to as planet, people and prosperity. It is important that events

should promote equality, participation and education in local communities,

to leave a lasting legacy.

Environmental protection(planet)referstoreducingtheecologicalfootprintoftheeventthrough

the responsible management o resources such as energy and water.

Social development(people)referstofairandbenecialbusinesspracticeswithregardtolabourandthe community in the region in which the event is held.

Economic value(prosperity)referstothenancialbenetoftheevent,aswellastherealeconomic

impact or beneft enjoyed by the host region.

There are many areas where organisers can have a positive impact when hosting an event.

Particularly the ollowing greening practices should defnitely be considered:

Eco-procurement

Wasteminimisationandmanagement

Water conservation

Energy efc iency

Emissionsreduction

Biodiversityconservation

Socialandeconomicdevelopment

Greenorsustainableevents

considersocial,environmental

andeconomicaspects,

i.e.people,planet

and prosperity.

Eco-procurement

Theprocurement(purchasing)ofgoodsandservicesisacoreactivityrelatingtoevents.Eco-procurementisgiving

preerence to products that are not harmul to the environment. It also supports the concept o local economic

development through the procurement o local goods and services due to reduced transport costs.

Eco-procurement encourages you to buy only what you really need, and to consider innovative alternative options

that will provide high environmental perormance and waste minimisation.

Remember,thisextendstotheselectionofvenues(hotels,conferencefacilities),transport(buses,airporttransfers)

and other services or suppliers. The best is to include some o these criteria in your request or quotes, or your

tender documents.

Consider the ollowing when making procurement decisions. Reer to pages 31 to 47 or more inormation abouteco-procurement in dierent key areas.

Dowereallyneedtohaveit?Whatarethealternativeoptions?

Promotetheprocurementoflocalgoodsandservices.

Encourageenvironmentallyfriendlyproductsthatarecertiedandcredible.

Encouragetheuseofgoodswithrecycledcontent,orgoodsthatcanbereusedorrecycled.

Encouragetheuseofgoodswithminimumtoxicchemicals.

Avoidtheuseofdisposableproductswithasingleuse,suchaspapercupsorserviettes.

Avoidgoodsthatareexcessivelypackaged,andbuyinbulkwheneverpossible.

Requestfoodthatislocal,seasonalandorganicwheneverpossible.

Requestproductsthatareprovidedbyethicalandfair-tradesources.

RequestthatallshcomplieswiththeSouthernAfricanSustainableSeafoodInitiative(SASSI)guide.

Selectvenues(hotels,conferencefacilities,etc.)thatimplementgreeningprinciples,andhavea

corporate social responsibility towards employees.

Selectvenues(hotels,conferencefacilities,etc.)thatareaccessiblebypublictransport,orwithinwalking distance.

Selecttransportserviceprovidersthathavevehicleswithalternativefuelsandtechnologies,tominimise

energy consumption and pollution.

Whereverfeasible,useserviceproviderswhodemonstratetheir

environmental commitment, and every eort should be made

to ensure that these suppliers adhere to such commitment.

Althoughecoreferstotheenvironment,itisalsoimportantthat

all health and saety standards are abided by when hosting

sustainable events.

Everyproductand

service relatedto

aneventwill impact

onthecarbon

ootprintotheevent.

Theseconsiderationsshould

beincludedinthe

procurementprocess.

Protect the local environment Support the local economy


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Certication

Greenwashing is the act o misleading consumers about the environmental practices o a company,

or the environmental benefts o a product or service. This could take dierent shapes, such as

hidden trade-os, a lack o proo, vagueness, irrelevance or lies.

To avoid greenwashing, it helps to use certifed goods and services, a ew o which are mentioned

below:

E nergy Sta r(www.energystar.gov) is the trusted United States government-backed symbol

or energy efciency, helping us all save money and protect the environment through

energy-efcient products and practices.

Fair- trad e(www.airtrade.org.za) is an internationally recognised approach to trading that

aims to ensure that producers in poor countries get a air deal, including a air price or goods

and services, decent working conditions, and a commitment rom buyers to provide reasonable

security or the producers.

FairTradeinTourismSouthAfrica(www.airtourismsa.org.za) is a non- proft organisation

that promotes sustainable tourism development. This is done through awareness raising,

research and advocacy, capacity building, and acilitating the worlds frst tourism air-trade

certifcation programme.

ForestStewardshipCouncil(www.sc.org) is a certifcation system that provides a credible

link between responsible production and consumption o orest products, enabling consumers

and businesses to make purchasing decisions that beneft people and the environment, as well

as providing ongoing business value.

GreenBuildingCouncilofSouthAfrica(www.gbcsa.org.za)promotes

buildings that are energy efcient, resource efcient, environmentally responsible,

and incorporate design, construction and operational practices that signifcantly

reduce or eliminate any negative impact on the environment and the buildings

occupants. It is an opportunity to use resources efciently and address climate change, while

creating healthier and more productive environments or people to live and work in.

G reenStayS A(www.greenstaysa.org.za) is an inormation resource that supports the move

towards improved environmental perormance or the accommodation sector. It provides

guidance and support to acilities that wish to improve their environmental ootprint, and

operate in an environmentally responsible manner.

Heritag eSA(www.heritageza.co.za) is an environmental rating and management

system based on the application o s imple and eective environmentally riendly and

responsible operating standards across various business operation aspects.

Organics(www.bdoca.co.za)There are a range o dierent organic certifcation bodies

that promote organic agriculture and ood processing. They interace with armers,

retailers and government to urther the aims and objectives o the organic movement, to

the beneft o producers, processors, consumers and our environment.

SouthAfricanBureauofStandards(www.sabs.co.za) is the national institution

or the promotion and maintenance o standardisation and quality in connection with

commodities and the rendering o services.

SouthernAfricanSustainableSeafoodInitiative(www.wwsassi.co.za)aims to

improve the conservation status o overexploited seaood species, through educating

and raising awareness among all participants in the seaood trade rom wholesalers

and restaurateurs through to seaood lovers. The same goes or the Marine Stewardship

Council(www.msc.org).

Notepads made rom recycled materials An example o eco-riendly cleaning products and soaps or hotels and venues

Products made rom recycled paper

Jewellery made rom e-waste


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Waste minimisation and managementOne o the major negative environmental impacts o events is the tremendous amount o waste that is generated.

A key element o event greening is to promote awareness o, and change behaviour on, all a spects o waste

management as part o event organisation. The frst step is to reduce the amount o waste created

(pre-consumptionavoidanceaswellasreduction),followedbyeffectivewasteminimisationthroughrecycling.

It is important to reduce the negative environmental and health impact by reducing toxicity, as well as

ensuring that waste that cannot be recovered or recycling be disposed o in the correct manner.

Waste management is usually a very visible activity with great greening potential. It is good to encourage active

participation through separation at source, although it is important to ensure that back-o-house sorting a lso takes

place. Small changes in waste management strategies, such as procuring less packaging or promotional items,

could lead to measurable reductions in the demand or natural resources, and the amount o waste ending up on

a landfll site.

Another aspect to consider is what happens to letover ood ater an event. Without any planning and

environmental consciousness, most o it goes directly to a landfll site, and when waste in landfll is not properly

managed, it causes pollution. When organic waste decays in the absence o oxygen, methane gas is produced.

Thisgasis20timesmoreharmfulthancarbondioxide(CO 2)asagreenhousegas(GHG).Analternativeistodonate

letover ood to an organisation such as FoodBank, who will collect any unwanted ood, and distribute it to the

needy as soon ater an event as possible. Other useul items could go to local schools or community organisations.

Here are a ew tips on how to minimise your waste. Reer to pages 31 to 47 or more inormation about waste

management in dierent key areas.

