Sustainable Meetings...Best Practices: Printing • Produce signs and graphics printed on recyclable...
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Sustainable Meetings Wednesday, September 30, 2015 Presented by Kate Hurst VP, Community Advancement, Conference & Events U.S. Green Building Council Jeff Chase VP, Sustainability Freeman Companies Moderated by Tyler Davidson Chief Content Director Meetings Focus
Transcript of Sustainable Meetings...Best Practices: Printing • Produce signs and graphics printed on recyclable...
Sustainable Meetings
Wednesday, September 30, 2015Presented by
Kate HurstVP, Community Advancement,
Conference & Events
U.S. Green Building Council
Jeff ChaseVP, Sustainability
Freeman Companies
Moderated by
Tyler DavidsonChief Content Director
Meetings Focus
This webinar aligns with the Strategic Planning Domain of the CMP or CMP-
HC Standard. To receive this credit for attending simply visit:
www.meetingsfocus.com/WebinarClubSustainability
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One live attendee today will win a prize!
• $100 Amazon Gift Card
Today’s Speakers
Jeff ChaseVP, Sustainability
Freeman Companies
Kate HurstVP, Community Advancement,
Conference & Events
U.S. Green Building Council
Engaging Key Stakeholders To
Produce Sustainable Meetings
Kate Hurst, VP, Community Advancement &
Greenbuild Conference & Events, U.S. Green
Building Council (USGBC)
Jeff Chase, VP, Sustainability, Freeman
30 September 2015
Learning Objectives
• Understand sustainability standards and setting multi-
year event sustainability goals
• Engage vendors and exhibitors as partners to your
event sustainability goals
• Track and measure progress in reaching your event
sustainability goals
Freeman Sustainability Policy
• Freeman promotes innovation at every event we
help to produce.
• We provide solutions to reduce the environmental
impact of our products and services, while actively
advocating our sustainability message to clients
and industry leaders.
• We are always mindful of how our company
interacts with the local and global environment and
strive each day to achieve our mission to Rethink,
Reduce, Reuse and Recycle.
What role do you represent in the industry?
A. Meeting Planner/Event Organizer
B. Exhibitor (non-show organizer)
C. Supplier: Meeting & Event Venue (e.g. Convention
Center, Hotel, etc.)
D. Supplier: Destination Partner/CVB
E. Supplier: Exhibitor Services (includes General
Service Contactors, I&D, Shipping & Handling, etc.)
F. Other (e.g. A/V, Food /Bev, Transportation, Student etc.)
Pulse Poll
Collaboration: We’re In This Together!
• You have the Power to Ask
• Sustainable events happen
with sustainable vendors
• Sustainable venues are
only as sustainable as
those that operate and
occupy them
• Sustainable Destinations
are better equipped to help
support sustainable events.
Host
City
Facilities
Venue
Operations
Event Mgmt.
Attendees
APEX/ASTM 8 Impact Areas for Each
of the 9 Standards
• Air Quality
• Energy
• Community Partners
• Communication Policy
• Water
• Waste
• Procurement
• Staff Management
Pulse Poll
My organization’s primary key impact is related to:
A. Waste Management and Diversion
B. Food & Beverage
C. Energy (utilities, transportation, fuel etc)
D. Resource Usage (printing, signage, materials etc)
E. Other
The Business of Going Green
• What are the costs of sustainability?
– Does not have to cost you more – or can be
cost neutral. What are trade offs?
• Who is involved?
• Focus on what you can do:
– You can directly control: Staff, Purchases
– You can influence: Venue, Vendors
– You can incentivize/motivate: Exhibitors,
Attendees
Creating an Event Sustainability Plan
• Conduct a Sustainable Event Assessment to gather
baseline data and set goals for energy, water waste
and carbon emissions.
• Set a goal/expectations with your GSC and vendors
• Assign a Green Leader for that show
• Identify elements track such as waste, recycling,
transportation, fuel etc.
• Create a tracking form for all vendors
Creating a Event Sustainability Plan
• Provide onsite training and establish a theme like
“Keep it Green” to keep everyone focused
• Establish a Donation Program and partner with local
charities
• Communicate your accomplishments with a post-
event press release, blog or social media post
Attendees
• Create informational
signage to educate
how attendees on
how they can
contribute to the
event sustainability
goals.
• Promote
sustainability goals
on your show website
and mobile app.
Suppliers Partners
• Request a Sustainability
Statement from suppliers,
vendors and venues to
ensure they share a
commitment to your
goals.
• This could be a general
Corporate Sustainability
policy or statement
specific to your event.
