a guide to running green meetings and events · fÁilte ireland | a guide to running green meetings...
TRANSCRIPT
A GUIDE TO RUNNING GREEN MEETINGS AND EVENTS
CONTENTS
CLICK ON TITLE FOR QUICK LINK TO APPENDIX OR CHECKLIST
CHAPTER 1 INTRODUCTIONHow to Use this Guide 2
1.1 PurposeofthisGuide 3
1.2 WhoisthisGuideFor? 4
1.3 HowtoUsethisGuide 4
1.4 InterpretingandUsingtheResults 5
CHAPTER 2 PLANNING A GREEN MEETING OR EVENTPlanners Guide 6
2.1 Step1–‘Green’YourBusiness 7
2.2 Step2–IdentifyingYourClients’‘Green’Needs 7
2.3 Step3–‘Green’theEventandSupplier 9
2.3.1 EventVenue 10
2.3.2 TransportationPlanning 11
2.3.3 Accommodation 12
2.3.4 CateringOperations 13
2.3.5 StageSetup,Audio-VisualEquipment,InformationTechnologiesandLighting 14
2.3.6 EventMaterialsandCommunications 15
2.3.7 EntertainmentandActivities 16
2.3.8 CarbonOffsetting 17
2.3.9 EnvironmentalAwarenessandCommunication 19
CHAPTER 3 FACILITATING A GREEN MEETING OR EVENTSuppliers Guide 20
3.1 Step1–‘Green’YourBusiness 21
CHAPTER 4 IMPLEMENTING AN ENVIRONMENTAL MANAGEMENT SYSTEM 23
4.1 CommitmenttoGreeningYourBusiness 24
4.2 IdentificationofOpportunitiestoGreenYourBusiness 24
4.3 PlanningtoGreenYourBusiness 24
4.4 ImplementationoftheGreeningProcess 27
4.5 ReviewingtheGreeningProcess 27
APPENDICESAppendix 1 EMSChecklist 29
Appendix 2 GreenOfficeChecklist 30
Appendix 3 SupplierChecklists 33
Appendix 4 GMIC–Planfor2010Conference 46
Appendix 5 SupportandLinks 48
Appendix 6 GreenGlossary 49
This guide was prepared by Hospitality Solutions Consulting and the Clean Technology Centre
Chapter 1HOw TO USE THIS GUIDE
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Green Meetings and Events
Agreenmeetingincorporatesenvironmentalconsiderationsthroughoutallstagesofthemeetinginordertominimisethenegativeimpactontheenvironmentandpositivelycontributetohostcommunities.(Green Meeting Industry Council)
1.1 Purpose of this Guide
Thisguideisintendedforanybusinessinvolvedinplanning
and/orrunningameeting,conferenceoreventinIreland.
Thiswillrangefromconferenceorganisers,venues(including
hotels),accommodationproviders,cateringcompanies,
entertainment/activityproviders,audiovisual/ITcompanies,
andtransportproviders.Thisguidewaspreparedtoallow
yourbusinesstostartorcontinueontheroadtoplanning
andrunninggreenmeetingsandevents.Thisdocumentis
avoluntaryguide,andnotastandard,whichallowsyou
todothat.
this guide will be particularly relevant to you if you have ever been asked any of the following questions by an existing or potential customer?
n Doyouhaveanenvironmentalpolicy?
n Iwanttorunacarbonneutralevent;canyouhelp
medothat?
n Whatareyourcompany’ssustainabilityprinciples?
n WetakeCorporateSocialResponsibilityveryseriously
inourcompanyandwewanttoworkwithbusinesses
thatdothesame.Isthatyou?
n Whyshouldwechooseyourcompany?
Whatmakesyougreen?
Itisintendedthatthisguidewillhelpyoutoanswerthese
questionswhenasked.Ifyouhavenotbeenaskedanyof
thesequestionsinthepast,thetrendsinthemarketare
indicatingthatitwon’tbetoolongbeforeyoudo.Feedback
fromtheBusinessTourismsectorisindicatingthat:
n thereisagrowinginternationalrequirementby
businessesforamoresustainablesupplychain
undercompaniesCorporateSocialResponsibility
Programmes(CSR)
n thereisadefinabledemandfromconsumers
forgreaterenvironmentalstandards
n thereisagrowingbeliefthatbusinessescannot
avoidtheseissues,astheyaretotheforeinterms
ofmodernbusinessethos,andcandeliveradefined
economicbenefit–whetheritisthroughreduced
costsorthroughincreasedbusiness.
Withtheeverincreasingfocusontheenvironmentacross
theworld,itisnotsurprisingthattheconferenceandevents
sectorhascomeunderscrutiny,inrespectofwhatactionsit
istakingtoaddtotheevergrowingdemandforsustainability.
However,going“green”shouldnotbeseenasaburdenor
acomplianceissue.Thereareverystrongmoralandethical
reasonsforbeingmoresustainable,buttherearealsosound
economicandmarketingreasonsaswell.Modern,forward
lookingPlannersandSuppliers,whotakeonboardthese
sustainableconcepts,willbepositioningtheircompanies
wellforthefuture.
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Thisguideisnotadefinitivelistingofalltheactionsthat
Supplierscantake,thoughtherearemanyspecificactions
identified.Therewillalsobesomeactionswhichwillnot
relatetothetypeofserviceyouprovide,orwhichyoumay
notbeabletotakeatthebeginningofthisprocess.This
guideisdesignedtoallowyoutostartontheroadto
runningagreenmeetingorevent.Noteverythinghasto
bedoneallatonce;smallstepscanbetaken.Youmayeven
findthatyouaredoingalotofgreenthingsinyourbusiness
already–you’re just not documenting or reporting this
to your customers in a systematic format.Thisguidewill
allowyoutodothat.
1.2 who is this Guide For?
EventsandConferencescanrangefromshortbusiness
meetingstointernationalconferencesspreadovera
numberofdays,andincorporatingvenues,accommodation,
transportation,etc.–withhighlycomplexscheduling.
Attheheartofeveryeventandconference,however,
thereisaPlanner andaseriesofSuppliers.
Planners: those who are tasked with the organisation of an event/conference
Thesecaninclude:
n Individualswithincompaniesandgovernmentbodies
whoaretaskedwiththeorganisationandplanningof
eventsforthecompany.Thiscouldincludeanexecutive,
administratorand/oracommitteetaskedwithalarger
event
n VenueExecutivewhomanagesthebookingandis
requiredtoplanandorganisetheeventonbehalf
oftheClient
n ProfessionalConferenceOrganiser(PCO)
– a professional company that has the expertise and
experience to successfully manage all aspects of
large international conferences
n DestinationManagementCompany(DMC)
– a professional management company specialising
in the design and delivery of events, activities, tours,
staffing and transportation, possessing and utilising
extensive local knowledge, expertise and resources
Suppliers: those who deliver the various elements and services required to deliver a successful event/conference
Thesecaninclude:
n Hotelandaccommodationproviders
n Venues(standalone,andvenueswithinhotels,etc.)
n Caterers(inhouse,contractcaterers,food/drink
Suppliers)
n Transportationproviders(air,car,rail,bus,etc.)
n IT/AV(sound,lighting,computer,video,etc.)
n Print/Stationery(brochures,namecards,handouts/USB
keys,etc.)
n Activitiesandattractions(restaurants,bars,activities,
sites,museums,etc.)
1.3 How to Use this Guide
Environmental management can be as simple or as complex as any organisation wishes it to be. This guide supports the simple, yet focused, approach.
Thisguideprovidesaseriesofcheckliststhatcanbeused
dependingonthemeetingoreventbeingplanned.Notall
servicesmayberelevanttoeveryevent.
MostofyourClientswhoareengagedinsustainabilitywill
haveanexecutivetaskedwithmaintaininganoverviewof
thesustainableperformanceoftheevent;theseindividuals
areveryknowledgeableabouttheirbrief,andwillswiftly
identifynon-conformancewiththeirrequirements.
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ItisthereforenecessaryforallPlannersandSuppliers,who
areseriousaboutprovidingaproperservicetothissector,
toadoptthesameguidingprinciples.Itisacceptedwithin
theenvironmentalarenathatitisnotfeasibleforPlanners
andmajorSupplierstoinitiateone-off“green”events/services.
One-offiswherethepartiestrytorunasustainableevent,
wherenoneofthepartiesreallyunderstandswhatisrequired,
orhowtoimplementitorreportit.Anycompanythat
positionsitselfasa“green”PlannerorSupplierwithout
thisknowledgewillbefoundoutveryquickly,especially
byaClientwhoisspecificallyaskingfortheseservices.
AllPlannersandSuppliersshouldthereforeimplementan
EnvironmentalManagementSystem(EMS)withintheir
ownbusinesses.Thisisfundamentaltorunningasustainable
eventandwillensurethatthemechanismistheninplace
inthefutureforrunningalleventsinthismanner.
TherearesomesimplestepsforbothPlannersandSuppliers
tofollowinordertorunagreenmeetingorevent:
PlANNERS (CHAPTER 2)
Step 1 ‘Green’yourbusiness
Step 2 IdentifyyourClients‘green’requirements
Step 3 ‘Green’theEventandSuppliers
SUPPlIERS (CHAPTER 3)
Step 1 ‘Green’yourbusiness
AseriesofchecklistsfortheimplementationofanEMS
andforSuppliergreenrequirementshasbeenprovided
inAppendix1,2and3attheendofthisguide.
A‘GreenGlossary’isprovidedinAppendix6whichprovides
definitionsforsomeofthe‘green’termsusedinthisguide,
andalsoincludessomeadditionalonesshouldyourClient
askforthem.
1.4 Interpreting and Using the Results
Centraltogreeninganymeetingoreventaretherequirements
oftheClient.Dependingonthese,thePlannercanusethe
checklistsreturnedfromSuppliersinanumberofways:
n Whenchecklistsarereceived,comparetheresults
receivedbackfromeachcompetingSupplier,and
drawupananalysissheettoallowcomparison.
n Asimplegradingsystemcouldthenbeusedtoestablish
whichSupplierhasbetterenvironmentalcredentials.
n Dependingonthetypeofeventbeingplanned,notall
criteriamayberelevant,sothePlannershouldhighlight
thosecriteriathatareparticularlyimportantorrelevant
totheevent.
n ThePlannershouldbalancethedemandsofthe
ClientwiththecostofSuppliercompliance,(usingthe
appropriatecriteria),andifneeded,reverttotheClient
withapricingmodel,togetherwithanenvironmental
compliancemodel.Sometimestheremayover-riding
reasonswhyaClientwillacceptavenue/Supplierthat
isnotcompliantwiththeenvironmentalrequirements
originallysought–venuecapacity,venuelocation,
technologicalcapabilityofSupplier,etc
IftheClienthasverystrongenvironmentaldemands,
n Whenthechecklistsaresentout,thePlannershould
advisetheSuppliersthatthereareminimumstandards
required,andshouldidentifytheseonthechecklists.
n TheClientmayhavesomespecificdemandsthatare
notontheexistingchecklist,andifso,theseshould
beaddedandhighlightedforSuppliers.
Suppliersshouldalsobeinformedthatthesetypesof
requestsforenvironmentalactionsarebecomingmore
commonplaceamongstcorporations,andfromClients,
andthatthePlannerislookingforalistofSuppliersthat
candemonstratebestpracticeenvironmentalmanagement
forthefuture.
ThistypeofinformationwillbeusefulfortheSupplier–in
termsofplanningtheirownbusinessmodel–butitwillalso
highlighttoSuppliersthatthisisthewaythemarketismoving.
Chapter 2PLANNING A GREEN MEETING OR EVENT: Planners Guide
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Planners arethosewhoaretaskedwiththeorganisationofanevent/conference.
Planning a Green Meeting or Event
PLANNERS GUIDE
TherearethreekeystepsthatyouasaPlannershouldtake:
Step 1 ‘Green’yourbusiness
Step 2 IdentifyyourClients‘green’requirements
Step 3 ‘Green’theEventandSuppliers
2.1 Step 1 – ‘Green’ Your Business
Itwillbealotmoredifficulttoliaiseanddeliveragreen
meetingoreventtoaClient,ifyourownbusinessdoesnot
adheretobestenvironmentalpracticealso.Greeningyour
ownbusinesswillalsodeveloptheknowledgeandskills
amongstyourstaff,andenabletheselectionandcritique
ofSupplier’sresponsestoRequestforProposals(RFPs)–
aswellasenablingallstafftocommunicateonthesame
levelastheClient.