Considerhowyoucanrstlyreduce,thenreuseandnallyrecycle.

Switchfrompapertocomputer:Useawebsiteforregistration,ande-mailforcommunication.

Onlyprintwhennecessary,andprintdouble-sided.

Distributepresentationselectronicallyratherthaninprintedformat.

Printonthebacksideofusedpaper.

Avoiddisposableitems;ratherusereusablefood-and-beveragecontainersandcutlery.

Provideawaterdispenserwithreusableglasses,ratherthansingleusewaterbottlesand

disposable cups.

Recyclewithseparationatsourcetopromoterecoveryofrecyclableproductsinthewastestream

wherever the waste management system and inrastructure allow.

Conductwasteaudits,andmonitorrecyclablewaste.

92% o the waste generated at the 2009 Rocking the D aisies estival was recycled. Recycled items included

glass, tin, plastic and cardboard. Dedicated recycling bins were provided in strategic areas.

RecyclingThe recycling o waste is one o the most visible greening actions, and can have a huge impact on your environmental

ootprint, but is not al ways easy to implement. The ollowing basic acts need to be considered, and a ew

important tips are also provided:

TYPESOFWASTE:Recyclable items that can be recycled, such as glass, paper, cardboard, aluminium, steel, plastic, etc.

Non-recyclable items that cannot be recycled, such as cling wrap, stickers, wallpaper, photographs, dirty or

greasypaperorcardboard(pizzaboxes),andcontaminatedwaste.

Organic or biodegradable waste items that originate rom plant or animal sources, and can be broken down

by other living organisms, such as letover ood, tea bags, vegetable peels, etc

E-waste electronic waste includes items that require electricity or a battery, as well as batteries themselves.

AFEWTERMS:Recyclable when it is possible and practical to recycle a specifc product.

Recycled contentwhenaproductis(partially)madeoutofrecycledmaterial,i.e.aportionofthecontentof

the material has been recycled.

Cradle to cradle whenaproduct(andallthepackagingitrequires)hasacompleteclosed-loopcycle,sothat

every component will either return to the natural ecosystem through biodegradation, or be recycled indefnitely.

For more inormation, visit www.thenextindustrialrevolution.org.

Biodegradable packagingClock made rom e-waste partsRecycling o e-waste

DerekMain

DerekMain


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Delegates returning their delegate badgescling bins

Water conservationLess than 3% o all water on earth is resh water, and only a small portion o this is accessible rom rivers or dams.

Over the past century, reshwater consumption has risen at a rate double that o population growth. It is an

increasingly scarce commodity, and thereore expensive or industrial, commercial and domestic users alike.

It is important to realise that Eskom is a large consumer o resh water in

South Arica, accounting or approximately 1,5% o the countrys total water

consumption annually. By saving electricity, you thereore save water as well.

Water conservation principles need to be incorporated into event-greening

practices to ensure that people are aware o the value o water, and know

how to use this resource wisely. Here are a ew tips on how to minimise your water consumption.

Reer to pages 31 to 47 or more inormation about water conservation in dierent key areas.

Selectvenues(hotels,conferencefacilities,etc.)thatimplementwaterconservationpractices through their policies and actions, as well as make visitors aware o these.

Promotewaterconservationpolicies,suchasatowel/linenlaundrypolicy,whereguestscan

choose to replace or reuse the towels/linen in their rooms.

Promotewaterconservationdevices,suchasdual-ushtoilets,tapaerators,and

water-efcient showerheads.

Encouragegueststosavewaterbyprovidingnoticesinbathrooms.

Encouragetheuseofwater-wiseplantsingardens,andavoidirrigationofgardensbetween

10:00and16:00.

Encouragetheuseofgreywaterforirrigation,ifpractical.

Ensurethatanywastewaterissafelydisposedof,anddoesnotpollutefreshwater.

WASTEMANAGEMENT:Separation at source when waste is separated at the same place where delegates/the public throw it away,

by providing dierent bins or dierent types o waste, i.e. at the point when a useul item becomes waste.

A twin-bin systemwhentwobinsareplacednexttoeachotherforrecyclable(dry)andnon-recyclable

(wet)i tems.

A multi-bin system when dierent bins are provided or dierent waste types, such as glass, plastic, tin ,

paper and non-recyclables.

Back-of-houseseparation when waste is not separated at source, but the main recyclable items are removed

rom the waste stream or recycling. This is a messy business, and contamination leads to a lower recovery rate

when selling recyclable items, but can be avoided by providing separation at source.

O-site separation when waste is neither separated at source nor on-site, but only once it reaches a material

recoveryfacility(MRF).Ithasalowrecoveryrateduetocontamination.Composting when organic waste is processed in the presence o oxygen, resulting in a soil conditioner that can

beusedasavaluablesourceofnutrientsforplants.Whenthisisdoneintheabsenceofoxygen(anaerobic),such

as in a landfll site, methane gas is produced as a by-product.

Landll sitewhenwasteisnotreused,recycledorcomposted,itgenerallyendsupinalandllsite(rubbish

dump).Theaimistoreducetheamountofwastesenttolandllsites.

AFEWTIPS: Ensurethatbinsfordifferenttypesofwastearealwaysplacedrightnexttoeachother.

Ensurethatthebinsarewellmarkedwithclearinstructions,preferablycolour-coded.

Ensurethatstaffmembersareinformedabouttherecycling,andwhattheprocessis.

Ensurethatvisitorsareinformedaboutwhatisexpectedfromthem.

Findoutwhattypesofwastecanberecycledinyourcity.

Thetotalamounto

waterusedduringthe 2002

WorldSummit onSustainable

Developmentcouldll67

Olympic-sizeswimmingpools.


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Energy efciencySince 1970, global energy use has increased by 70%, and most o the electricity generated in South Arica comes

rom non-renewable ossil uels, such as coal, oil or natural gas. The burning o these ossil uels results in high levels

ofair-pollutingemissions,particularlygreenhousegases(GHGs),whichinturncontributetoclimatechange.For

every megawatt hour o electricity used in South Arica, one ton o carbon emissions is generated. The two main

aspects that are encouraged through event greening are the promotion o energy efciency, and the use o

enewable energy.

The type o technology, as well as the way in which it is used, aects energy efciency. Use energy-efcient

appliances wherever possible, although awareness and behaviour change are also very important. Even the best

echnology can be used in an inefcient way. This should be considered in the planning, operation, management

and maintenance o venues and events.

Renewable versus non-renewable resources

A non-renewable resource is a natural resource that cannot be produced, regrown, regenerated or reused on a scale

hat can sustain its consumption rate indefnitely. These resources oten exist in a fxed amount, or are consumed much

asterthannaturecanrecreatethem.Fossilfuels(suchascoal,petroleumandnaturalgas)andnuclearpowerare

examplesofnon-renewableresources.Incontrast,resourcessuchasshortimber(whenharvestedsustainably)or

metals(whichcanberecycled)areconsideredrenewableresources.Mostenergyresourcescurrentlyinusearenon-

enewable,whiletherenewableones(suchaswindandsolarpower)remainlargelyuntapped.

Renewable energy certicates (RECs) are a relatively accessible way to implement renewable energy practices.

Through the purchase o RECs, you could support the generation o renewable energy equivalent to the amount o

energy required or your event. You do not need to have a wind arm or solar panels, but could still have the beneft

o accessing renewable energy.

Biodiesel is a diesel uel s ubstitute, produced rom renewable sources such as vegetable oils, animal ats, and

ecycled cooking oils. It can be used in neat orm, or blended with petroleum diesel or use in diesel engines.

Biodieselisbiodegradableandnon-toxic,andreducesemissionsofcarbonmonoxide(CO)andCO2.