Exhibitors
• Develop a “Green Exhibitor Guide”
checklist and order guide
• Produce a webinar on exhibitor
sustainability to address FAQs
• Promote the webinar and other
information for those who did not
participate
Pulse Poll
Do you engage your exhibitors your sustainability goals ?
A. Yes
B. No
C. We try
D. Not sure
E. Other
ISO 20121 Certification
Event Management System Standard
• Understanding event impacts
• Continuous performance improvement
USGBC C&E Department certified June 2014
• Building off BS8901 certification (2009)
“Plan – Do – Check – Act” Process
• Stakeholder engagement and communications are
key to the management system
1. To establish a baseline level of sustainable
performance in the Expo
2. To decrease the Expo floor’s environmental impact, by
reducing the environmental footprint of exhibit booths
3. To learn about exhibition practices on the Greenbuild
floor
4. To improve GMEGG and exhibit hall performance and
process
Greenbuild Mandatory Exhibition Green Guidelines (GMEGG) Goals
Greenbuild Mandatory Exhibition Green Guidelines (GMEGG) Categories
1. Energy Conservation
• Booth Lighting, Electronic Displays
2. Booth Materials
• Flooring, Graphics & Signage, Structure, Collateral, Air Quality
3. Shipping Practices
• Methods, Materials
4. Water Reclamation
5. On-Site Operations
• Training, Transportation, Waste Management, Food & Beverage
The Details: GMEGG
The Details: GMEGG
The Details: GMEGG
The Details: GMEGG
The Details: GMEGG
The Details: GMEGG
Best Practices: Printing
• Reduce or eliminate quantity of
printed consumables on-site.
• Distribute Speaker Handouts online
and be sure the materials are mobile-
friendly.
• Use post‐consumer recycled paper
with vegetable‐ and soy‐based inks
on all printed materials.
Best Practices: Printing
• Provide a free mobile app that
scans QR codes linking exhibitor’s
product listings/brochures to
reduce printed matter at the show.
• Include a scheduler and session
descriptions to avoid printing large
show directory.
• Communicate sustainability goals—
and how attendees can help.
Best Practices: Printing
• Produce signs and graphics
printed on recyclable eco-
board instead of foam core.
• Make signs that can be used
next year. Avoid dates or
locations.
• Have a pre event meeting
with your venue, cleaning
vendor and local waste hauler
to set expectations and goals.
Best Practices: Communications
• Create informational signage
to educate attendees on
how they can contribute to
the event sustainability goals.
• Request written
sustainability policy or
commitment from vendors
and exhibitors.
• Promote sustainability goals
on your event website.
Best Practices: Waste Management
• Replace bottled water with
water stations.
• Provide trash, recycling
and composting bins —
and staff with student
volunteers to ensure
proper waste disposal.
Best Practices: Expo Hall
• Provide Exhibitor Service
Manuals and ordering online only
to reduce paper.
• Request Exhibition Hall Carpet
made with recycled yarns and
create a plan to have carpets
recycled to manage landfill waste.
• Choose a SmartWay™-certified
hauler at no additional.
Best Practices: Donation Programs
• Collect name badge
holders and other printed
materials for recycling.
• Provide bins for unwanted
tote bags and other expo
giveaways.
• Donate to local charity.
Open Forum Q&A
Additional Resources
• Green Meetings Industry Council www.gmicglobal.org
• Convention Industry Council ASTM Standards www.conventionindustry.org/standardspractices/apex.aspx
• Sustainability at Greenbuild http://www.greenbuildexpo.com/Attendee/ShowInfo/SustainabilityatGreenbuild
• Freeman Sustainability http://www.freemanco.com/freemanco/ourservices/freemanGreenSolutions.jsp
One live attendee today will win a prize!
• $100 Amazon Gift Card
Questions?
Kate HurstVP, Community Advancement,
Conference & Events
U.S. Green Building Council
Jeff ChaseVP, Sustainability
Freeman Companies
Our TAKE 10 feature, offered on our website and in email,
provides answers to some of the key questions we just did not
have time to get to during today’s webinar. Look for an email
coming soon!
Upcoming Events –
• The Future in Focus: 5 Event Tech Trends in 2016
Presented by Kevin Yanushefski & Richard Steinau - October 15th
at 1:00pm EDT
• Tricks, Techniques and Teambuilding at Unique Venues
Presented by John Chen - October 20th at 1:00pm EDT
On Demand - Also available for you to view at any time.
Visit (www.meetingsfocus.com/webinars) today learn more, register
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Sustainable Meetings
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