Youshouldadopttheseprinciplesirrespectiveofwhether
theClientwantsagreeneventornot,sothatiteventually
becomespartoftheeverydayrunningofthebusinessand
thenbecomeseasiertodemonstratetoClients.
YoumustthereforeimplementanEMSwithinyourown
businessandimplementthe‘GreenOffice’principlesset
outwithinthisguide.Chapter 4 identifiesthekeysteps
toimplementanEMSwithinyourbusiness.
Thefollowingchecklistsshouldthereforebeusedtoallow
youto‘green’yourbusiness:
n Developing an Environmental Management System
(Appendix 1)
n Green Office Checklist (Appendix 2)
2.2 Step 2 – Identifying Your Clients’ ‘Green’ Needs
ThereareanumberofdifferenttypesofClients:
n Those for whom the ‘greening’ process is vital and at
the heart of their event, and encompasses every aspect
from planning through to final review –theseClients
willdictatefromthebeginningspecificrequirements
andstandards,andwouldexpectPlannerstohavelists
ofSuppliersthatcansatisfytheirdemands.
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n Those for whom there are a number of key factors that
they wish to incorporate within their event –theymay
askinadvanceforthese,orwishtodiscussthemonce
thevenueandprices,etc.,havebeenagreed.Having
greeninitiativesinplaceandcommunicatingthe
Planner’sgreencredentialscouldswaytheClientin
choosingaPlanner/locationwhenassessingresponses
torequestsforprice(RFP).
n Those who either have not any particular requirement/
need, and/or for whom ‘greening’ is a new phenomenon.
AdvisingtheseClientsthatthePlannerconductstheir
businesssustainably,andrequiresSupplierstoaddress
sustainabilityissues–atnocosttotheClient–could
influencetheClientinPlanner/locationselectionor
shortlisting.
It is recommended that the Planner communicate
their green credentials to the Client as part of any
RFP, and then ask the Client if they have any particular
environmental requirement or need for their event.
SomeoftheClientsrequestsmaybeeasytodeliver,others
mayincuracost–itisuptothePlannerduringnegotiations
toagreedelivery/pricinginconjunctionwiththeClient–the
importantaspecthereisthattheClientisspecificallyasked
andSuppliersselectedonthebasisoftheirabilitytodeliver.
TheEnvironmentalManagementSystem(EMS),GreenOffice
andSupplierChecklistsinAppendix1,2and3aredesigned
sothattheycanbeusedbyeither:
The Planner
toa)sendtotheClientandaskthemtoidentify
thoseactionswhichareimportant
and/orb)allowthePlannertodevelop
anEventPlanbasedonClientrequirements
and/orc)sendtotheSuppliertofindout
whatactionstheyaretaking
and/ord)sendClientrequirementstotheSupplier
toshowthemwhattheClientwantsforthisevent
The Supplier
toa)usetocommunicatetothePlanner
whatactionstheyarecurrentlytaking
and/orb)useasatoolforactionplanning
toidentifyenvironmentalopportunities
USING THE CHECKLISTS TO IDENTIFY THE CLIENTS ENVIRONMENTAL REQUIREMENTS
SendthecheckliststotheClientandaskthemtonotetheir
specificenvironmentalrequirementsusingthefollowing
ratingsystem:
A – Must have
B – Is quite important to have
C – Would like to have
D – Not essential
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SAMPLE CLIENT GREEN REQUIREMENT CHECKLIST – EVENT VENUE
Event Venue – Supplier’s Checklist RATING – A, B, C, D OR YES/NO
General Requirements
TheVenuehasimplementedanEMS A
Guests/delegatesareinvitedtoparticipateineffortstoreducetheirenvironmentalimpact(e.g.recycling) B
Informationisavailableregardinglocalbiodiversity,landscapeandnatureconservationmeasures C
InformationisreadilyavailableonpublictransporttoandfromtheVenue B
BicyclefacilitiesareinplaceattheVenue D
TheVenuesupportsresponsiblepurchasingandpromotesuseoflocalandorganicproduce B
Tip: Acopyofthiscompletedchecklist(s)couldthenbeprovidedtothepotentialeventvenuesandwouldclearlyidentify
theClient’spriorities.
2.3 Step 3 – ‘Green’ the Event and Supplier
Togreenaneventyouneedaplanandanoverallsetof
objectivesforwhatyouwishtoachieve.Thisplanshould
initiallysatisfytheneedsofyourClientbutalsosupportthe
greenpoliciesadoptedbyyourcompany.Theplanshould
encompassallelementsofthemeetingoreventandshould
becommunicatedtoallstakeholdersfromtheinitiationof
eachproject.
AnexampleofsuchaplanpreparedbytheGreenMeeting
IndustryCouncils(GMIC)forthe2010SustainableMeetings
ConferenceisprovidedinAppendix4.Thissetsoutclearly
thetargetsandobjectivesfortheconferenceandincludesall
therelevantSuppliersandstakeholdersandalsoencourages
delegatestosupporttheinitiatives.
YoushoulddevelopalistofSuppliersthatoffer“green”
services,fromeventvenuestoaccommodationproviders
tocaterers,etc.Bycommencingthisprocess,youcanshow
toSuppliersthatthereisademandformoresustainable
practices,andstartthemalongthesustainableroute.
ItisvitalthatstaffengagedbySuppliersarealsopartofthe
delivery,astheyarethepeoplethatdelegateswillinteract
withandwillaskaboutsustainablepractices.Ifstaffcannot
respondaccordingly,orcarryouttheproceduresrequired,
theClientwillnotreceivetheservicetheyhaverequested.
Section2.3liststhemajorityofSupplierswhowouldbe
engagedindeliveringproducts/servicesduringanevent.
Usethe‘keymeasuresandconsiderations’providedinthis
sectiontoprepareaneventplanandtodeterminethelevel
ofenvironmentalpracticeengagedinbyeachSupplier,and
toencourageSupplierstoadoptgreenprinciples.
Appendix 3 provideschecklistsforkeySupplierswhich
shouldbecompletedbytheSupplierstoidentifythose
goodenvironmentalpracticesbeingimplemented.
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‘Keymeasuresandconsiderations’forplanningagreen
eventandchoosingthefollowingSuppliersareincluded
inthischapter;
n EventVenue
n TransportationPlanning
n Accommodation
n CateringOperations
n StageSetup/AV,ITandLighting
n EventMaterialsandCommunication
n EntertainmentandActivities
n CarbonOffsetting
Alsoincludedinthischapterare;
n RecommendationsforEnvironmentalAwareness
andCommunication
2.3.1 Event Venue
Whenusingthecheckliststoselectaneventvenue
rememberthatthechoiceofeventvenuewill,toagreat
extent,determinetheoverallenvironmentalimpactsofthe
event.Itwillincludeimpactsfromrunningtheeventitself,
suchasenergyandwaterusedontheday,andwaste
generatedbydelegatesandbycateringoperations.
Themainimpact,however,canoftenbecausedbycarbon
emissions,associatedwiththetransportationtoandfrom
thevenue.Therefore,locationandaccessareessential
factorswhenselectingtheeventvenue.Also,proximity
toaccommodationandactivitiesassociatedwiththe
eventshouldbeconsidered.
Youmaynotalwayshavedirectcontroloverhow
environmentalmanagementsystems,whichoftencanbe
complexenough,areimplementedonthepremisesofthe
eventvenue.Therefore,selectingvenuesthathaveobtained
environmentalaccreditationmayprovideassurancethatthe
environmentalimpactoftheeventwillbereduced.
Key measures aND CoNsIDeratIoNs wheN seLeCtINg the eveNt veNue For a greeN eveNt are as FoLLows:
¸ Chooseaneventvenuewhichisinrelativelyclose
proximitytotransportationhubs,railwaystations,
airports,etc.,andthathasgoodaccesstopublic
transport
¸ Chooseaneventvenuewhichisincloseproximity
toaccommodation,restaurants,andactivities
associatedwiththeevent(ifthesefacilities
arenotprovidedattheeventvenue)
¸ Chooseaneventvenuewhichhasacertified
EnvironmentalManagementSystem(Green
HospitalityAward,GreenTourismBusinessScheme,
ISO14001,BS8901etc)
¸ Chooseaneventvenuewhichemploysnaturallight
¸ Chooseaneventvenuethatoffersvideoconferencing
toallowforwideraccesstotheeventviatheinternet
¸ Chooseaneventvenuewhichhasadoptedan
EMSasoutlinedinthe‘EMSandGeneralSuppliers
Checklist’,Appendix1
¸ Chooseaneventvenuewhichmeetscriteriain
Appendix3–ChecklistAspecificallyforeventvenues
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2.3.2 Transportation Planning
Themainenvironmentalimpactassociatedwithameeting
oreventcanoftenbeasaresultoftransportation,especially
ifairtravelisinvolved.
Carefulplanningisneededtoidentifyhowthisimpactcan
bemanaged.Promotingtheuseofpublictransport,useof
lowemissionvehicles,andencouragingcarsharearesomeof
theconsiderations.Theseoptionsmustbewellcommunicated
tothedelegatesandotherstakeholders.
Climate-neutraltransporthasgainedalotofattention
inrecentyears,andifthisistobeconsidered,theevent
Plannersshouldidentifyhowthecarbonemissionsfrom
transportwillbecalculated(questionnairestodelegates,
atregistration,etc.).
Key measures aND CoNsIDeratIoNs wheN pLaNNINg traNsportatIoN For greeN eveNts are as FoLLows:
¸ Promotetheuseofpublictransporttoparticipants
bymakinginformationavailablee.g.routes,
timetablesetc,inadvanceoftheeventand
onthedaye.g.www.irishrail.ie,www.buseireann.ie,
www.luas.ie,www.dublinbus.ie etc
¸ Createincentivesforusingpublictransport,such
asprovidingcombinedticketse.g.entranceticket
totheeventalsoincludesfreeofchargetravel
toandfromthevenuebypublictransport
¸ PromotetheuseofanIntegratedTicketingScheme
–asmartcardticketingsystemthatprovidesthe
ticketingplatformforthedifferentprovidersof
publictransportwww.rpa.ie
¸ Planstartandfinishtimessothatparticipantscan
traveleasilyusingpublictransport,orothermodes
oftransport(vehiclesreleasemoreCO2emissions
duringtrafficcongestions)
Key measures aND CoNsIDeratIoNs wheN pLaNNINg traNsportatIoN For greeN eveNts are as FoLLows:
¸ Promotecarpoolinge.g.www.swiftcommute.ie,
www.dublintraffic.ie,www.travelsmart.ie
¸ Identifybicyclehireopportunitiestothedelegates
andprovideforfacilitiesforcyclists
¸ Organiseashuttleservicefortravelbetweenthe
accommodationprovider,conferencevenueand/or
pointofarrival/departure(railwaystation,airport),
consideringappropriatelysizedvehiclesand
frequencyoftheseservices
¸ Identifycarrentalcompanieswithlowemission
carstodelegates
¸ Selecttransportprovidersthathaveadopted
ecodrivingpractices(refertohttp://www.seai.ie/
energymap/Transport)
¸ Selecttransportprovidersthatuselowemission
vehicles,e.g.Euro3andabove,dieselelectric-hybrid
vehiclesorvehiclespoweredbybio-dieselare
available.Also,newervehiclesarelesspolluting
¸ ChooseaTransportProviderwhichhasadopted
anEMSasoutlinedinthe‘EMSandGeneralSuppliers
Checklist’,Appendix1
¸ ChooseaTransportProviderwhichmeetscriteria
inChecklistBinAppendix3specificallyfor
transportproviders
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2.3.3 Accommodation
Dependingonthetypeofevent,overnightaccommodation
mayberequired.Evenforonedayevents,delegatesmay
travellongdistancesandmaybelookingforaplacetostay.
Environmentalimpact,resultingfromanyactivitiesofthe
delegates,canbeattributedtotheoverallenvironmental
impactsoftheevent.Therefore,theenvironmentalimpactof
accommodationwillbeofconcerntotheeventPlanner.
Ideally,accommodationwouldbelocatedintheeventvenue
(e.g.conferencehotel)orwithinwalkingdistanceofthe
venue.Thiswillreducecarbonemissionsfromtransportation.
Whenchoosingaccommodation,hotelsandother
accommodationprovidersthathaveenvironmental
accreditationareparticularlysuitable,becausethey
demonstratecompliancewithenvironmentalstandards.