The ollowing should be considered to promote energy efciency and the use o renewable energy. Reer to

pages 31 to 47 or more inormation about energy efciency in dierent key areas.

Selectavenue/accommodationthathasanenergy-efciencypolicyinplace.

Usenaturallightandventilationratherthanairconditioning,wheneverpossible.

Switchoffalllightswhenleavingaroom/venue.

Considerusingonly50%oflightingduringpreparationandcleaning.

Considertheuseofbiodieselforyourgenerators.

PurchaseRECsforyourevent.

Green electricityGreen electricity, also called green power, is electricity that is derived rom renewable resources, and that is

generated in a sustainable manner. The Association o Issuing Bodies defnes green electricity as electricity

generatedbywind,solar,water(smallhydro,wave,tide),geothermalsourcesandbiomass,whileitexcludes

electricity generated rom nuclear power and landfll waste.

Renewable energy certicates (RECs) allow the purchase o renewable energy to match the consumption o

electricityforaspecicevent,andarenormallydenominatedinunitsofmegawatthours(MWh).Itsupportsthe

production and distribution o renewable energy in South Arica in line with government targets.

Howdoesitwork?Agreengenerator(suitablyregisteredassuch)produceselectricity,whichisfedintothe

national grid, and becomes undierentiated rom normal coal-generated electricity. However, at the time o

generation,thegreengeneratoralsoproducesacerticate(REC),whichcertiesthequantityandtypeofgreen

electricity produced. This certifcate is marketed and sold separately rom the associated electricity. A consumer

purchases the certifcate, and when electricity is consumed together with the purchase o the green certifcate,

green electricity has in eect been consumed. The REC is redeemed at this point, and the consumer is able to

claimthebenets(environmentalandothers).

What do you need to do? Prior to purchasing RECs, you will need to estimate the amount o energy needed or

a specifc event. Your REC supplier should be able to assist with this. You then need to request RECs rom a suitably

registeredcompany,andprovidethedetailsofthespecicevent(date,timeandamountofenergyrequired).

A certifcate will be issued, but it is important that specifc measurements are taken during the event to veriy the

exact amount o energy consumed. For requently asked questions about RECs, visit www.eventgreening.co.za.

The City o Cape Town will

now be selling Green Electricity

Certicates(GECs).Thisgreen

electricity is generated at South

Aricas frst commercial wind

arm, the Darling Wind Farm on

the West Coast. The City aims

to source at least 10% o the

metros energy rom renewable

sources by 2020, and an

important contributor to this

goal is the Darling Wind Farm.

For more inormation visit:

www.capetown.gov.za/en/

electricity/GreenElectricity.


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Emissions reductionThe reduction o emissions is an indirect outcome o many o the practices o event greening, and is critical when

considering climate change and air pollution. During major global events, such as the WSSD, delegates produce

vast amounts o carbon emissions simply through their air travel in getting to the event.

Consider the ollowing when thinking o ways to reduce the emissions o your event. Reer to pages 31 to 47 or

more inormation about emission reductions in the dierent key areas.

Reducethedemandforairtravelbyinterventionssuchaslinkinganinternationalspeakervia

video conerencing.

Ensurethatyourtransportplanis implemented insuchawaythati tminimisescarbon

emissions, e.g. through the coordination o airport transers, use o low-emission vehicles

and encouraging car sharing.

Promotetheuseofrenewableenergyatevents,suchasRECs,biodiesel,solarpanels,

wind energy, etc.

Raiseawarenessoftheimpactofcarbonemissions,andencouragedelegatestomake

a voluntary carbon contribution to und carbon osetting.

What is carbon tax?

Carbon tax is a orm o pollution tax. It levies a ee on the production, distribution or use o ossil uels, based on

how much carbon their combustion emits. The government sets a price per ton on carbon, and then converts it i nto

a tax on electricity, natural gas or oil. Because the tax makes using dirty uels more expensive, it encourages utilities,

businesses and individuals to reduce consumption and inc rease energy efciency. Carbon tax also makes alternative

energy more cost-competitive with cheaper, polluting uels like coal, natural gas and oil. Many countries are already

implementing this, but in South Arica, it is still just a voluntary carbon contribution to raise awareness. South Arica

will however introduce a carbon tax on vehicle use in the near uture.

What is carbon osetting?

The Kyoto Protocol has sanctioned osets as a way or governments and private companies to earn carbon credits,

whichcanbetradedonamarketplace.TheprotocolestablishedtheCleanDevelopmentMechanism(CDM),which

validates and measures projects to ensure they produce authentic benefts, and are genuinely additional activities

that would not otherwise have been undertaken. Organisations that are unable to meet their emissions quota

could oset their emissions by buying CDM-approved certifed emissions reductions. For more inormation about

the implications o carbon osetting in the compliance market, have a look at the short DVD Cap and Trade,

which can be downloaded rom www.storyostu.com.

Carbon ootprintClimate change, or global warming, is the gradual increase in global temperature due to a change in the

composition o the earths at mosphere. When greenhouse gases accumulate in the atmosphere, they act like a

blanket around the earth, so that less heat escapes, creating a greenhouse eect. Humanity contributes to

climate change by burning ossil uels , deorestation, and increased arming activities.

The carbon ootprint o an eventis the total impact o the event relating to the total amount o CO2

emitted due to the consumption o ossil uels. This would include aspects such as the energy consumption,

thewastegenerated,marketing,transport,ights,accommodation,andmore.

A carbon-neutral eventiswhennetgreenhousegasemissionsarezero;thus,alltheactivitiesrelatedtoan

event are measured, so that carbon emissions could be reduced where possible, and all unavoidable emissions

that cannot be reduced through behavioural changes could be oset through a reputable carbon osettingprogramme. It is essential that this be measured, and that it is an open and transparent process.

Carbon osetting is when you do something proactively to balance out the carbon emissions created by your

initial activities. This results in less greenhouse gases in the atmosphere than would otherwise have occurred.

Making a fnancial donation to a project that reduces carbon emissions by an equivalent amount to that created by

theinitialaction,isoneformofcarbonoffsetting.Youcouldalsoplantatreeforeveryfourhoursofying,butneed

to ensure that this tree grows or twenty years to ensure that the emissions are oset. A carbon credit is an emission

reductioncreditfromanotherproject,orveriedemissionsreduction(VER).

A carbon contribution is a payment made or the specifc purpose o reducing a carbon ootprint o a person

orevent.Thiscouldbeeithervoluntaryorcompulsory(greentax).Itisanancialinstrumentaimedatareduction

ingreenhousegasemissions,measuredinmetrictonsofcarbondioxide(CO2)equivalents,andmayrepresentsix

primary categories o greenhouse gases.

The practical implementation o carbon osetting relating to an event can be done in dierent ways, de-

pending on the type o event. For example, the energy usage could be oset based on the amount o electricity used

through RECs, and the delegates could oset their carbon emissions relating to the distance travelled to get to the

event. Initially, only some o the emissions might be oset, but it is good to increase this over time, with the aim o

becoming a carbon-neutral event where all emissions are oset. This type o osetting is voluntary. At an interna-

tional level, large companies need to comply with legislation based on the total amount o CO2 they are allowed to

emit(cap),butcanbuycarboncredits(trade).CarbonoffsetsaretypicallymeasuredintonsofCO2 equivalents, and

are bought and sold through a number o international brokers, online retailers, and trading platorms.

In 2009, a total o 79 visitors cycled to the Rocking the Daisies estival, while 24 people walked. A lit-sharing

and shuttle-bus service was also provided, which reduced the carbon ootprint. A ull carbon calculation was

done or the event and unavoidable emissions were oset.


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Social and economic developmentEvent greening is not only about t he environment, but needs to consider the social and economic benefts to the

local community as well. By stimulating the local economy and social development, the whole community will

beneft rom the event, and this will support poverty alleviation in the long term.