Accommodationproviders,thathavedevelopedkey
performanceindicators(KPIs)fortheirenvironmental
management,willbeabletocontributetomoreprecise
environmentalimpactassessmentandcarbonaccounting.
Forexample,theywillhaveinformationavailableonhow
manykWhofenergyorlitresofwatertheirguestsareusing
duringtheirstay.ThiswillinturnassistPlannerstomeasure
theoverallenvironmentalimpactoftheevent.
Key measures aND CoNsIDeratIoNs wheN seLeCtINg aCCommoDatIoN For greeN eveNts:
¸ Chooseaccommodationproviderswhich
haveenvironmentalcertificationorverified
environmentalcredentialssuchastheGreen
HospitalityAwardwww.ghaward.ie,EUFlower
eco-labelwww.ecolabel.eu,GreenTourism
BusinessSchemewww.green-business.co.uk,
ISO14001www.iso.org/www.nsai.ie
¸ Chooseaccommodationwithintheeventvenue,
withinwalkingdistancetotheeventvenue,orin
closeproximity,tominimisetransportationrequired
¸ Chooseanaccommodationproviderwhichhas
publictransportservicebetweentheaccommodation
andeventvenue
¸ Chooseaccommodationproviderswhichhave
developedKPIsforenergy,waterandwaste
consumption/generationandcarbonemissions
¸ Chooseanaccommodationproviderwhichhas
adoptedanEMSasoutlinedinthe‘EMSandGeneral
SuppliersChecklist’,Appendix1
¸ Chooseaneventvenuewhichmeetscriteriain
ChecklistCinAppendix3,specificallyfor
accommodationproviders
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2.3.4 Catering Operations
Cateringoperationsincludeallaspectsoffoodandbeverage
functions,provisionofmealsandrefreshments,purchasing
anddeliveryoffoodandbeverageproducts,foodpreparation
andserviceanddisposalofwastegeneratedbythese
operations.
Thewiderangeofcateringoperationsmakesitdifficult
todetailallaspectsthataneventPlannershouldconsider.
Acoffeeshopoutletattheeventexhibitionwillhave
adifferentscaleofenvironmentalimpacttoadrinks
reception,followedbyafourcoursedinner.However,
therearesomegeneralconsiderationsthatwillallow
theeventPlannermaketheeventgreener.
Thesameprincipleofselectingenvironmentallycertified
Suppliersapplies.Thiswillensurethatthesecompanies
havemanagementsystemsinplacetoreducetheir
environmentalimpact,andthustheimpactoftheevent.
Inmenuplanning,choosinglocal,organicandseasonal
produce,evenprovidingvegetariandishesandfairtrade
productswillreducetheenvironmentalimpactandbenefit
communities.
Whenplanningcateringfunctionsfortheevent–planning
topreventwasteisessential.Thenumberofdelegatesshould
beconfirmedaspreciselyaspossible,toavoidtoomuch
foodbeingprepared.Halfportionandchildren’smenus
shouldbeavailable,anddisposableitems(cups,plates,
cutlery,etc.)shouldnotbeused.
Key measures aND CoNsIDeratIoNs wheN pLaNNINg CaterINg operatIoNs For greeN eveNts:
¸ Selectcateringcompaniesthathaveenvironmental
certificationorverifiedenvironmentalcredentials
¸ Chooselocalcateringcompaniestoreduce
transportationmiles
¸ Choosefoodandbeverageoutletsthatareavailable
withintheeventvenueorwithincloseproximity
toreducetravelrequirements
¸ Selectcateringcompaniesthatpromoteuseof
localandseasonalproduce
¸ Selectcateringcompaniesthatpromoteuseof
organicproduce
¸ Selectcateringcompaniesthatsupportresponsible
purchasing(Fair-trade,RainforestAlliance)
¸ Informcaterersofexactnumbersofparticipants–
toavoidwaste
¸ Plancateringfunctionstoavoidtheuseofdisposable
items(cups,plates,tablewareetc.)
¸ Plancateringfunctionstoavoidsingle-useand
single-portionitems(sauces,jams,sugarsetc)
¸ Planmenustohavevegetarianoptionsavailable
¸ Planmenustohavehalf-portionsandchildren
portionsavailable
¸ Providefreshfruitatbreaksaswellas,orinstead
of,muffinsandbiscuits
¸ Choosecateringoperationswhichhaveadopted
anEMSasoutlinedinthe‘EMSandGeneralSuppliers
Checklist’,Appendix1
¸ Choosecateringoperationswhichmeetthecriteria
inChecklistDinAppendix3,specificallyforcatering
operations
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2.3.5 Stage Setup, Audio-Visual Equipment, Information Technologies and Lighting
Ineventlighting,workingwithaSupplierthathasexpertise
intheappropriatetechnologiestocreateasuperiordesign,
isessentialtogreeningoftheevent.Lightingisasubstantial
userofelectricity,andcaremustbetakentodesigna
lightingsolutionthatminimisestheuseofenergywithout
sacrificingtheevent’sneeds.
Newtechnologieshaveprovidedtheeventlighting
professionwithanever-expandingselectionoflowenergy
lightingalternatives–LEDtechnologies,highefficiency
automatedfixtures(movinglights),“SourceFour”orother
HPLlampedPARsandEllipsoidals,andHID(highdensity
discharge)lampedfixtures.
WithAVequipment,itshouldbekeptinmindthatthe
brightestprojectormightnotbethebestsolutionforyour
event.Ithasbeenfoundthatanincreaseincontrastratio
willoftenserveasaneffectivereplacementforsheer
brightness.Youshouldalsonotethatthelumen(ameasure
ofbrightnessoutput)ratingsofaprojectordonotnecessarily
increaseonalinearscale–goingfrom4000to8000
lumensdoesnotmeanthatimagewillbetwiceasbright.
Manynewsoundtechnologiesareavailablethatareimproved
inefficiency,sizeandpowerrequirements,especiallyfor
speakerandamplifiers(higherpoweroutputusingless
energy).Youshouldavoidolder,lessefficientsystems.
Forfurtherinformationpleaserefertowww.meetgreen.com.
Key measures aND CoNsIDeratIoNs wheN pLaNNINg setup, LIghtINg aND av:
¸ SelectanAV/ITSupplierwhohasenvironmental
accreditationorverifiedenvironmentalcredentials
¸ SelectlocalSupplierstoreducemiles
¸ UseAV/ITequipmentwhenandwhererequired–
turnoffwhennotinuse
¸ Considervideoconferencingtoallowwideraccess
totheeventviatheinternet
¸ Usenaturaldaylightasmuchaspossible
¸ SelectaSupplierwhousesenergyefficientlighting
¸ Designfordisassembly.Allstageandinfrastructure
shouldbedesignedandconstructedtofacilitate
easydeconstruction
¸ Reuse,recycleordonatematerialsaftertheshow
¸ Avoidusingtoxicmaterialsindesignandsetup
¸ Enquireabouttheratingsoftheprojection
equipment–Lumensperwattconsumed,
contrastratio,andcd/m2
¸ SelectmostefficientAVequipmentbasedon
therequirementsandlimitationsofthevenue–
talktotheSupplier
¸ Usenewandefficientsoundtechnologies,
avoidoldersystems
¸ ChooseanAV/IT,StageDisplayandLighting
providerwhichhasadoptedanEMSasoutlinedin
the‘EMSandGeneralSuppliersChecklist’,Appendix1
¸ ChooseanAV/IT,StageDisplayandLighting
providerwhichmeetscriteriainChecklistEin
Appendix3,specificallyforAV/IT,stagedisplay
andlightingproviders
FÁILte IreLaND|AGUIDETORUNNINGGREENMEETINGSANDEVENTS|15
2.3.6 Event Materials and Communications
Itisafactthatlargeamountsofprintedmaterialsare
generatedformostmeetingsandevents–including
invitations,promotionalmaterials,handouts,information
packs,etc.Muchofthiscanbeavoidedbybetterplanning
andpreparation,whilenotsacrificingthequalityofthe
event.
Eventmaterialsareoneofthefeaturesthatarevisibletothe
delegatesandotherstakeholders,andcantellalotabout
yourevent.Preventinthefirstplace!Andthenlookforways
toreduce,reuse,andrecycletheeventmaterials.
Withinformationtechnologieswidelyavailable,mostofthe
communicationfunctionscanbecarriedoutelectronically–
promotionalemails,electronicinvitationsandregistration,
informationpacksandmeetingdocumentscanbeprovided
onmemorykeys,oravailableforonlinedownloads.If
printingisnecessary–printdouble-sided,usingrecycled
paperandvegetableink.Anybrandedmaterials,suchaspens,
folders,etc,shouldbemadeofrecycled,biodegradableand
sustainablysourcedmaterials.
Ifyouareplanningtogiveoutgiftstothedelegates–these
shouldbesourcedlocallyandproducedinasustainable
manner.
Key measures aND CoNsIDeratIoNs For pLaNNINg eveNts materIaLs aND CommuNICatIoNs:
¸ Minimiseliteratureanddelegatepacksbyusing
email,on-sitetouchscreenPCs,informationboards
¸ Useelectronicinvitations,registrationsystems
andfollowupprocedures
¸ Minimiseliteratureandspeakernotesetc–
provideonre-usableCDsandDVDs,USBkey
orpostonwebsitefordownloading
¸ Plantoreuseallnametagsorprovideforrecycling
¸ Usesignageandpostersthataredesignedto
bereusable
¸ Sourcepens,folders,giftbagsetcandanyother
brandedmaterial,fromrecycledmaterials
¸ Printmaterialsfordelegates,publicrelations
andmediaondouble-sidedpaper
¸ Accuratelyestimatequantitiesofanyprinted
materialneededorprint“on-demand”
¸ Userecyclablepaperhavinghighpost-consumer
recycledcontent,preferablynotchlorinebleached
¸ Usevegetablebasedinksforprintingeventsmaterials
¸ Uselightest-possible-weightpaper
¸ Includeanenvironmentalmessageonallliterature
(includelogoofcertificationbodyifcertified)
¸ Chooseaneventmaterialsandcommunications
providerwhichhasadoptedEMSasoutlinedinthe
‘EMSandGeneralSuppliersChecklist’,Appendix1
¸ Chooseaneventmaterialsandcommunications
providerwhomeetthecriteriainChecklistFin
Appendix3,specificallyforeventmaterialsand
communicationsproviders
FÁILte IreLaND|AGUIDETORUNNINGGREENMEETINGSANDEVENTS|16
2.3.7 Entertainment and Activities
Entertainmentandactivitiesmayplayanimportantrole
ontheeventagenda,ormayevenbethemainpurposefor
organisingtheevent.Duetothewiderangeanddiversity
ofthiselement,itisdifficulttodefinespecificcriteria
thatcoverallaspectsoftheentertainmentandactivities
functions.However,thereisasetofbasicguidelinesthat
thePlannershouldbelookingoutforwhenplanninga
greenevent.
Forin-houseentertainmentuseenergyefficientequipment
(seeChecklistE,Appendix3)andlookforentertainment
optionsthatdonotrequiresubstantialsetupsandstaging.
Foranyactivitiesoutsidetheeventvenue,uselocalbusinesses
toavoidunnecessarytransportmiles.Recommendvisitsto
localattractions,whichgivedelegatesanappreciationof
localenvironmentandculture,buttrytoensurethatthese
activitiesdonothaveanegativeenvironmentalorsocial
impactonthelocalarea.Aneventorganisedinasustainable
mannerrespectsthelocalenvironmentandbiodiversity,
andenhancesthewell-beingoflocalcommunities.
some basIC measures aND CoNsIDeratIoNs wheN pLaNNINg aCtIvItIes aND eNtertaINmeNt For a greeN eveNt:
¸ Plantouseasmanylocallybasedbusinesses
aspossibletominimisetransportemissions
¸ Recommendandplanvisitstolocalattractions
whichgivedelegatesanappreciationoflocal
environmentandculture(providemaps,guides,etc.)
¸ Promoteactivitiesthatdonothaveanegative
impactontheenvironment,andthatrespectlocal
biodiversityandlocalcommunities(e.g.eco-tours,walks)
¸ Chooseattractionsandbusinessesthathaveverified
environmentalaccreditation
¸ Chooseactivitieswhichpromotethe
“Leave No Trace” OutdoorsEthicsProgramme
www.leavenotraceireland.org
¸ Lookatentertainmentoptionsthatdonotrequire
substantialsetupsandstaging–orutiliseexisting
structuresorseeiftheeventcouldsharestaging/set
upwithanotherentertainmenteventhappening
¸ SelectbusinessesthathaveadoptedanEMS
asoutlinedinthe‘EMSandGeneralSuppliers
Checklist’,Appendix1
¸ Ifyouplanactivitiesthatinvolvetravel–select
transportprovidersthatmeetcriteriainChecklistB
inAppendix3
¸ Ifyouplanactivitiesthatinvolveeatingout–
chooseFoodandBeverageoutletsthatmeet
criteriainChecklistDinAppendix3
¸ Ifyouplanactivitiesthatinvolvehotels/
accommodationchooseprovidersthatmeet
criteriainChecklistCinAppendix3
FÁILte IreLaND|AGUIDETORUNNINGGREENMEETINGSANDEVENTS|1�
2.3.8 Carbon Offsetting
Asclimatechangegainsmoreattentionaroundtheworld,
anewfocusoncarbonemissionshasemerged.Consumers
arebecomingawareoftheircarbonfootprint,andare
startingtolookforwaystoreducetheirimpactonthe
planet.Asaresult,manybusinessesusecarbonreduction,
oroffsetting,todifferentiatethemselvesandtheirproducts
orservicesfromthoseoftheircompetition.Carbonoffsetting
enablesanyonetoreducetheircarbonfootprint,bysupporting
projects,typicallyenergyefficiency,renewableenergy,tree
plantingetc.,thateitherreduceoroff-setcarbondioxide
emissionsintheatmosphere.
Theincreaseincarbonneutralorlowcarbonclaimshas
alsocreatedthepotentialforconfusion.TheGreenhouse
GasProtocolInitiative(www.ghgprotocol.org)hasdefined
threetypesofemissions:
Scope 1 Directemissions:greenhouseemissions
createddirectlybyyou,fromsources
thatareownedorcontrolledbyyou.
Scope 2 Indirectenergyemissions:greenhouse
emissionscreatedbyyouruseof
purchasedenergy.
Scope 3 Otherindirectemissions:greenhouse
emissionswhicharearesultofyour
activities,butoccurfromsourcesnot
ownedorcontrolledbyyou,suchas
productsandservicesyouutilise.
Eitherway–iftheeventPlannersarecalculatingthe
carbonfootprintthemselves,orathirdpartyishired–
thereisaneedtoclearlystatewhatwillbeoffset,and
howtheoffsettingwillbeachieved.
Key measures For CarboN oFFsettINg:
¸ Decidewhichemissionsyouwilloffset–
all,directemissions,indirectenergyemissions,
otherindirectemissions
¸ Whenmakingclaimsofcarbonneutralityor
offsetting,spelloutexactlywhatisincludedin
yourclaim,toavoidmisleadingstakeholdersand
thegeneralpublic
¸ SelectSuppliersthathaveincludedcarbon
emissionsintheirKPIs–toallowmoreaccurate
carbonaccountingoftheevent
¸ Employa3rdpartycompany,whocanindependently
verifythecarbonfootprintoftheconference/event
¸ Chooseacarbonoffsetproviderwhichhasadopted
anEMSasoutlinedinthe‘EMSandGeneralSuppliers
Checklist’,Appendix1
¸ Chooseacarbonoffsetproviderwhomeetsthe
criteriainChecklistGinAppendix3specificallyfor
CarbonOffsetproviders
your CarboN oFFsettINg requIremeNts wILL be LesseNeD by:
¸ Selectingeventvenues,accommodation,
transport,andotherSuppliers,thatoffercarbon
offsetprogrammes
¸ Encouragingdelegatestooffsettheirindividual
carbonemissionswhenusingtransporttoattend
theevent
FÁILte IreLaND|AGUIDETORUNNINGGREENMEETINGSANDEVENTS|1�
Planning a low Carbon Event – Example of High Carbon Event vs. low Carbon Event
SUPPlIER GREEN CHOICE NON GREEN CHOICE
Event Centre Venueusesrenewableelectricityproducedfrom
wind.Venuealsousesbiomasstoheatfacility.
Venuehaslowenergybenchmark.Venueiswell
servicedbypublictransportandisinclose
proximitytoaccommodation,cateringand
activitiesassociatedwiththeevent.
Venueuseselectricityproducedfromfossilfuel.
Usesoiltoheatfacility.Venueisnotservicedby
publictransportandnotincloseproximityto
accommodationcateringandotheractivities
associatedwiththeevent.
Accommodation
provider
Providerislocatedincloseproximitytothe
eventvenue.Provideron-siteactivitiesare
registeredascarbonneutral(throughusing
renewableenergyandtreeplantingprogramme).
Provideruseselectricityproducedfromfossil
fuel.Usesoiltoheatthefacility.Providerisnot
servicedbypublictransportandnotinclose
proximitytovenue,cateringandotheractivities
associatedwiththeevent.
Transportation Eventparticipantsareadvisedofpublictransport
optionsforgettingtoandfromeventvenue.
Tourfordelegatestolocalheritageparkprovided
bynewefficientcoaches.
Delegatesareadvisedtodrivetotheevent
venue.Noarrangementshavebeenmadefor
grouptransport.
Catering Catererislocatedineventvenueanduses
renewableenergy.Sourceslocallyproduced
rawmaterials.
Catererislocated2kilometresfromtheevent
venueandisnotservedbypublictransport.Uses
nonrenewableenergy.Nopolicyonsourcing
locallyproducedfoodsandminimisingfood
airmiles.
Activities Walkingtourinlocalheritagepark.Transport
toparkprovidedbynewefficientcoaches.
Tourtoattractionnotlocatedinthevicinityof
theevent.Delegatestakenbyprivatebusesor
drivethereindividually.
FÁILte IreLaND|AGUIDETORUNNINGGREENMEETINGSANDEVENTS|1�
2.3.9 Environmental Awareness and Communication
Theaimofrunningagreenevent,aswellasthemeasures
taken,shouldbeclearlycommunicatedtoallthestakeholders
andgeneralpublicatanearlystage.Itnotonlypresents
anexcellentPRopportunity,butalsocommunicatesyour
environmentalgoalsexternally,andcanactasanincentive
foractuallyachievingthem.
Thereareanumberofwaysenvironmentalinformationcan
becommunicated–eventwebsite,informationincluded
withinvitationsandpromotionalmaterials,pressreleases,
andsoon.However,quantitiesofanyprintedmaterials
shouldbelimited–givingapreferencetoCDsand
electronicmediawhereverpossible.
Atthemeetingorevent,itisimportanttohavethe
infrastructureinplaceforfacilitatingenvironmentally
friendlyactions,e.g.recyclingbinseasilyavailable,
informationdisplayedregardingpublictransport,etc.
Staffatthevenueshouldbetrainedinenvironmental
managementandwellinformedaboutthemeasures
takentoreducetheenvironmentalimpactoftheevent.
Aftertheevent,considerationcouldbegiventopreparing
aseparatebrochure/flyeraboutthemeetingsgreenaspects,
describinglessonslearnedandgoalsachieved.Thismaybe
placedonthewebsiteordistributedelectronicallyasapart
ofpost-eventcommunication.
Key measures aND CoNsIDeratIoNs For pLaNNINg CommuNICatIoN aND eNvIroNmeNtaL awareNess:
¸ Communicatetheactionsthathavebeentakenby
theeventorganiserstominimisetheenvironmental
impactinadvance,onthedayandaftertheevent
toallstakeholders(delegates,Suppliers,sponsors,
media)
¸ Useeventmaterials,invitations,promotional
materials,website,andpressreleasesto
communicatetheenvironmentalmessages
¸ Iftheeventhasawebsite,encourageuse
ofthewebsiteforanyreferencematerial
¸ Limitsize,quantity,andfrequencyofprinted
materials
¸ Encouragemediarepresentativestousedigital
camerastoavoidtheneedforphoto-processing
chemicals
¸ Promoteenergy,water,andwasteefficiencyto
delegates,andinvitedelegatestoassistinreducing
theenvironmentalimpactoftheeventthrough
signage,announcements,menus
¸ Ensurestaffworkingatthevenuearetrainedin
relationtotheEnvironmentalManagementSystem
inplace.Staffshouldbeawareoftheirroleinmaking
theeventgreenandbeabletocommunicatethis
messagetodelegatesattheeventifnecessary
Chapter 3FACILITATING A GREEN MEETING OR EVENT: suPPliers Guide
FÁILte IreLaND|AGUIDETORUNNINGGREENMEETINGSANDEVENTS|21
Suppliers arethosewhodeliverthevariouselementsandservicesrequiredtorunasuccessfulmeetingorevent.
Facilitating a Green Meeting or Event
SUPPLIERS GUIDE
3.1 Step 1 – ‘Green’ Your Business
AsaSupplierthemainrequirementonyourbusinesswill
betooutlineyour‘greencredentials’toyourcustomers.
SimilartoPlanners,youasaSupplierneedtoinitiallylook
internallyandimplementgoodenvironmentalpractices
withintheday-to-dayoperationofthebusiness.
ThiswillbeachievedbyimplementinganEnvironmental
ManagementSystem.Tocommencethisprocessyoushould
useChapter 4 (Implementing an EMS) alongsidetheEMS
Checklist (Appendix 1).
Thiswillalsodeveloptheknowledgeandskillsamongstyour
staff,andenableyoutorespondtoRequestforProposals
(RFPs)–aswellasenablingallstafftocommunicateon
thesamelevelasthePlannerandtheClient.
InadditiontotheEMSChecklistyoushouldalsoselect
yoursectorspecificchecklistwhichwillbefoundin
Appendix3(SuppliersChecklists).Youshouldusethe
enclosedcheckliststoassesshowenvironmentally
friendlyyouare.Therearechecklistsenclosedforeach
typeofservicePlannerswilllookfor:
GENERAL CHECKLISTS AVAILABLE
n EnvironmentalManagementSystemChecklist
n GreenOfficeChecklist
SECTOR SPECIFIC, SUPPlIER CHECklISTS AVAILABLE
n EventVenue
n TransportProviders
n AccommodationProviders
n CateringOperations
n StageSetup,AV/ITandLighting
n EventMaterialandCommunicationsSupplier
n CarbonOffsetCompanies
PlannersmayusetheseSuppliers checklists todetermine
the‘greencredentials’oftheirSuppliersandmayweight
themaccordingtotheneedsofeacheventorconference/
meeting.
SuppliersareadvisedtousetheSupplierschecklistsand
identifywhatactionsyouarealreadytakingandwhat
actionsyoucouldtake–identifythenoorlow-cost
actionsfirstandthenplantoimplementtheothercriteria
overtime.Itmaybesurprisingtofindthatthemajority
ofcriterianotedherearegenerallynoorlow-cost.
Ifyouaretakinganyotheractionsyoushouldaddthese
tothechecklists.
Chapter 4IMPLEMENTING AN ENVIRONMENTAL MANAGEMENT SYSTEM
FÁILte IreLaND|AGUIDETORUNNINGGREENMEETINGSANDEVENTS|23
Attheheartofanybusinesschangeinvolvingthe
environmentisanEnvironmental Management System
(EMS).Thisissimplyabusinessprocessthatisdesigned
toensurethatthebusinesspreparesplans,andexecutes
acoordinatedprogrammeeffectively.Itworksalongthe
linesthat“Ifabusinessfailstoplan,itplanstofail”.
ImplementinganEMSiscentraltoeverystakeholderwho
presentsthemselvesasbeingenvironmentallyfriendly,orhas
adoptedaCorporateSocialResponsibility(CSR)programme.
Allbusinessesassociatedwitheventsshoulddevelopan
EnvironmentalManagementSystem(EMS,)whichwillserve
asavehicletodrivetheirenvironmentalprogramme,and
meetwithenvironmentalbestpracticestandardsoutlined
inthisdocument.
Itisnotpossibletoacknowledgeanybusinessasbeing
environmentallyfriendlyor“green”unlesstheycan
demonstratethatthistypeofprogrammeexistswithin
theirbusiness,andthattheyare,infact,committedto
goodenvironmentalmanagement.
BothPlannersandSuppliersshouldadoptthisstep-by-step
approach.
ThischaptershouldbereadinconjunctionwiththeEMS
checklistinAppendix1.