Initiatives to stimulate the local economy and empower the host community should be in corporated into greening

activities whenever possible. This can be done by purchasing local products, skills training and job creation, or

considering human health during event organisation.

Short-termandpermanentjobcreationandtrainingthroughtheevent-greeningactivities(e.g.traininginwaste

separation,tourguides,translators,useoflocalsuppliersofgoodsandservices,etc.)couldresultinincreasedpride,

better knowledge about sustainable living and practices, and the power to make more responsible decisions.

The ollowing should be considered to promote social and economic development. Reer to pages 31 to 47 or

more inormation in dierent key areas.

Promotelocaljobcreationinitiativesthrougheventgreeningandhostingactivities.

Encouragefairemploymentpractices,andcontractserviceprovidersthatdothesame.

Hirelocalstaffwhereverpossible,andwherethereisnoexpertise,trainlocalstaff.

Createjobsbydevelopinganewdemandforgreenproductsorservices. Purchaselocalproducts,anduselocalsuppliersofgoodsandservices.

Identifyalocallegacyprojectthatwillreceivethebenetsofthecarbonoffsetproject.

Providetrainingongreeninginitiatives(e.g.wasteseparation,tourguides,etc.).

Avoiddamagingculturalheritagesitesduringanevent.

Avoidusinggoodsorpracticesthatarehazardoustohumanhealth.

Donateunusedfoodandotherusableitemstolocalcharityorganisations.

Biodiversity conservationThe variety o lie on earth its biological diversity is commonly reerred to as biodiversity. The number o species

ofplants,animalsandmicro-organisms;theenormousdiversityofgenesinthesespecies,andthedifferent

ecosystems on the planet, such as deserts, rainorests and coral rees, are all part o a biologically diverse earth.

Appropriate conservation and sustainable development strategies attempt to recognise this as an integral part o

any approach. Almost all cultures have in some way or orm recognised the importance o nature and its biological

diversity or peoples livelihoods, as well as the importance o caring or the environment. Yet, power, greed and

politicshaveaffectedtheprecariousbalancebetweenpeopleandtheplanet.(Readmoreaboutthison

www.globalissues.org)

ThesouthwestcornerofSouthAfricaishometotheCapeFloralKingdom,thesmallestoftheearthssixoral

kingdoms, and the one with the highest density o plant species. This unique area has over 9 000 dierent plant

species, as well as many animal species, and is one o the global biodiversity hot spots. Many species are ound

only here nowhere else on earth and are known as endemics.

Our biological diversity and the availability o renewable resources are however declining, while the demand or

resources is increasing. This loss in diversity limits the ecosystems ability to deliver key services. It is important to

ensure that delegates are aware o the value o biodiversity in general, and local biodiversity initiatives and hot

spots in particular.

The two main aspects that are encouraged through event greening are the minimisation o the events impact on

biodiversity, as well as raising awareness among delegates o the importance and value o biodiversity in ecosystem

unctioning as well as human health and well-being.

The ollowing should be considered to promote the importance o biodiversity. Reer to pages 31 to 47 or

more inormation about biodiversity conservation in dierent key areas.

Ensurethatallindigenousplantsusedhavebeensustainablyharvested. Ensurethatnothreatenedorendangeredspeciesareused/eaten.

Checkwithyourvenue/accommodationwhattheyaredoingto

encourage local biodiversity, such as planting indigenous and

water-wise plants in their gardens they could even consider

rootop or terrace gardens.

Highlightmajorinnovativebiodiversityinitiativesinthehostregion

(e.g.CapeActionforPeopleandtheEnvironment/CAPE).

Encourageparticipanttourstolocalbiodiversityconservation

projects or nature reserves, i appropriate.

FishMS:

Whenbuyingfshatthemarket,ororderingitinarestaurant,youcancheckwhetheryoucantuckin,thinktwiceoravoiditcompletely.

SimplySMSthenameothefshto0794998795,andyouwillimmediatelygetamessagetellingyouwhetheryoushouldeat/buyoravoidthefsh.

The Cape Argus Pick n Pay Cycle Tour partners with local Rotary Clubs to provide marshalling and porter servicesat the event. This provides economic benefts, and reduces the need or travelling, while building partnerships

with the local community.

Golden Nongauza rom Khayelitsha with his

goldenowersmadefromrecycledtincans


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Environmentalinnovation:Greening eorts promote innovative

technologies and techniques, which help us to use resources more efciently.

Awarenessraising: Each event oers a unique opportunity to raise

awareness among participants, sta, service providers and the local

community about the benefts o sustainable living, and enhances

environmental best practice in the region.

Socialbenets: I planned and implemented careully, the event

could beneft the local region through providing jobs, selecting regional

suppliers, promoting better working conditions, and acting as a cataly st

or social improvement.

Inuencingdecisionmaking: By sharing standards, and introducing

new ways o behaviour, other organisations could be motivated to

introduce environmental and social improvements in their events as well. Returnoninvestment:By pursuing greening, you will not only

reduce costs, but also increase strategic opportunities.

What are climate change, global warming andgreenhouse gases (GHGs)?Climate change is the natural cycle through which the earth and its atmosphere go to accommodate the change in

the amount o energy received rom the sun. The climate goes through warm and cold periods, taking hundreds o

yearstocompleteonecycle.Changesintemperaturealsoinuencerainfall,butthebiosphereisabletoadapttoa

changing climate i these changes take place over centuries.

Unortunately, human intervention is currently causing the climate to change too ast. Climate models predict that

the average temperature in South Arica could increase with an estimated 2 C over the next century this is

generally reerred to as global warming. Plants and animals may not be able to adapt to this rapid climate change

as quickly as humans can, and thereore, the whole ecosystem is in danger.

GHGs, such as CO2 and methane, occur naturally in the atmosphere, and trap heat that would otherwise exit into

outer space. These act like a blanket around the earth, or like the glass roo o a greenhouse the gases trap the

heat, and keep the planet warm enough to support lie on earth. Scientists have determined that a number o

human activities are making this blanket thicker, and thereore contributing to climate change and global warming

byaddingexcessiveamountsofGHGstotheatmosphere(refertoillustrationonpage21).

WHAT ARE THE ENVIRONMENTAL IMPACTS OF EVENTS?

WHAT ARE THE BENEFITS OF EVENT GREENING?

WHY IS EVENT GREENING IMPORTANT?

Events are highly resource-intensive, and can have negative environmental consequences or the host city and

population. Globally, more and more events are hosted in an environmentally, socially and economically responsible

way. Many international clients who bring their events to South Arica are making event greening a part o their

tender process. Greening your event should reduce the negative environmental impact, but should also leave a

positive and lasting legacy or the local community.

The ollowing are some o the positive benefts or the organisers, participants , service providers and the local

community that should be considered:

Costsavings: Conserving energy, reducing waste, purchasing local products, and simply consuming

less can save money.

Positivereputation: A green event is a very visible demonstration o your organisations

commitmenttosustainability,andyoursupportofglobalactionsagainstthenegativeinuenceof

global warming.

The 2009 Rocking the Daisies estival was named as winner in the small business category o the 2010 Climate

Change Leadership Awards or their eorts to green their event. Rocking the Daisies has been showcased as thegreenest music estival in South Arica, and received extensive media exposure due to their greening initiatives.

Strategically placed waste binswith clear signage


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22

With thousands o meetings, conerences and events being held a round the world each year, the industry needs to

consider its impact on the environment. These events, specifcally large international ones, can have a signifcant

impact on the social, environmental and economic conditions o the host city or country.

The accumulation o these events has a negative impact on our environment,

specifcally with regard to the use o natural resources such as water and energy.