IMPlEMENTING AN ENVIRONMENTAl MANAGEMENT SYSTEM
IDENTIFY
Reviewbillsandcharges
Identifyenvironmentalopportunities
Createopportunitylist
Calculatepaybacks
Auditpeopleperformance
Identifytrainingneeds
PLAN
Developenvironmentalpolicy
Developactionplan
Creategreenteam
Garnersupportfromstakeholders
REVIEw
Measureandmonitorperformance
Benchmark
Conductongoingactionplanperformancereviews
Annualreviewleadingtoupdatedplan
IMPLEMENT/ACT
Trainstaff
Communicateactionsandplanswithcustomers
InvolveSuppliers
Startonno/lowcostactions
Initiatemonitoringandmeasuring
COMMIT
Seniormanagement/Owner
FÁILte IreLaND|AGUIDETORUNNINGGREENMEETINGSANDEVENTS|24
4.1 Commitment to Greening Your Business
Goodenvironmentalmanagementisnotaone-offevent
whichcanbeemployedasandwhenrequired.Eitherthe
businesswilladoptthisasaday-to-dayprocess,sothat
resultscanbeachieved,ortheprocesswillfail.
Seniormanagementisthekeytocommitment–ifthe
ManagingDirectororGeneralManageractivelyengages
andsupportstheprogramme,thenitwillwork.
Managementcanshowcommitmentby
n DevelopmentofanEnvironmental Policy forthe
business,outliningthebusiness’scommitmentto
minimisingitseffectontheenvironment.Thiswill
alsoprovideaclearmessagetostaff,stakeholders
andcustomersofyourgreenintent.(RefertoSample
policyprovidedonthenextpage)
n Assigninganumberofstafftomanagethe
environmentalaspectsofthebusiness–thiscanbe
referredtoasa‘Green Team’.Managementshould
ensurethatstaffareassignedtimeandresources
forthiswork.
4.2 Identification of Opportunities to Green Your Business
ThisguideisdesignedtoalloweventPlanners,andthe
majorityofSupplierbusinesses,toidentifythekeyinitiatives
theyshouldbeundertakingtoallowthemtoimprovetheir
environmentalimpactandreduceemissionsandwaste.
Basedonthisguideyoushouldbeabletoidentify
opportunitiesforyourbusiness,whichwillreduceits
environmentalimpactandpossiblysavecostsinthe
process.Identifythespecificactionsonthechecklists
relevanttoyourbusinessanddeterminethoseactions
whichyouarenotcurrentlyimplementing.Makealist
oftheseenvironmental opportunities andprioritise
theareaswiththelargestenvironmentalimpacts/
environmentalcosts.
Somecompanies,especiallylargerones,mayneedsome
externalassistancetoidentifythemajoropportunities.
4.3 Planning to Green Your Business
Havingidentifiedyourenvironmentalopportunitiesand
prioritisedtheseopportunities,younowneedtoprepare
aplantoaddressthoseactionsyouproposetodofirst.
Whileyoumayhaveidentified50potentialactions,
youmaydecidetofocusonthetoptenactionsinitially.
Youshouldsetatargetastowhatyouwishtoachieve
foreachaction,e.g.toreduceenergyconsumedinlighting
by50%.
Theactionplanshouldconsistofalistofpriorityactions
withrealistictargets,personnelassignedandcompletion
date(seeSampleEnvironmentalActionPlanoverleaf).
FÁILte IreLaND|AGUIDETORUNNINGGREENMEETINGSANDEVENTS|25
The Event CompanySAMPLE ENVIRONMENTAL POLICY
“We recognise that our business has an important role to play in protecting and enhancing the environment for future generations and to help secure the long-term sustainability of the tourism industry”
TothisendweThe Event Company arecommittedtotakingthefollowingaction;
n Toachievesoundenvironmentalpracticesacrossourentireoperation
n ToproduceanannualEnvironmentalPlansettingoutourobjectives,targetsandplannedactions
n Tocomplyfullywithallrelevantlegislation
n Tominimiseourwasteandreduceourwaterconsumptionwherepossible
n Toreduce,reuse,recycletheresourcesconsumedbyourbusinesswhereverpractical
n Toinviteourcustomers,Suppliersandcontractorstoparticipateinoureffortstoprotecttheenvironment
n Toprovideallemployeeswiththetrainingandresourcesrequiredtomeetourobjectives
n Toopenlycommunicateourpoliciesandpracticestointerestedparties
n Tomonitorandrecordourenvironmentalimpactsonaregularbasisandcompareourperformancewithourpolicies,objectivesandtargets”
2010 MAjOR TARGETS AND OBjECTIVES
energy
n Toreduceourenergyconsumptionby15%in2010andreduceourcarbonemissionsby450tonnes
Waste
n Toreducethewastewesendtolandfillby150tonnesduring2010
Green Purchasing
n ToengagewithourSupplierstoreducepackagingby20%
n Toincreaseusageofrecycledpaperproductsto30%ofallpaper/cardboardpurchased
n Toconvert60%ofalllightbulbstoLonglifebulbs
n Toincreasepurchasesoflocallysourcedfoodstuffsby25%
Community social responsibility
n TosupportalocalschoolintheirGreenFlagenvironmentalactivities
n Toengageinalocal“cleanup”atleastonceayearinconjunctionwiththeTidyTownsCompetition
n Tocommunicatemonthlyourperformanceandachievementsthroughthecompanywebsite
Signed Date Managing Director
FÁILte IreLaND|AGUIDETORUNNINGGREENMEETINGSANDEVENTS|26
SAMPLE ENVIRONMENTAL ACTION PLAN
ITEM DESCRIPTION OF ACTIONTARGET DATE
WHO IS DIRECTlY RESPONSIBlE FOR THIS
REASON FOR ACTION
ENVIRONMENTAl TARGET
1 Develop,operateand
publishEnvironmental
Policy.
March2010 GreenTeam EMSrequirement,
Companypolicy.
Establish
environmentalpolicy
andmakepublicon
companywebsite.
2 Reviewenvironmental
legislationrelevantto
thebusiness.
April2010 GreenTeam Ensurelegal
compliance.
Complywithall
environmental
legislation.
3 Establishelectricity,and
waterconsumption.
Establishenvironmentalkey
performanceindicators
(KPIs)forthebusiness.
March2010 Mr.Accountant Allowsbusinessto
monitorutilitycosts
andbenchmark
environmental
performance.
EstablishKPIsforthe
businessfrom2009.
4 Measureandreducewater
flowofthetapsandflushof
WCtomeetbestpractice.
March2010 Mr.Facilities Reducewater
consumption/reduce
watercosts.
Reducewater
consumptionby30%
in2010.
5 Reviewefficiencyoflight
fittinginpremises;replace
inefficienttungstenlamps
withfluorescentorLED
lampswherefeasible.
April2010 Mr.Facilities Reduceelectricity
consumption,
reduceCO2
emissions,reduce
energycosts,reduce
maintenance
requirements.
Reduceelectricity
consumedinlighting
by50%by2011.
6 Ensurefoodwasteis
segregatedandtreated
onsiteoroffsitein
accordancewithregulations.
March2010 Mr.Chef Legalrequirement,
reduce
environmental
impact.
Reducefoodwaste
senttolandfillby
90%by2010.
etc etc
FÁILte IreLaND|AGUIDETORUNNINGGREENMEETINGSANDEVENTS|2�
4.4 Implementation of the Greening Process
TheGreenTeamandotherkeystaffwilldriveenvironmental
managementplans,astheywillhaveresponsibilitiesfor
implementationoftheplans.Ensureeveryoneisclearon
theirresponsibilities,andallowtimeandresourcesforplans
tobeimplemented.
Manyactionplanswillrelyonstaffinvolvementand
awarenessoftheenvironmentalissuescovered.Therefore,
trainingandenvironmentalawarenessofstaffiskeytothe
successofanyenvironmentalactionplans.
Tohelpmaintainthemomentuminachievingenvironmental
improvement,itisalsocrucialtoprovidefeedbackonthe
successofyourenvironmentalprogrammetoallstaffand
customers.Theachievementofmonetarysavings,andother
non-monetarybenefits,willhelpmaintainthesupportof
seniormanagement,theenthusiasmoftheGreenTeam,
andcontributionfromallemployees.
Involveyourcustomersinyourenvironmentalmanagement
plans.Oftencustomerscanhavealargeroletoplayin
wastesegregation,energyandwatersaving.Suggestions
forenvironmentalimprovementandtheirfeedbackon
yourenvironmentalmanagementpracticescanassistyou
indevelopingandincreasinginterventions.
4.5 Reviewing the Greening Process
Environmentalmanagementisacontinualprocessand
monitoringandreviewingtheEMSisessentialtoclose
theloopoftheEMSprocess.
Onaregularbasis,theprogressofEnvironmentalAction
Plansshouldbereviewed(e.g.atmonthlygreenteammeetings)
andprogressmonitoredagainsttargets.Correctiveactions
shouldbetaken,wherenecessary,newactionplansprepared,
andnewtargetssettoensurecontinuousimprovement.
Improvementsmade(wastereduced,costsavings)should
bequantifiedandreportedtostaff,customers,andother
stakeholders
Onanannualbasis,managementshouldreviewthe
suitabilityoftheEMSandtheeffectivenessofitforthe
business.Thereviewshouldaddressthepossibleneedfor
changestotheEMSandidentifyareaswhereimprovements
canbemade.Finallymanagementshouldmakethenecessary
changestotheEMStoensurecontinuousenvironmental
improvement.
NewTargetsandObjectives,andanewActionPlan,should
besetannuallyandthebusinessesenvironmentalpolicy
updated.
APPENDICES
CLICK ON TITLE FOR QUICK LINK TO APPENDIX OR CHECKLIST
1 EnvironmentalManagementSystem(EMS)Checklist
2 GreenOfficeChecklist
3 SupplierChecklists
4 GreenMeetingsIndustryCouncil(GMIC)Planfor2010Conference
5 SupportandLinks
6 GreenGlossary
P
FÁILte IreLaND|AGUIDETORUNNINGGREENMEETINGSANDEVENTS|2�
APPENDIx 1Environmental Management System (EMS) Checklist
Environmental Management System Checklist YES/NO
AnEnvironmentalPolicyshouldbedevelopedandbeinuse
Environmentalissuesassociatedwithyourbusinessshouldbeidentifiedandmeasuredwherepossible.
(e.g.energyusage,waterused,wasteproduced,CO2emissions)
Environmentalobjectivesandtargetsshouldbesetannually
AnEnvironmentalActionPlanshouldbedevelopedtoaddressenvironmentalissuesassociatedwith
yourbusinessanditsactivities
AGreenTeam/EnvironmentalWorkingGroupshouldbeestablished
AllstaffhavebeentrainedintheoperationoftheEMSandareawareoftheirresponsibilities
CustomersandSuppliersshouldbeinformedofyourEMSandtheirenvironmentalrequirements
communicated
Environmentalkeyperformanceindicators(KPIs)shouldbeidentified,measuredandtargetssettomeet
environmentalbestpractice
Thebusinessshouldestablish,implementandmaintainoperationalprocedureswhichensurethe
objectivesoftheEMSaremet
ThebusinessshoulddocumenttheEMS
Thebusinessshouldbecompliantwithallrelevantenvironmentallegislation
Thebusinessshouldregularlyreviewitsenvironmentalperformanceagainstobjectivesandtargets,
KPIs,proceduresandguidelinesandtakeactionstoimproveperformancewhennecessary
Thebusinesshasadoptedresponsible/greenpurchasingpolicy
Thebusinesshasenvironmentalcertification–ISO14001,BS8901,GreenHospitalityAward,
GreenTourismBusinessScheme,EUFlowereco-label
Thebusinessesofficesadhereto‘GreenOffice’principlesasoutlinedinAppendix 2
Thebusinessoffers/employsacarbonoffsetprogramme
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APPENDIx 2Green Office Checklist
GENERAl
Green Offices Checklist YES/NO
EstablishanEnvironmentalManagementSystem(refertoChapter 4 andAppendix 1)
Minimisepaperuse–useelectroniccommunicationsinsteadofmemos,hardcopiesetc
Producepaperdocumentsonlywhennecessary–editon-screenratherthanprintingdrafts
Circulatemasterhardcopyofdocumentsratherthanprintingindividualcopies
Usepaperwithhighpost-consumerrecycledcontent
Useofficesuppliesthataremadeofrecycledmaterialsand/orthatarebiodegradableorrecyclable
Adheretogreenprintingprinciples,i.e.paperconservinglayout,double-sidedprinting,
lightest-possible-weightpaper,standardpapersizes
Ensureallofficeequipmentiswellmaintainedtoavoidwasteofresourcesduetomalfunctioning
Reusepaperthathasbeenonlyusedononesideforinternalprintingneeds.Providetraysforcollecting
one-sideprintedpaper
Re-usefilefoldersandenvelopesbyreplacinglabels
Purchasere-usableproducts(e.g.rechargeablebatteries)
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ENERGY
Green Offices Checklist YES/NO
Buygreenelectricity
Encouragestafftoreducecarbonfootprintwhengettingtowork–walk,bicycle,publictransportetc
Purchaseanduseequipmentwithhighenergyefficiency
Listallenergyusingequipmentandprepareproceduresforoperationtominimiseenergyuse,
e.g.turnoffwhennotrequired
UseLiquidCrystalDisplay(LCD)monitorsratherthanCathodeRayTubes(CRT)
Heatingandcooling–ensurethermostatsareinuseandtemperaturessetappropriately
Airconditioning–usefreshairfirst–airconditioningshouldturnoffwhenwindowsareopen
Lighting–usenaturaldaylightfirst.Useenergyefficientbulbsandmotionandlightsensors
Operateaswitch-offpolicyforlightsandequipment.Donotleaveequipmentonstand-byovernight
HotWaterproduction–ensureproductionisasenergyefficientaspossible
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WASTE
Green Offices Checklist YES/NO
Operaterecyclingpolicyforpaper,glass,metals,plasticsetc
Wherepossibleavoidand/orminimisetheamountofwasteproducedandseparateorganicwaste
Ensurewasteelectronicandelectricalequipment(WEEE)andhazardouswasteisdealtwithcorrectly.