Events also create large amounts o waste, and contribute to air pollution and

carbon emissions. The way in which events are hosted can reduce their negative

impact, and also enhance the positive results.

As Cape Town is one o the top conerence destinations in the world, the City o Cape Town has a vis ion to hostand encourage events in a proactive, creative and inclusive manner, and to promote the city as:

aplacewhereeventsaredeveloped,authorisedandmanagedinsuchawaythattheycontributeto

sustainabledevelopment,theresponsibleuseoftheCitysnaturalenvironment,andresourceefciency;

avibrant,multidimensional,friendlyplace,whichcelebratesCapeTownsuniqueidentitytohost

nationalandinternationalevents;

aplacethatrecognisescommunities,andeventsimpactonthem;

aplacewiththehigheststandardofsafetyandintegratedeventmanagement;

aplacewhereeventsarerecognisedasamajordriverofeconomicandsocialdevelopment;and

aplacewhereeventscontributetoasenseofexperienceandbelonging.

Itistheindustrysresponsibilitytoconsiderhoweventscanbehostedinasustainable(green)mannerinline

with the Citys vision, which addresses the triple bottom-line. Ofce sta, sub-contractors, clients, delegates and

exhibitors will need to be inormed about the importance o event greening, and what is required rom them.

The events industry has an immense capacity to eect change by adopting a culture o sustainable consciousness

and corporate responsibility.

What are the causes?Fossilfuelsarealargesourceofexcessgreenhousegases(GHGs),whicharecausingwhatisknownashuman-

induced or anthropogenic global warming. By driving cars, using electricity rom coal-fred power plants, or heating

our homes with oil or natural gas, we release GHGs into the atmosphere. Deorestation is another signifcant source

o GHGs, because ewer trees mean less C O2conversiontooxygen.Manypollutants(chemicalsthatpollutethe

air,waterandland)aresentintotheairwhenfossilfuelsareburnt.Theraisingofanimalsforfoodalsohasahuge

impact on global warming, with large orest areas

being cleared to grow soya beans to eed cattle, so

that we can eat steaks.

These changes are happening at an unprecedented

rate, and our actions contribute to them. Events

include a variety o actions that contribute to GHGs,

suchasights,accommodation,transportand

even the waste that we create at these events.

South Arica relies heavily on ossil uels such as

coal or generating electricity, and this signifcantly

contributes to global warming, and makes us the

largest contributor o carbon emissions in Arica.

What are the consequences?As the concentration o GHGs increases, more heat is trapped in the atmosphere, and less escapes back into space.

This increase in trapped heat changes the climate, and alters weather patterns, which may hasten species extinction,

inuencethelengthofseasons,causecoastalooding,andleadtomorefrequentandseverestorms.Beloware

some eects o climate change that we are already experiencing: Changesinweatherpatterns,withmorefrequentheatwavesorcoldspells.

Heavierrainfall,whichisleadingtooodinginmanyregions,withextremedroughtsinotherareas.

Hurricanesareincreasinginfrequencyandstrength.

Arcticseaice,glaciersandpermafrostaremelting.

Ecosystemsarechanging.

Sea-surfacetemperaturesarerising.

Seawaterisbecomingmoreacidic.

Thesealevel is rising .

WHAT IS THE INDUSTRYS INVOLVEMENT & RESPONSIBILITY?

Eventsinclude

avarietyoactions

thatcontribute to

greenhousegases(GHGs),

suchasfights,

accommodation,transportas

wellas wastegeneration.

The way in which

events are hosted

can reduce the negative

impacts, and highlight the

positive results.

GreenimplementationattheVineyardHotel&Spa

The Greenhouse eect


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24

Your planYou need to have a plan on how you want to

gogreen:

Start early and get a team together to drive itCompile an action plan indicating responsibilities and

timelines

Get buy-in and support rom client, suppliers,

sub-contractors, venues, etcCommunicate your plans to delegates, exhibitors, clients,

media, etc

Train sta in event greening practices

Monitor progress and evaluate success

Eco-procurementProcurement o products and services have a

biginuenceoneventgreening:Give preerence to locally manuactured products

local is lekker

Give preerence to environmentally riendly products or

services, such as organic wine or generators on bio-dieselConsider how you can REDUCE, RE-USE and RECYCLE

when doing procurement

Avoid the use o single use disposable products, such as

paper cups, polystyrene ood containers and sugar in sachetsAvoid goods that are excessively packaged and buy in bulk

whenever possible

Encourage the use o goods that can be re-used / recycled

or have recycled content

AccommodationAccommodation should be close to conerence

or estival venues to avoid the use o transport.Checkifthey:

Have energy efcient lighting or can use natural lightHave a recycling programme in place or main waste types

e.g. glass, plastic, paperClearly display and implement a towel and sheet re-use

policy or guests

Provide soap and shampoo in bulk refllable dispensers

rather than single use sachetsProvide guests with a key card linked to the lights and air-

conditioning in the rooms

Provide a paperless check-in, check-out and billing process

or guestsProvide environmental training or their sta members and

sub-contractors

Inorm their guests about their environmental initiatives

VenuesDiscuss your greening plan when you do your

site visit to the venue. When selecting your

venueitisimportanttocheckthefollowing:Are they within sae walking distance rom appropriate

accommodation, local shops, entertainment areas, etc?

Will they be able to give you the option o using natural

light?Do all the main access areas have energy efcient lighting?

Dotheyprovidewasteseparation;eitheratsource,on-site

or o-site?

Can air-conditioning be kept to a minimum and set

according to seasonal demand?Can back-up generators run on bio-diesel?

Ensure that the possible negative impact on the

environment is minimised when hosting outsideopen-air events

FoodandbeveragesCatering is oten a dicult aspect to address,

butithasahugeimpactoneventgreening:Go local, seasonal and organic

Ask or SASSI fsh and try to avoid meat

Provide healthy options or tea time such as seasonal ruitplatters or health bread

Consider the ood miles when doing catering

When confrming numbers to caterers, try to establish the

exact amount o participants to avoid wastage o oodPromote drinking o local tap water by using refllable jugs

o water instead o bottled water

Print menus on recycled / environmentally riendly paper

or digitally on screenEnsure that the run-o water rom taps is channelled to

appropriate points and disposed o responsibly at open-airevents

ExhibitionsThe venue, exhibition organiser and exhibitors all

have a role to play to ensure

that greening is implemented

atanexhibition:Ensure that the green message is clear

and simple in the exhibitor manual

Ensure that banners and signs are

generic whenever possibleEnsure that inserts into visitor bags are

kept to a minimum

Exhibitorsattheeventshouldbeencouragedto:

Choose decorations and display materials that can be reusedBe innovative with their exhibition design and use recycled /

recyclable materials

Keep their packaging material and re-use it at the end o

the eventProvide electronic communication instead o printed hand-outs

Thevenueshould:

Ensure that their sta is trained and understand thegreening plans

Implement a multi-bin waste system in the exhibition area

to encourage recycling

Provide 50% lighting during set-up and strike o an exhibition

Marketing,PRandproductionThis is a relatively easy way to include greening

elementsintoyourevent:Avoid glossy ull colour publications, but rather print on

paper with recycled content and request vegetable or soya

based ink or printing when possible

Avoid printing by providing inormation electronically suchas on a CD or USB stick

Choose gits rom local suppliers that are durable and useul

Banners that cannot be re-used should be distributed to

small businesses where they make products such as handbagsConsider an electronic marketing campaign about the

greening initiative

TransportEvery event needs transport, so you need to ndinnovativealternatives:

Encourage incentives or car-pooling such as ree parking

and web-based lit share opportunitiesUse cycle-cabs in the inner city

Provide group airport transers instead o individual transers

Provide walking options by creating sae walking routes with

maps between the accommodation and venueEnsure that drivers are trained so that they can provide

uel-efcient driving

Ensure that the parking areas or events do not damage the

natural environment

AV and equipmentWhen saving energy you also reduce your carbon

footprintsoconsiderthefollowing:Turn all unnecessary equipment o overnight

Use laptops instead o desktops because they are more

energy efcient

Use equipment with energy efcient rating such as ENERGY STARDispose o old cartridges and IT equipment saely through

e-waste initiatives

DcorUse energy efcient lights or dcorUse soya candles instead o normal

wax candles

Use innovative materials such as Xanita

board or urniture or partitioningAvoid the use o products such as ur that could involve

animal cruelty

When erecting marquees ensure that the natural

environment is not damaged

EntertainmentChooselocalentertainersratherthanyinginentertainers

rom other areas

Involve entertainers in the greening process so that they canreectitduringtheshow

Use the entertainment as a un way to get the greenmessage across to the audience

OceButwhathappensbehindthescenes?

Ensure that all sta members know about the

environmental policyPurchase products that are environmentally riendly with a

high recycled content

Minimise paper use keep all correspondence electronic

Print double sided and use small margins consider printingtwo pages per sheet

Use a multi-bin system or recycling and get sta involved

in the process

Use refllable ink cartridges or printingArrange water coolers or resh water instead o bottled

water

Encourage sta to switch o lights

Plan sta shits according to available bus and trainschedules

RegistrationsProvide electronic registrations and

correspondence

Advise participants about

green behaviour beore andduring the event

Encourage delegates / visitors to

return their badges / lanyards or re-use

Checklisttohelpyouinyourplanning

Rather start smallthan do nothing!


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HOW TO IMPLEMENT EVENT GREENING

GETTING STARTED

Eventgreeningisnotrocketscience;itiscommonsenseifyoucareaboutpeopleandourplanet.Itshouldalso

make fnancial sense, and build a positive brand, with many other benefts unolding as it becomes a standard way

o doing business. However, it is essential that it is incorporated into the core unction o the event, and should not

be an aterthought or an add-on at the last minute.

It is important that greening principles are included right rom the start, even in the tender process or large events.High-level support is essential, as is an appropriate budget to ensure that the greening process is ully integrated.

I the organisers, clients and sponsors support it with enthusiasm, the rewards will be even bigger. A clear statement

o intent to carry out a green event should be made at an early stage, as this helps to garner support rom all the

relevant role players.

The practice o event greening is not limited to a specifc type o event, but can be implemented by venues or event

organisers, regardless o the event or the client. O course, you do not need to implement all recommendations in

this book, but it is good to consider what you can do, and to implement them well. Over time, this could expand,

and your event will become more sustainable, with a smaller impact on the environment. To organise a

carbon-neutral event, you will require the input o an event-greening specialist, who can determine the carbon

footprintoftheevent,andensurethatitisoffset(Refertopage47).

Beore you decide on the extent o greening your event, you need to consider the ollowing:

How green do you want to go? I it is the frst time you are doing it, implement a ew basic principles that

are eective, and improve on these over time.

Doesyourteamknowwhattodo? Take time to explain what you are doing, and why you are doing it, so

that they can actively participate in the greening process. It should not be a one-o, but a mind shit.

Whoarethekeyroleplayersinthegreeningofyourevent? Consider how you can bring your clients,

sponsors and service providers on board to assist you with your greening eorts.

Who is your target audience, and what would their level o understanding and expectations be?

International events will have to be more proactive in implementing event-greening practices.

How do you inorm the visitors about the event greening? You need both to inorm them about what

you are doing, and encourage them to participate actively where possible, such as providing a multi-bin

system or waste separation at source, or giving them an opportunity to oset their carbon emissions

or attending the event. How will you measure your success? I you cannot measure it, you cannot manage it. Get a ew

practicaltargetsthatyoucanaimfor,andcomparethemwithotherevents(benchmarking).

Build on existing resources, and ocus on activities that are achievable. Set smart goals that are

Specifc, Measurable, Attainable, Realistic and Timely.

To ensure the successul implementation o your event- greening strategy, it is important to ollow a ew simple

management principles.

Preparation

- set up green team, and identiy championsTherststepistoensurethatadedicatedchampionisidentied(orappointed)toleadtheprocess,andcoordinate

the greening input rom the various role players. For larger events, this should be a green team rather than just

one person. The green team could include high-level decision makers, managers, environmental experts, and key

operational sta relating to aspects such as venues, transport, communication, etc. Event greening should however

never be the responsibility o only one person, but is a team eort including all the dierent role players.

It is very useul to identiy a celebrity or politician as a high-level champion, who can assist in getting the message

across. Your high-level champions do not have to attend all the meetings, but as spokespersons, they need to be

kept inormed o progress.

MANAGEMENT PROCESS


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Implementation- communication, participation and awareness raising

All the planning in the world will not help i implementation is impractical and unrealistic. The action plan is critical

to ensure that all the relevant preparation happens at the right time. The greening action plan should however be

integrated with the main planning or the event, and cannot be done at the last moment.

Greening is something that happens behind the scenes. Oten, spectators/delegates are not aware o it, although

they are keen to participate i they know what to do. This supports behaviour change as awareness grows, and

i more people participate, it will make the task much easier. Encourage participants to get actively involved in

greening initiatives, and ensure that t hey are aware o the process and know how they can contribute.

Sta and team members should be inormed about the greening plan, and their role in the process should be

valued.Forexample,cleaningstaffareoftennotawareoftheimportanceofrecycling,orwhyitisdone;yetthey

play a critical role in ensuring that recycling is done correctly. Participants fnd it inuriating i they separate their

waste, just to fnd the cleaning sta come around and place it all in one bag when emptying the bins.

Service providers and sub-contractors need to know what is expected rom them. With a conerence, greening

should not be limited to the conerence venue, but should also include aspects such as accommodation or social

events. Guidance might be required as to what they must do, but it would also be helpul to make available

inormation on the greening o the event as a whole, such as the greening policy and principles, to encourage their

participation.

The ollowing may be considered to promote behaviour change:

Developandimplementagreeningcommunicationstrategyandactionplan.

Organisecompetitionsthatcreateawarenessandrequireactiveparticipation.

Provideamethodofrecognitiontoindustryparticipants(e.g.certicates).

Informdelegates/visitorsaboutgreeningprogrammesthrough,forexample,informationdocuments,

opening speeches and announcements. Providedelegates/visitorswithtipsonwhattheycandotoassistwithgreening.

Involvethelocalmediabefore,duringandaftertheeventwithgreeningsnippets.

Providetrainingprogrammesforstaffandserviceproviders.

Planning- greening policy, principles, strategy and action plan

The second step is to put your vision into action with the enthusiasm o t he green team. You need to determine the

main principles that you would like to adhere to or example, it is not always practical to promote the principle o

using public transport in South Arica. Consider what you are serious about, and agree within your team to make

them work.

These principles should be supported at a high level, and the best way to do this is through a simple greening

policy, outlining what you want to achieve. This can be given to sponsors and suppliers, so that they are also

encouraged to consider their environmental impact, and to comply with your policy. A policy guides the process,

and may include aspects such as waste minimisation, energy efciency or transport coordination. It should give

clear guidance on what needs to be achieved, although not the details on how to achieve it.

Your policy is implemented through a greening strategy, which broadly outlines what you need to do, while your

action plan gives more specifc content to the planned interventions, with specifc goals, target dates, responsible

persons, related costs and desired outcomes. It is important to have event greening as an integral part o your

event planning across all key ocus areas. The strategy and action plan could orm the basis or monitoring and

evaluatingtheevent,ifyourgoalsaremeasurable.Itshouldhoweverbeexible,andadapttothechangingneeds

o the event, while still adhering to the greening principles and policy.