Aprocedureisinplacetomanagethesewastestreams
Donateofficeequipmenttocharities
Recycleprinterandphotocopiercartridgesandtoners
Avoiddisposablecupsforstaffusewithinoffice
WATER
Green Offices Checklist YES/NO
Minimisewaterusageintoiletswithlowflowtoilets,washbasinsandurinals
Provideshowersforstaffusetoassistinencouragingcyclingorwalkingtowork
Avoidindividualbottledwater,eitherfilteryourownorusebulkandprovidereusablecontainers
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APPENDIx 3Supplier Checklists
ClIENTS
Clientsshouldusethecheckliststoratetheirspecificenvironmentalrequirementsusingthefollowingratingsystem:
A – Must have
B – Is quite important to have
C – Would like to have
D – Not essential
PlANNERS
Thesechecklistscanbeusedtoguideyouinthepreparationofyourmeetingoreventplan.Onceyouhavecreatedaplan
foryoureventandidentifiedtheSuppliersrequiredtodeliverthis,sendthesecheckliststotherelevantSupplierandaskthem
torespondwiththeactionstheyaretaking.IftherearespecificClientrequirementshighlightthesesothattheSupplierscan
confirmthattheyareinplaceorarewillingtoimplementthem.
SUPPlIERS
WhenusingthechecklistsusetheYes/No toidentifythoseactionswhicharebeingimplemented/notimplemented.Anything
youarecurrentlynotimplementingcouldbeincludedinyouractionplangoingforward.Thereisspaceleftattheendofeach
checklistforSupplierstoaddanyotherenvironmentalactionswhicharebeingimplementedinthebusiness.Checklists
areincludedforthefollowingSuppliers:
n EventVenue
n TransportProviders
n AccommodationProviders
n CateringCompaniesandFoodandBeverageSuppliers
n StageSetup,AV/ITandLighting
n EventMaterialsandCommunicationsSuppliers
n CarbonOffsetProviders
REMINDER: Youdon’thavetoimplementalltheactionsinthechecklist,justtickasmanyasyoucanand/oryourintention
todosointhefuture.
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a. CHECklIST FOR EVENT VENUES
GENERAl
Event Venue Checklist RATING – A, B, C, D or YES/NO
ThevenuehasimplementedanEMSasperAppendix 1
ThevenuehasacertifiedEMSinplacee.g.GreenHospitalityAward,GreenTourismBusinessScheme,
ISO14001,BS8901
Guests/delegatesareinvitedtoparticipateineffortstoreduceenvironmentalimpact(e.g.recycling)
Staffarefullytrainedandareintegralinthedeliveryofthebusinessesenvironmentalobjectivesandtargets
Informationisavailableregardinglocalbiodiversity,landscapeandnatureconservationmeasures
Informationisreadilyavailableonpublictransporttoandfromthevenue
Bicyclefacilitiesareinplaceatthevenue
Thevenuesupportsresponsiblepurchasingandpromotestheuseoflocalandorganicproduce
Video-conferencingfacilitiesareavailabletoallowforwideraccesstotheconferenceviatheinternet
ENERGY
Event Venue Checklist RATING – A, B, C, D or YES/NO
VenueusesrenewableelectricityfromgreenSupplierorproducesrenewableelectricityonsite
Boilersorgeneratorsusesustainablecarbonneutralfuelssuchasbiodieselorwoodpellet
Thevenueoperatesacarbonoffsetprogrammetooffsetcarbonemissionsassociatedwith
onsiteactivities
ThevenuehasaBuildingManagementSystemtooptimiseenergyusedinheating,ventilation,lightingetc
Thevenuehasinstalledacombinedheatandpowerplant,heatrecoverysystem,weathercompensator,
zonedheatingorotherenergyefficiencysystemsforenergysaving/optimisation
Thevenueusesenergyefficientlighting(ClassAorB)wherefeasible
Lighting–thevenuehasinstalledinternalandexternalsensorstominimiseelectricalconsumption
Thevenueusesnaturaldaylightwherepossible
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WASTE
Event Venue Checklist RATING – A, B, C, D or YES/NO
Thevenuehasaspecificwastemanagementpolicywithallstafftrainedonthispolicy
ThevenueminimiseswastepackagingandencouragesSupplierstotakebackasmuchaspossible
Thevenueminimises/avoidsuseof‘one-use’or‘singleportion’packaging,e.g.packagedsingleusecondiments
Wherepossible,thevenueavoidsusingbottledwaterbyusingjugsofwaterorfilteringandservingwater
inreusablebottles
Thevenueseparatesandmanagesorganic(food)waste,recyclablewaste,hazardouswasteandlandfill/
residualwaste
Thevenueprovidesfacilitiesforrecyclingbycustomers
WATER
Event Venue Checklist RATING – A, B, C, D or YES/NO
Thevenueemploysrainwaterharvesting(orrecycledwatercollection)fornon-potablepurposes
e.g.flushingoftoilets,wateringofgreenareas
Thevenueminimiseswateruseintoilets,urinals,taps,andshowersbyreducingflowrates,installing
timersorsensorsandfittingotherwaterefficientdevices
Thevenuemonitorstoilets,urinals,taps,showersanddistributionsystemforleaksandrepairs
wherenecessary
Thevenueuseschemicalsanddisinfectantsonlywherenecessaryandpromotesuseofeco-certifiedchemicals
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B. CHECklIST FOR TRANSPORT PROVIDERS
Transport Providers Checklist RATING – A, B, C, D or YES/NO
AnEMShasbeenimplementedasperChapter 4 and Appendix 1
Staffarefullytrainedandareintegralinthedeliveryofthebusinessesenvironmentalobjectives
andtargets
Lowemissionvehicles,e.g.Euro3andabove,dieselelectric-hybridvehiclesorvehiclespoweredby
bio-dieselareavailable
GreenTransportGuidelinesthroughSEIEnergyMaphavebeenadopted.
Gotohttp://www.sei.ie/energymap/Transport/Intro/What_is_Transport_EnergyMAP_/
Transportvehiclesareappropriatelysizedfortheeventrequirements
Vehicleshavebeeninspectedandmaintainedaccordingtomanufacturersinstructions
DrivershavebeentrainedinECOdrivingaspartofstructuredapproachtofuelandenergymanagement
(SeeSEITransportEnergyMAPhttp://www.sei.ie/energymap/Transport)
Routesfortoursandshuttleservicesareplannedsoastolimittravelmiles
Afuelaccountingsystemisinplace(thatisL/100kmbyvehiclebasis)
Driversaretrainedtousecoldwatertowashthevehicles
Asfarasitispracticable,vehiclesarebeingwashedwithrecycledwater
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C. CHECklIST FOR ACCOMMODATION PROVIDERS
GENERAl
Accommodation Providers Checklist RATING – A, B, C, D or YES/NO
AnEMSasperChapter 4 and Appendix 1 isinplace
Certificationtoathirdpartyeco-certificationschemehasbeenobtained
Guestsareinvitedtoparticipateineffortstoreducetheenvironmentalimpactoftheirstay
(switch-offpolicy,recyclingetc)
Informationisprovidedtotheguestregardinglocalbiodiversity,landscapeandnatureconservationmeasures
Theuseofpublictransportispromotedbyhavinginformationeasilyavailabletotheguestsandemployees
Theuseofbicyclesispromotedandbicyclefacilitiesareinplace
Staffarefullytrainedandareintegralinthedeliveryofthebusinessesenvironmentalobjectivesandtargets
Responsiblepurchasing(Fairtrade,environmentallycertifiedproductsetc)issupportedandtheuse
oflocalandorganicproduceispromoted
ENERGY
Accommodation Providers Checklist RATING – A, B, C, D or YES/NO
RenewableelectricityfromagreenSupplierisused,orelectricityfromarenewablesourceisproducedonsite
Fuelsusedonsiteusedinboilersorgeneratorsaresustainablecarbonneutralfuelssuchasbiodieselorwood
ABuildingManagementSystemisinplacetooptimiseenergyusedinheating,ventilation,lightingetc
Acombinedheatandpowerplant,heatrecoverysystem,weathercompensator,zonedheatingorother
energyefficiencysystemsforenergysaving/optimisationareinplace
Aformalswitch-offpolicyrelights,equipment,airconditioningunits,etc.isoperatedonsite
Theheatingorair-conditioningshutsdownautomaticallywhenwindowsareopen
Lightingsensorsandtimersareusedincorridors,externalareas,carparks,backofhouseareastocontrollighting
Theuseofnaturaldaylightispromotedwherepossible
Themainequipmentandboilersareservicedregularlyandoperatewithahighenergyefficiency
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WASTE
Accommodation Providers Checklist RATING – A, B, C, D or YES/NO
Wasteseparationfacilitiesareprovidedintheguestrooms
Organic(food)waste,recyclablewaste,hazardouswasteandlandfill/residualwasteareseparated
andrecycled
WastepackagingisminimisedbyorderingbulkandencouragingSupplierstousereusablepackaging
Theuseofsingle-usedisposabletoiletriesisavoidedwherepossible
Theuseof‘one-use’or‘singleportion’packagingforbreakfastfooditems(e.g.jams,cereal)isavoided
wherepossible
Theuseofbottledwaterisavoidedbyprovidingjugsofwaterorfilteringandservingwaterinreusable
bottleswherepossible
OfficeProducts(toners,cartridgesetc)arerecycled
Re-usableitemsaredonatedtocharities(e.g.furniture,textiles)
WATER
Accommodation Providers Checklist RATING – A, B, C, D or YES/NO
Rainwaterharvesting(orrecycledwatercollection)fornon-potablepurposese.g.flushingoftoilets,
wateringofgreenareas,isemployed
Wateruseintoilets,urinals,taps,andshowersisminimisedbyreducingflowrates,installingtimers
orsensorsandfittingotherwaterefficientdevices
Theaccommodationmonitorstoilets,urinals,taps,showersanddistributionsystemforleaksandrepairs
wherenecessary
Chemicalsanddisinfectantsareonlyusedwherenecessaryandtheuseofeco-certifiedchemicals
ispromotedin-house
ATowelReuse/LinenReuseProgrammeisinplace
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d. CHECklIST CATERING COMPANIES AND FOOD AND BEVERAGE SUPPlIERS
GENERAl
Catering Operations Checklist RATING – A, B, C, D or YES/NO
AnEMSisbeingimplementedasperChapter 4 and Appendix 1
TransportinvolvedinbusinessactivitiesadherestoprinciplesoutlinedinChecklistB
Staffarefullytrainedandareintegralinthedeliveryofthebusinessesenvironmentalobjectivesandtargets
Certificationtoathirdpartyeco-certificationschemehasbeenachieved
PURCHASING
Catering Operations Checklist RATING – A, B, C, D or YES/NO
Foodissourcedlocallywherepossible
Healthyandorganicfoodissourcedwherepossible
Foodinseasonissourcedwherepossible
Suppliersofsustainablefoodstuffsaresupported
EthicalPurchasingSuppliers–RainforestAlliance,Fair-tradeetcareusedwherepossible
OrdersareplacedinBulktoavoidpackagingwaste
Suppliershavebeenaskedtosupplygoodsinreusablepackaging,e.g.plasticcratesforvegetables
Stockcontrolproceduresareinplacetoavoidover-orderingandfoodwastage
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MENU PlANNING AND SERVICE
Catering Operations Checklist RATING – A, B, C, D or YES/NO
Vegetarianoptionsareoffered
Portionsizesaremanaged.Secondsareofferedratherthanoverloadingplates.Half-portionsorsmaller
portionsarealsoprovidedtoavoidfoodwaste
Informationonthesource/originandorganicfoodsavailableismadeavailabletotheguest