Haveagroup briengwith

allyourcontracted service

providers rightatthestart

othe planningprocess,

togettheirbuy-inandsupport

orthegreeningprocess.

Greening Action Plan

Training o cleaning sta

Start early.

Identify a greening champion in your team.

Get buy-in from clients, suppliers, venues, etc.

Compile a greening strategy, with actionsand timelines.

Train staff in event-greening practices.

Communicate your plans to delegates,

exhibitors, clients, media, etc.

Monitor progress, and evaluate successes.

Compile a report with lessons learnt, as these

will be important to benchmark uture events.

Preparation/Review

Targetsetting

DevelopAction Plan

Monitorprogress&

report results

ImplementAction Plan

1

2

3

4

5

Management Process

Greening needs to be a continuous process.


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Monitoring and evaluationMonitoring and evaluation is an essential component o event greening, and should be used to make continuous

improvements. A detailed plan needs to be in place to ensure that inormation is gathered on all aspects o the

event beore, during, and also ater the event. This ensures that inormation is available to understand the eects

ofgreeninginterventions(e.g.towhatextentwaswaterused,andhowdidwater-savingmeasuresreducewater

use)aswellasthepotentialimprovementstofutureevent-greeninginitiatives.

At the end o the event, you will need to determine i the aims and objectives

set out in the greening strategy and action plan were achieved, and capture

the lessons learnt. The collection o this inormation can be a key element

o long-term awareness-raising processes. The goals set out in the strategy

should however be measurable to determine a baseline impact o the event

as a benchmark or uture events.

The evaluation report can be used to make people aware o the environmental impact o the event, and thereby

help to ensure that people are responsible or their actions. It should however be an integral part o the process,

and should not be let until the end. The ollowing can be included in the monitoring and evaluation strategy:

Determinewhatneedstobemeasured,andhoworwhenthisshouldbedone.Forexample,when

considering energy use, you would need to determine both the amount o diesel used or the generator, as

well as the amount o electricity received rom Eskom. Also consider any other energy sources, such as

gas used or cooking, or trucks used to rerigerate ood and beverages on-site. These need to be identifed

upront to ensure accurate measuring.

Itishelpfultogetinputfromdelegatesabouttheirperceptionoftheevent-greeninginitiatives.Thiscan

be done through a questionnaire, interviews or a competition.

Ensurethatthemonitoringiswelldocumented,fairandtransparent.

Ensurethatlessonslearntarecapturedandimprovedonatfutureevents.

Ifpossible,itisgoodtomakeyournaldocumentavailabletothegeneralpublicforscrutiny.

The monitoring and evaluation report plays an important role in identiying lessons learnt, and suggesting

improvements or uture events. It is important to take these into consideration when reviewing the past event,

and starting to plan the next one, to avoid similar mistakes. The evaluation should be well documented, and a

similar methodology or evaluation should be used at utu re events so that results can be compared. The review

methodology and lessons learnt aim to close the loop, and encourage continuous improvement.

At the 2006 ICLEI (Local Governments or Sustainability) World Congress, carbon contributions were collected

and donated to the Kuyasa solar water heater project in Khayelitsha as their legacy project.

The Table Bay Hotels Adopt-a-Tree Project allows guests to buy a tree that is then planted at under-privilegedschools throughout Cape Town, while the Vineyard Hotel & Spa supports Trees4Schools.

Leaving a positive legacyThe liespan o an event is usually quite short . However, when you consider sustainability, it is important to t ake

into account the positive long-term impact or legacy o the event on the host city or community. Accountability

is showcased through actively promoting legacy projects, while also reducing the negative impact with a triple

bottom-line approach. The event should contribute to long- term change that promotes the social, environmental

and economic aspects o sustainability. Many o the preceding principles would contribute to leaving a positive

legacy, but at the same time, activities can be initiated that highlight specifc legacies rom the event. Obviously,

larger events can leave a large legacy, but small changes can also contribute to a better uture.

Positive actions include the ollowing:

Carbonoffsettingfundedthroughvoluntarycarbonemissioncontributionsfromdelegates. Abetterlevelofunderstandingofenvironmentalissuesduetoongoingawareness-raisinginitiatives,

campaigns, competitions and events in the community and among sta.

Animprovedtransportsystemandreducedemissionsfromtransportduetochangesmadetoreducethe

environmental impact o transport at large-scale events such as t he 2010 FIFA World Cup.

Improvedwaterandenergyusagebythevenuethroughevent-greeninginterventions.

During the 2008 Green Building Council Conerence and Exhibition the delegates were invited to calculate their

carbon emissions related to their travelling to the event. They could then make a voluntary carbon contribution

and received a ridge magnet made rom recycled tin cans.

Setsmartgoals thatare

Specic,Measurable,

Attainable,Realistic

andTimely.

Iyoucannotmeasureit,

youcannotmanageit.

Get rid o your jeans or good campaign:

Jeans were collected at this event and

distributed to the local community

Harvest o Hope community garden in Fezeka, Gugulethu


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Venues and accommodationThe frst step is usuall y selecting a venue or t he event, and ensuring that there is appropriate accommodation

available, i required. At this point, you already need to consider event-greening requirements, because the venue

plays a critical role. I you select a venue that has an environmental policy in place, and implements greening

practices, hal the battle is already won. Many greening practices are simply good housekeeping, but i these are

not in place, it will be difcult to ensure that the greening goals are achieved.

Many venues and accommodation establishments have already experienced the return on investment when going

green, e.g. by more innovative annual maintenance, such as the insta llation o energy-efcient lights, or regular

checks or leaking taps. Green renovations are initially more costly, but usually lead to larger cost savings in the long

term.Theseincludetheinstallationofdual-ushtoilets,greywatersystemsorsolarwaterheaters.Thepayback

period reduces as the cost o electricity and water increases.

When selecting a venue or your event , consider the ollowing:Your venue choice could make or break the implementation o a successul greening action plan. By working with

the team at the venue, you may even be able to assist them to improve their own greening strategy. An initial visit

to the venue, and discussions with their management, including their environmental ofcer, will help you to make

your fnal decision. The ollowing main points should be considered when selecting the venue, and negotiating the

contract:

Checkwhethertheyhaveanenvironmental policy or their venue. I they do, ask them or a copy.

This should ideally be displayed at their entrance, and should be easily accessible.

CheckwhethertheyhaveanEnvironmental Management System (EMS) in place, such as I SO 14000,

or have any environmental rating. I they do, ask or more inormation about it.

Checkwhethertheyhaveaneco-procurement policy in place that gives preerence to environmentally

riendly and locally sourced goods and services. I they do, ask or more inormation about it.

Checkthestatusandavailabilityofthewaste management and available inrastructure, as well as who

manages this, or whether this has to be actored in as an extra. Checkwhethertheyhavearecycling programme in place or major waste streams, such as glass, tin, plastic,

paper and organic waste. I they do, ask or more details about how this works, and who is responsible to

ensure that the waste is recycled and not sent to a landfll site.

-Checkwhetherthey(ortheirsub-contractor)willbeabletoprovidewasteseparationatsource,on-site

or o-site, that will comply with the anticipated waste streams o your event.

-Checkwhetherthey(ortheirsub-contractor)willbeabletoprovideyouwithstatisticsonthetype,volume

and weight o the waste recycled and sent to a landfll site.

- Encourage a multi-bin system at source to reduce contamination o waste. Note that venues oten have a

system in place or their own aairs, but not or events hosted at their venue.

Event-greeningpractices(asoutlinedonpages5to18)canbeimplementedinallaspectsofeventmanagement

by venues, sub-contractors, suppliers and event organisers, regardless o the size or type o event.