Tea/coffeesnacksarepreparedinthepremisesasopposedtobuyingin
Theuseofdisposableitemsisavoided(take-awaycups,tableware,cutlery,napkins,straws,placematsetc)
Theuseofsingle-portionitems(sugar,jam,ketchupetc)andindividualbeveragecontainersisavoided
Tapwaterisprovidedasthefirstoption,orbottleownwaterlocallysecond,bulkbottledwaterisprovided
asthethirdoption
Menusareprintedonrecycledpaperorreusedpaper
WASTE
Catering Operations Checklist RATING – A, B, C, D or YES/NO
Organic(food)waste,recyclablewaste,hazardouswasteandlandfill/residualwasteisseparated
andmanagedproperly
FatOilsandGrease(FPG)arecollectedinFOGtrapsandmanagedbyalicensedwastemanagement
company
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ENERGY
Catering Operations Checklist RATING – A, B, C, D or YES/NO
Energyefficientequipmentisusedwherepossible
Switchoffpolicyforequipment,lights,etc.isinplace
Energyefficientlighting(ClassAandB)isusedwherepossible
WATER
Catering Operations Checklist RATING – A, B, C, D or YES/NO
Environmentallyfriendlychemicalsforcleaning(useenvironmentallycertifiedproducts)areused
inthepremises
Wateruseisminimisedintoilets,urinals,taps,andshowersbyreducingflowrates,installingtimers
orsensorsandfittingotherwaterefficientdevices
Toilets,urinals,taps,showersanddistributionsystemforleaksandrepairsaremonitoredwherenecessary
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e. CHECklIST FOR AV/IT, lIGHTING AND DISPlAY SUPPlIERS
STAGE SETUP, AV/IT, lIGHTING
Stage Setup, AV/IT, lighting Checklist RATING – A, B, C, D or YES/NO
AnEMShasbeenimplementedasperChapter 4 and Appendix 1
Certificationtoathirdpartyeco-certificationschemehasbeenachieved
TransportinvolvedinbusinessactivitiesadherestoprinciplesoutlinedinChecklistB
Productsaresourcedlocallywherepossibletoavoidemissionsfromairlinesandtrucks
Allextendedlightbulbsandballastsarerecycled
Energyefficientequipmentisused
SCENIC AND STAGE PROVIDERS
Stage Setup, AV/IT, lighting Checklist RATING – A, B, C, D or YES/NO
Recycledmaterialsareincorporatedintosetdesign
Water-basedpaintsinsteadofsolvent-basedpaintsareusedtominimisetoxicemissions
Stageandothersetupsaredesignedfordisassembly–designedtostandarddimensionssothatsheet
goodscanbesalvagedfullsize,usingscrewsandboltsasopposedtoadhesivesandnailguns
Hazardousmaterialsarenotusedandifrequired,hazardouswasteproceduresareinplace
PVCmaterialscontainingphthalateplasticisers,materialscontainingbrominatedflame-retardants
andarsenic–orchromiumcontaining-preservative-treatedwoodareavoided
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AUDIO VISUAl EqUIPMENT
Stage Setup, AV/IT, lighting Checklist RATING – A, B, C, D or YES/NO
Avarietyofprojectortechnologies(DLPandLCDarethemostcommon)isoffered
Themostenergyefficientsolutionsconsideringenergysavingswherepossibleisoffered
‘SwitchModePowerSupply’amplifiersorfour-channelamplifiersareused
Compact,high-efficiencyspeakersystemsthattakeuplessspace,arelighterandrequirelessorsmaller
trucksfortransportationareused
Digitalmixingconsolesthathelptoreducethesizeandamountofequipmentnecessaryareused
lIGHTING
Stage Setup, AV/IT, lighting Checklist RATING – A, B, C, D or YES/NO
LEDfixtures:minimumof50%LEDfixturesforallthrowsofunder16’,suchasscenery,stageareas,
backdrops,audienceareas,architecturalfeaturesareused
Automatedlightfixtures:Maximumlampwattageof700wforthrowsofupto40’;400wforthrows
ofupto30’;250wforthrowsofupto20’areused
Automatedlightfixtures:Lumensperwattratingforallfixturesdoesnotexceed20/1
PARtypelighting:1000wPAR64fixturesor750w‘SourceFourPAR”fixturesarenotusedonlyforthrows
inexcessof40’
PARtypelighting:Forallotherthrows575w“SourceFourPAR”(orequivalent)fixturesareused
PARtypelighting:500wPAR64fixturesarenotusedinanyinstance
1000wEllipsoidal(FELlamp)arenotusedinanyinstance
“R”typefloodlampsarenotusedinanyinstance
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F. CHECklIST FOR EVENT MATERIAlS AND COMMUNICATION SUPPlIERS
Event Materials and Communications Checklist RATING – A, B, C, D or YES/NO
AnEMShasbeenimplementedasperChapter 4 and Appendix 1
Productsaresourcedlocallytoavoidtransportationemissions
Productsthatareproducedfromrecyclablematerialsareoffered
Productsthatarebiodegradableareoffered
Productswhichareeco-certifiedareoffered
Recyclablepaperhavinghighpost-consumerrecycledcontent,notcoated,glossyorlaminated;
preferablynotchlorine-bleachedisused
Vegetablebasedinksforprintingmaterialsisused;excessiveinkcoverageisavoided(e.g.solidblocks
ofinkwhichimpedesde-inking)
Greenprintingprinciplesareadheredto,i.e.double-sidedprinting,lightest-possible-weightpaper,
standardpapersizes
Energyefficientequipmentisused
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G. CHECklIST CARBON OFFSET PROVIDERS
Carbon Offset Provider Checklist RATING – A, B, C, D or YES/NO
Thecarbonoffsetprovidersupportsbothlocalandglobaloffsetprojects,recognisingthateventshave
localimpactsintermsofenergyconsumptionandglobaleffectsonclimatechange
Thecarbonoffsetprovidercontributestoprojectsthatarepermanent–thatis,theypermanently
removeGHGemissionsfromtheatmosphere
Thecarbonoffsetprovidercompanyisaccredited/recognisedbythenationalenvironmentalagency
orotherrecognisedbody
Thecarbonoffsetprovidercanverifycarbonreductionsaccreditedasoffsetsare‘additional’andnot
duetobusinessasusual
ThecarbonoffsetproviderinformsClientswhenofferingforwardcreditedoffsets(e.g.treeplanting)
wheretheoffsetwillbeproducedinthefutureandtherisksassociatedwithit
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APPENDIx 4Green Meetings Industry Council (GMIC) Plan for 2010 Conference
The2010SustainableMeetingsConferenceisbeingheld
withgreenprinciplesinmind.Ourfirstgoalistodowhatwe
cantoreduceourcarbonfootprint,andthensecondlyto
offsetthoseemissionswecannotavoid.
Inaddition,theGMICispartneringwithconferencesponsor
tooffsettheemissionsproducedbyourevent.Yoursupport
isintegraltomakingamoreenergyefficient,green-powered
worldpossiblebysupportingadditionalprojectsthatare
basedlocallyinourhostdestination,aswellasglobally.
wHY ARE wE OFFSETTING THIS wAY?
TheGreenMeetingIndustryCouncil,inpartnershipwithour
conferencesponsorwilloffset100%ofourmeeting-
generatedCO2emissions.Wearealsoprovidingdelegates
withtheoptiontoparticipateinoffsettingtheirairtravel.
Todothiswearepartneringwithourconferencesponsor,a
not-for-profitorganisationbasedinourhostcityofDenver,
Colorado.
TheConferenceProgramCommitteehaslearnedmuchinthe
recentyearsresearchinganddetermininganoffsetprogram.
Wehopebysharingourexperienceyoumighttakeaway
somelessonslearnedindevelopingyourownoffset.
Step 1 Determinepriorities
ThefollowingprioritiesforoffsettingtheGMICconference
aretakenintoconsideration.Theoffsetmust:
n BeprovidedatnodirectcosttoGMIC.
n Enableavoluntaryopportunityforindividuals
andorganisationstosponsoroffsets.
n Provideeducationforourmembersaboutoffsetting.
Step 2 Researchorganisationsandsetselectioncriteria
Selectingacarbonoffsetproviderisnotaneasyprocess.
Neworganisationsthatoffsetareemergingeverydayand
understandingandnavigatingthejargonofneutrality,
additionality,permanenceandcarboncanbeconfusing
formost.TheGMIChasdecidedto:
n Supportalocally-basedorganisationinthehost
destination.
n Supportbothalocalandglobaloffsetproject,recognising
thatoureventhaslocalimpactsintermsofenergy
consumptionandglobaleffectsonclimatechange.
n Contributetoprojectsthatareadditional–orwould
nothaveotherwiseoccurredwithoutoursupport.
n Contributetoprojectsthatarepermanent–thatis,
theypermanentlyremoveGHGemissionsfromthe
atmosphere.
Step 3 Communicateandengageparticipants
Asavoluntaryprogram,ourcarbonoffsetreliesonyou–the
delegate,exhibitor,speakerandsponsor–totakeresponsibility
foryourcarbonfootprintbypurchasinganoffset.Theprogram
committeehasplannedadiversityofoutreachtacticsto
informyouofthisoptionanditsimportancetous,through
ourwebsite,theregistrationprocess,onsiteandfollowing
theevent.Pleasejoinusbyoffsettingyourconference
footprintbyvisitingoursponsor’swebsite.
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FIND OUT HOW WE ARE REDUCING THE ENVIRONMENTAl IMPACT OF OUR MEETING
TheGreenMeetingIndustryCouncilisgreeningour2010
conferenceby:
n Selectingdestinationsthatareabletorespond
togreenrequirementsinourRFP.
n Requestingandcontractingthehotelandcatererto
complywithenvironmentalpracticesthatreducewaste,
conservewater,promoteenergyefficiency,andairand
waterquality.
n Printingourconferenceprogramon30%post-consumer
recycledcontentpaper,usingsoy-basedinks.
n Discouraginghandoutsandmakingpresentations
availableonline.
n Requestingexhibitorsminimisecollateralmaterial
andprovidesustainably-mindedgiveaways.
n Providingapaperlessregistrationservice.
n Collectingandre-usingnamebadgeholdersandlanyards.
n ProvidingscholarshipstostudentstoattendtheGreen
Meetings101TrainingSeminarsponsoredbyIMEX
FutureLeadersForum.
TheHyattRegencyDenverConventionCenterhas
committedtoimplementthefollowingforourevent:
n Arecyclingprogramthatincludespaper,glass,
plastic,metalsandorganicwaste.
n Atowelandsheetreuseprogram.
n Practiceenergyefficiencybyturningofflightsand
turningdownthethermostatwhentheguestrooms
arenotoccupied.
n Nottoreplaceconsumableamenitiesdailyunless
theyaregone,andtoparticipateinanamenity
donationprogram.
n Usecleaningproductsthatdonotintroducetoxins
intotheairorwater.
TheColoradoConventionCenterandCatererhave
committedtoimplementthefollowingforourevent:
n Arecyclingprogramthatincludespaper,aluminum
cans,glass,plastic,cardboard,woodpallets,andorganic
waste(compost).
n Providingcomplimentarywatercambrosandrecycled
contentpapercups.
n Chinaandlinenmealservice.
n Condimentsinbulkandjuices,waterandicetea
inpitchersinsteadofindividualcontainers.
n Menuselectionsthatincludelocalandorganic
productsandprovidevegetarianoptions.
n Practiceenergyefficiencybyturningofflights
andHVACwhenroomsarenotoccupied.
n Useenvironmentallyresponsiblecleaningproducts.
n Purchasinghandtowelsandtoiletpaperwhich
are35%post-consumercontentpaper.
n Purchasingaminimum9%renewableenergy.