This section considers the implementation o event-greening practices in some key ocus areas.

These high-impact areas were chosen, as they can lead to a considerable reduction in the negative eect on

naturalresources,aswellashaveapositiveinuenceonsocialandeconomicdevelopment:

Venuesandaccommodation

Foodandbeverages

Exhibitions

Marketing,PRandproduction

T ransport

General

Tips are applicable to organisers, venues and sub- contractors/suppliers. However, a holistic approach is advisable to

implement a comprehensive greening strategy successully.

HIGH-IMPACT AREAS FOR GREENING INTERVENTIONS

The Vineyard Hotel & Spa contributes towards a cleaner, saer and more sustainable planet through staeducation, energy efciency, water conservation, and a comprehensive recycling programme. Their conerence

venue is powered by renewable energy, and they have extensive water-wise gardens.

Energy-efcientlights:

Compact uorescent lights (CFLs)

(CENTRE) are our times more energy

efcient, and last up to eight

times longer, than the normal

old incandescent bulbs (LEFT) that

provide the same amount o light.

Light-emitting diode (LED) (RIGHT)cluster bulbs represent the latest

in cutting-edge technology, and

require only 5% o standard

energy use, and have a much

longer liespan.


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Checkwhethertheywillbeabletogiveyoutheoptionofusingnatural light and ventilation this is

energy efcient, but usually also pleasant or the delegates as opposed to sitting in a dark, stuy venue.

Checkontheirbuildingmanagementsystemforelectricalrequirements,suchaslights and air

conditioning, to ensure that these can easily be set according to need on the day. I possible, the use o

air conditioning should be kept to a minimum, and should be set according to seasonal demand.

Checkwhetherallthemainaccessareashaveenergy-ecient lighting,suchasCFLs(compactuorescent

lights)orLEDs(light-emittingdiodes).Askwhetheritispossibletodimlights(50%)duringbuild-upand

breakdown days, and still comply with saety regulations.

Checkwhethertheycanprovideyouwithenergyfromrenewable energy sources, such as solar, wind or RECs.

Checkwhetheralltoilets and taps are water ecient ,e.g.aretoiletsttedwithadual-ushdevice,

interruptibleushsystem,smallcisternordisplacementdevice,orsetoptimallyinthecaseofushmastersystems?

Checkwhethersta members receive environmental training. I so, enquire about details to determine

the level o understanding that you could expect rom sta members around greening issues.

Checkwhethertheyarewithinsafewalkingdistance rom appropriate accommodation, local shops,

entertainment areas, etc.

Checkwhethertheyareclose to public transport connections, or i they promote the use o green taxis

or pedicabs.

Checkwhethertheyusebiodegradable and/or non-toxic cleaning chemicals.

Checkwhethertheyhaveany corporate social investment (CSI) programmes in place. Ask them or

details about these to see how they support their local community, and promote local economic development.

You might even be able to contribute to their CSI programme through your event.

Checkwhethertheywillbeabletoprovide rellable jugs o water instead o bottles o water or delegates.

Also check whether they can provide glasses instead o disposable cups at water coolers in the venue.

Checkwhethertheycomplywiththeood and beverage requirements indicatedonpages36and37.

When hosting an open-air event, consider the ollowing: IntermsoftheNationalEnvironmentalManagementAct(Act107of1998),anenvironmental impact

assessment (E IA) may need to be compiled by an independent specialist to determine any negative impacton the natural environment or open-air events. Ensure that you check on the legal requirements.

Open-aireventsusuallyrequiretheexternalsourcingofinfrastructure,

such as generators, portable toilet acilities, audiovisual equipment and

more. When arranging the inrastructure, it is important to ensure that

any possible negative impact on the environment is considered by

including the ollowing in your quote/tender requirements:

- Request generators that run on biodiesel instead o normal diesel.

- Request toilets that are ree o ormaldehyde and other harmul chemicals.

- Request energy-efcient audiovisual and lighting equipment.

- Ensure that any runo water is saely disposed o at open-air events, to avoid the pollution o groundwater.

-Ensurethatthenaturalfaunaandoraarenotdamagedthismightrequirethatcertainsensitiveareas

be cordoned o to protect them, and even rehabilitated ater the event, i required.

- Ensure that a waste management system is in place, with a maximum ocus on recycling, as this is a

requirement or the City approval process.

- Ensure that the area is let in the same or a better condition than when you ound it.

When selecting accommodation, consider the ollowing:

Accommodationestablishmentsmakeheavydemandsonnaturalresources(waterandenergy),andcreatelarge

amounts o waste on a daily basis. With the proper policies and practices in place, it is possible to reduce these

demands considerably. The Responsible Tourism Guidelines, developed by the then Department o Environmental

Aairs and Tourism in 2002, encourage tourism operators and accommodation establishments to grow their

businesses, whilst providing social and economic benefts to local communities, and respecting the environment.

When considering a venue or accommodation establishment, similar considerations need to be taken into account.

For ease o reerence, we put together this easy checklist, which you can simply send to the hotel/guesthouse/

lodge. By asking the ollowing simple questions, you should be able to get appropriate inormation to enable you to

makeaninformeddecisionwhenselectingorrecommendingaccommodationoptions:(Seenextpage.)

Biodieselisbiodegradable

andnon-toxic, and reduces

carbonmonoxide(CO)and

carbondioxide(CO2)emissions.

The generators at Rocking the Daisies 2009 ran on biodiesel and the mobile toilets operated on solar-power with no harmul chemicals

e venues are already oering ruit as a healthy alternative

stries during tea breaks

Delegates were provided with resh water in jugs at this water station


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UESTION YES NO

you have an environmental policy? I so, please provide a copy.

e you a member o a green rating system, such as FTTSA, Green Lea, GreenStaySA, Green GlobeHeritage?I so, please provide inormation.

youhaveanEnvironmentalManagementSystem(EMS)inplace,suchasISO14000?o, please provide certifcation/inormation.

you have an eco-procurement policy in place, giving preerence to environmentally riendly andally sourced products/services?

you use biodegradable and/or non-toxic cleaning chemicals? you have a recycling programme in place or major waste streams, such as glass, tin, plastic,per and organic waste? I so, please provide details.

you provide soap and shampoo productsinbulk, refllable dispensers? I individual bathroomoducts are provided, do you ensure that they are not replaced beore they are empty, and thatntainers can be reused?

you implement a towel and sheet re-use policy or guests, and is this clearly indicated in alloms?

you have low-fow shower heads and tap aerators or guest rooms?

e all toilets water ecient(e.g.ttedwithinterruptibleushsystems,smallcisternsordisplace-entdevices,orsetoptimallyinthecaseofushmastersystems)?

you have energy-ecient lighting, such as CFLs or LEDs in all easy-access areas?

you issue guests with a keycardlinkedtothelights and air-conditioning in the rooms to helpve electricity?

you make use o renewable energy sources, such as solar, wind or RECs?

you provide a paperlesscheck-in , check-out and billing process?

you use eco-riendly paperthatcarriestheapprovaloftheForestStewardshipCouncil(FSC),ands recycled content?

your sta members receive environmental training?

you inorm your guests about your environmental initiatives?

you request guests to assist you in saving water and electricity?

you promote the use o green taxi operators or pedicabs?

e you withinsafewalkingdistance rom the conerence centre?

you use water-wise plants in your garden area? N / A

Food and beveragesWherever people meet, there is a need or ood and beverages in some orm or another. Whether it is a ormal

gala dinner, a picnic hamper or a hotdog, it has hidden environmental impacts that need to be considered. From

the production and packaging o the ood, through to the transport, storage, and fnally the preparation these all

need to be tak

smart events handbook 2010-06

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