We encourage you to join us in greening our conference by:
n Walkingortakingtransitinthecity,ratherthantaking
ataxi.Thehotelandconventioncenterareconveniently
locatedinthecenterofthebusinessandculturaldistrict.
n Turningoffthelightsandheatinginyourroomwhen
itisnotoccupied.
n Bringyourownre-fillablemugorusetheconference
mug.
n Reducewhatyouuseandrecyclewhatyoucan!
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APPENDIx 5Support and links
ENVIRONMENTAl INFORMATION AND SUPPORT
BordBiawww.bordbia.ie
Change.iewww.change.ie
CultivateCentrewww.cultivate.ie
DepartmentofEnvironment,HeritageandLocalGovernment
www.environ.ie
ENFOwww.askaboutireland.ie
EnvironmentalProtectionAgencywww.epa.ie
FáilteIrelandwww.failteireland.ie
FairTradewww.fairtrade.ie
GoodFoodIrelandwww.goodfoodireland.ie
GreenBusinessInitiativewww.greenbusiness.ie
GreenMeetingIndustryCouncil(GMIC)
www.greenmeetings.info
GuaranteedIrishwww.guaranteedirish.ie
MeetGreenwww.meetgreen.com
RainforestAlliancewww.rainforest-alliance.org
SustainableEnergyAuthorityIrelandwww.seai.ie
ENVIRONMENTAl CERTIFICATION AND STANDARDS
BS8901SustainableEventManagement
www.bsigroup.co.uk
EUEco-labelwww.eco-label.com
GreenHospitalityAward(IRL)www.ghaward.ie
GreenTourismBusinessSchemewww.greentourism.ie
ISO14001EnvironmentalManagementSystems
www.iso.org
TRANSPORTATION
BusÉireannwww.buseireann.ie
DublinBuswww.dublinbus.ie
DublinTrafficwww.dublintraffic.ie
Dartwww.dart.ie
IrishRailwww.irishrail.ie
Luaswww.luas.ie
RailwayProcurementAgencywww.rpa.ie
SEITransportEnergyMAPhttp://www.sei.ie/energymap/
Transport/Intro/What_is_Transport_EnergyMAP_/
SwiftCommutewww.swiftcommute.ie
TravelSmartwww.travelsmart.ie
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APPENDIx 6Green Glossary
Thegreenindustryisfullofacronymsandlingo.Readthe
glossaryforsomeofthemostcommonwordsandtheir
definitionswhichyouwillencounter.Someofthesewords/
definitionsarenotincludedwithinthisguidebutare
explainedtoenableyoutounderstandthemshouldyour
Clientusethem.
aPeX: AcceptedPracticesExchange–APEXisaninitiative
oftheConventionIndustryCouncilthatisbringingtogether
allstakeholdersinthedevelopmentandimplementationof
industry-wideacceptedpracticestocreateandenhance
efficienciesthroughoutthemeetings,conventionsand
exhibitionsindustry.
Biodegradable: Capableofbeingbrokendownbynatural
processes,suchasbacterialaction.
Bio-diesel: Acleanburning,alternativefuelderivedfrom
animalfatsorvegetableoilthatcanbeusedindiesel
burningengines.Itdoesnotcontainpetroleumproducts,
butmaybeblendedwithpetroleum-baseddiesel.
Carbon dioxide (CO2): Aheavy,colourlessgasthatdoes
notsupportcombustion.Madeofonecarbonatomandtwo
oxygenatoms,itisformedespeciallyinanimalrespiration
andinthedecayorcombustionofanimalandvegetable
matter.Itisabsorbedbyplantsinphotosynthesis,andis
anatmosphericgreenhousegas.
Carbon Footprint: Ameasureoftheimpacthumanactivities
haveontheenvironmentintermsoftheamountofgreen
housegasesproduced,measuredinunitsofcarbondioxide.
Carbon Offset: Awayofcounteractingthecarbonemitted
whentheuseoffossilfuelcausesgreenhousegasemissions.
Offsetscommonlyinvolveinvestinginprojectssuchas
renewableenergy,treeplantingandenergyefficientprojects.
Climate neutral: Productsorservicesthatreduceand
offsetthegreenhousegasesgeneratedateachstageof
theirlife-cycleonacradle-to-gravebasis:thesourcingof
theirmaterials,theirmanufacturingorproduction,their
distribution,use,andultimateend-of-lifedisposition.
Compost: Amixtureofhumus-rich,decomposedvegetable
matter,usedasafertiliserorsoilenrichment.
Corporate responsibility: Ourobligationtoconsiderthe
interestsofcustomers,employees,shareholders,communities
andtheenvironmentasanaspectofmeetingplanning,
executionandevaluationsothatsustainabilitycanbe
achieved.
ecological Footprint: Themeasureofareaneededtosupply
nationalpopulationswiththeresourcesandareaneededto
absorbtheirwastes.
ecology: Thesystemofrelationshipsbetweenorganisms
andtheirenvironments.
ecosystem: Acommunityoflivingorganismsinteracting
withthemselvesandwiththeirenvironment.
ecotourism: Responsibletraveltonaturalareasthat
conservestheenvironmentandimprovesthewellbeing
oflocalpeople.
energy/Water Conservation: Practicesandstrategies
thataredesignedtominimisetheamountofenergy
andwaterused.
environmentally responsible Transportation:
Transportationoptionsthatminimiseenvironmental
impactsuchasmasspublictransportation(lightrail,subway,
electric/hybrid/biodieselbuses)andelectric/hybridvehicles.
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e-waste: Wastematerialsgeneratedfromusingordiscarding
electronicdevices,suchascomputers,televisions,andmobile
phones.E-wastetendstobehighlytoxictohumans,plants,
andanimals,andhasbeenknowntocontaminatewater,air
anddirt.
Fair Trade: Smallfarmersarepaidafairmarketpricethat
enablesthemtoimprovetheirstandardofliving.
Fossil Fuel: Anorganic,energy-richsubstanceformed
fromthelong-buriedremainsofprehistoriclife.
FOG: Fats,OilandGreaseformthecateringsector.
Global Warming: Agradual,long-termincreaseinthenear
surfacetemperatureoftheEarth.Thetermismostoften
usedtorefertothewarmingpredictedtooccurasaresult
ofincreasedemissionsofgreenhousegases.
Green: Acommonexpressionmeaningenvironmentally
responsible.
Green Collar Job: Ajobconnectedtoeco-friendlyproducts
andservices.
Green Meeting: AccordingtoGMIC,agreenmeeting
incorporatesenvironmentalconsiderationsthroughoutall
stagesofthemeetinginordertominimisethenegative
impactontheenvironmentandpositivelycontributesto
thehostcommunity,
Greenhouse effect: Heatingoftheatmospherethatresults
fromtheabsorptionofsolarradiationbycertaingases.
Greenhouse Gas: Agaswhichcontributestothe
greenhouseeffectbyabsorbingsolarradiation.These
gasesinclude,butarenotlimitedto,carbondioxide,
ozone,methane,andchlorofluorocarbons.
Green seal Certified: Anorganisation,productor
processthathaspassedaspecificenvironmentally
responsiblestandardasoutlinedbyGreenSeal.Itisa
non-profit,third-partycertifierandstandardsdevelopment
bodyintheUnitedStates.
Greenwash: Tofalselyclaimaproductisenvironmentally
sound.Alsoknownasfauxgreen.Disinformationdisseminated
byanorganisationsoastopresentanenvironmentally
publicimage.
High-intensity discharge (Hid) lamp: Comparedwith
fluorescentandincandescentlamps,HIDlampshavehigher
luminousefficacysinceagreaterproportionoftheir
radiationisinvisiblelightasopposedtoheat.Theiroverall
luminousefficacyisalsomuchhigher:theygiveagreater
amountoflightoutputperwattofelectricityinput.
High Performance lamp (HPl): TheproprietaryHPL
lampusesacompactfilament,whichconcentratesthe
mostlightwhereitisefficientinanellipsoidalreflector.
Hybrid Vehicle: Vehiclethatusesacombinationoftwo
enginetypes.Carsaremostcommonlygasoline-electric
hybrids.
Kilowatt Hour: 1,000wattsofelectricityusedforonehour.
led lamp: ALight-Emitting-Diodelampisasolid-statelamp
thatuseslight-emittingdiodes(LEDs)asthesourceoflight.
LEDlampsofferlonglifeandhighefficiency,butinitialcosts
arehigherthanthatoffluorescentlamps.
leed: LeadershipinEnergyandEnvironmentalDesign–
AGreenBuildingRatingSystem®isavoluntary,consensus-
basednationalstandardfordevelopinghigh-performance,
sustainablebuildingsdevelopedbytheUSGreenBuilding
Council.
Occupancy sensor: Amonitoringdevicecommonly
connectedtoaroom’slightingbutalsooccasionallyto
heatingorventilation,whichshutsdowntheseservices
whenthespaceisunoccupied,thussavingenergy.
Organic Foods: Grownwithoutchemicalsthatcanharm
theland,waterorhumanhealth.Organiccertificationof
foodcanbethroughanindependentorganisationor
governmentprogram.
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Parabolic aluminised reflector lamp (Par light): Atype
oflampthatiswidelyusedincommercial,residential,and
transportationillumination.Thelampsandtheirfixtures
arewidelyusedintheatre,concertsandmotionpicture
productionwhenasubstantialamountofflatlightingis
requiredforascene.
Post-Consumer Material: Anendproductthathas
completeditslifecycleasaconsumeritemandwould
otherwisehavebeendisposedofasolidwaste.Post-consumer
materialsincluderecyclablescollectedincommercialand
residentialrecyclingprograms,suchasofficepaper,
cardboard,aluminumcans,plasticsandmetals.
Post-Consumer Waste: Post-consumerwasteisrecycled
materialcollectedafterpeoplehavetosseditinthebluebin.
Officerecyclingprogramsandhouseholdrecyclingprograms
arethemainsourceofpost-consumerwaste.
Processed Chlorine Free (PCF): “Processedchlorinefree”
describesableachingprocessfreeofchlorineorchlorine
compounds,whichpoisonsrivers.ThemostcommonPCF
bleachingagentishydrogenperoxide(whichbreaksdown
intowaterandoxygen).UsingPCFpapereliminatesmostof
thetoxicbyproductsoftraditionalbleaching,suchasdioxins
andotherorganchlorides,andthismeanscleanerrivers.
recycled Paper: AccordingtoU.S.governmentstandards,
uncoatedpaperwithatleast30%post-consumerwasteand
coatedpaperwithatleast10%post-consumerwastecanbe
called“recycled”paper.
recycling: Thecollectionofwastematerialsandreprocessing
themintonewmaterialsorproducts,whicharethensoldagain.
renewable resources: Resourcesthatarecreatedor
producedatleastasfastastheyareconsumed,sothat
nothingisdepleted.Includessolar,hydro,windpower,
biomass,andgeothermalenergysources.
shade Grown Coffee: Coffeethatisgrowninthetraditional
manner,withcoffeeplantsinterspersedunderacanopyof
trees.Endresult:morehabitatsforbirds,lessneedfor
chemicalinputs,andtheforestisnotdisrupted.
sustainable Food: Foodthatishealthyforconsumers
andanimals,doesnotharmtheenvironment,ishumane
forworkers,respectsanimals,providesafairwageforthe
farmer,andsupportsandenhancesruralcommunities.
sustainability: Meetingtheneedsofthepresentwithout
compromisingtheabilityoffuturegenerationstomeettheir
ownneeds(asdefinedbytheBrundtlandCommission,1987).
Triple Bottom line: Abusinessanddevelopmentphilosophy
incorporatingthethreeEs:equity,environment,economics.
AlsoreferredtoasthethreePs:people,planet,profit.
Vegetable-based inks: Environmentallyfriendlyprinting
inkswhicharemadefromvegetableoilscombinedwith
pigments.Themostcommontypeismadefromsoy.
Venue: Locationwhereaneventtakesplace.
Amiens Street, Dublin 1
Tel: 00 353 1 8847700
Fax: 00 353 1 8556821
Email: [email protected]
website: www.failteireland.ie
Environmental Unit, Fáilte Ireland
88-95 Amiens Street, Dublin 1
Tel: 00 353 1 8847000