sustainable meetings and events - world bank...free-range. for seafood, request caterers to follow...

If you print this guide please only print it black and white and double-sided

Sustainable Meetings and Events

A Guide for World Bank Group Employees

Imagine a stack of 100 plastic name badges resting on top of 600 disposable water bottles 1200 Styrofoam

cups and plastic utensils thousands of pages of printed brochures and handouts and an untold number of

promotional giveaways

Then multiply that by a million

And drive it all to landfills throughout the country

That illustrates just part of the environmental impact of Americas convention and meeting industry ndasha $107

billion industry that serves 1365 million people attending 12 million business events each year

--- Dan Keeler ldquoCrunch Timerdquo Global Finance The Energy Issue September 2006

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SUSTAINABLE MEETINGS GUIDE Version 24 2

About this Guide

This guide details considerations for planning a meeting or event in line with the World Bank Grouprsquos

commitment to minimize the environmental impacts of how we run our business day-to-day We

encourage you to use this guide for small meetings catered brown-bag lunches or large conferences

For smaller events consult the ldquoChecklistsrdquo and ldquoAnnexesrdquo for quick and easy things to consider For

larger events we recommend formalizing your teamrsquos commitments for a sustainable event In this

case see the ldquoGetting Startedrdquo section The ldquoNuts and Boltsrdquo section expands on each component of an

event and provides guidance on how to reduce your eventrsquos impact on the environment

The guide is divided into three main parts

1) 11 quick tips to a low-impact event helps you focus on the easily achievable tasks

2) The Nuts and Bolts section provides details on how to reduce the impact from printing and

paper use catering venue selection hotel selection ground transportation and giveaways This

section allows the user to access only those aspects of the event they want to target ndash access

the catering section if interests lie in food and beverage or check out the tips to choosing a

venue if thatrsquos most important to the planner and teamrsquos commitment

3) Checklists for organizing meetings in Washington DC or in any country office are located prior

to the Annexes for your quick reference

4) Annexes are available for planning both onsite and offsite events and are broken down by print

catering and venue selection The Annexes also include a checklist broken down by ldquoBasicrdquo

ldquoGoing Furtherrdquo and ldquoGoing Even Furtherrdquo to help planners determine the level of sustainability

they want to reach in each aspect Lastly this section also shares Request for Proposal (RFP)

language for a planner to include in any basic contracts written or verbal correspondence with

vendors

This Guide is a working document This Guide will be updated annually as additional best practice

examples are identified from our WBG colleagues and as best practices for the meeting planning

industry improve The Guide has been written with a concentration on the World Bank Grouprsquos

Washington DC offices While most of the information found in the ldquoNuts and Boltsrdquo section can be

applied globally we encourage planners in WBG country offices to contact Vanessa Ferragut with

comments suggestions and examples to strengthen this guide for use by WBG staff in country offices

(ie hosting events either in your offices or at external venues in the countries where we do business)

Both the WB Corporate Responsibility (CR) and IFC Footprint Program teams are available to guide you

through your sustainable event planning process and aid in offsetting associated carbon emissions

WB Corporate Responsibility Contact

Adam Rubinfield Sustainability Coordinator

arubinfieldworldbankorg

httpgreening

IFC Footprint Program Contacts

Sarah Raposa Program Officer

sraposaifcorg

httpifcfootprint

Sharon Esumei Sr Program Assistant Vanessa Ferragut CMP sesumeiworldbankorg Event and Outreach Coordinator vferragutifcorg


Contents

ABOUT THIS GUIDE 2

CONTENTS 3

11 QUICK TIPS FOR GREENING ANY MEETING 4

THE NUTS amp BOLTS ndash THE DETAILS OF HOW TO ORGANIZE A ldquoLOW-IMPACTrdquo EVENT 5

Getting Started 5

Printing amp Paper Use 6

Catering 7

Selecting a VenueHotel for Your Event or Overnight Attendees 10

Selecting Ground Transportation 11

Gifts and Giveaways 12

Making it Carbon Neutral 13

Communicate Your Greening Efforts 14

E-Meetings 15

CHECKLIST FOR INTERNAL EVENTS 17

CHECKLIST FOR OFF-SITE EVENTS 19

ANNEX 1 ndash SELECTING A PRINT SHOP 22

ANNEX 2 ndash SELECTING A CATERER 23

ANNEX 3 ndash CHECKLIST FOR CATERING at HQ by RESTAURANT ASSOCIATES 24

ANNEX 4 ndash SELECTING A VENUE 25

ANNEX 5 ndash SELECTING A HOTEL For Overnight Guests 26

ANNEX 6 - World Bank Group Approved Sustainable Vendors for Headquarters 28

References 29


11 QUICK TIPS FOR GREENING ANY MEETING

A responsible meeting incorporates sustainability considerations throughout all stages of the meeting to minimize negative impacts

on the environment and community Sustainable meetings deliver environmental benefits cost savings competitive advantages

improved image and provides a satisfying attendee experience Here are a few quick things you can do to minimize the

environmental impact of any meeting no matter how big or small it is

Go paperless (or slim it down) Provide participants with a CD or USB stick with all the conference material or

send electronically after the events

See

Pag

e 6

fo

r m

ore

info

rmat

ion

Go

to

An

nex

1 f

or

hel

p S

elec

tin

g a

Pri

nt

Sho

p

Print it green Use 100 recycled paper with a minimum of 65 of post consumer waste content avoid glossy

publications give preference to soy based (or vegetable oil) inks for all printing purposes and make all

necessary handouts black and white (when possible) and double-sided

Generalize it Design and write all materials produced for the meeting (such as banners posters signs place

cards) with generic language (do not put dates or locations) to allow them to be reused for other meetings You

can save money and paper by reusing the foam backing to your existing posters Just reprint the front and glue

on a new one

Keep it close Locate all venues within walking distance of one another For example having your evening

reception at a restaurant within safe walking distance from the hotel or World Bank Group offices saves you

both time and money

See

Pag

e 8

fo

r m

ore

info

rmat

ion

Go

to

An

nex

2 amp

An

nex

3 f

or

hel

p w

ith

inte

rnal

an

d e

xter

nal

cate

rin

g

Choose dishware Disposable cups plates and flatware not only add to landfills they also donrsquot deliver the

same ldquofirst-classrdquo service experience Asking your caterer to do away with ldquoboxed lunchesrdquo and serve the same

options on a platter adds to the experience and significantly reduces disposable use

Request sustainable catering Request Fair Trade organic andor shade grown coffee and tea (default at WBG

facilities in Washington DC) Request seasonal and locally grown produce-based meals Consider a limited-

meat menu ndash itrsquos a cheaper option and reduces the impact of raising food animals For meat request organic

free-range For seafood request caterers to follow the Monterey Bay Aquariumrsquos Seafood Watch guide

Practice the 3 rdquoRrdquos ReduceReuseRecycle Reduce at your event by minimizing the use of decorative

elements such as flowers banners etc Reuse materials and supplies by ensuring there is a dedicated area for

participants to return materials (such as delegate badges) Ensure recycling bins are clearly visible and

accessible

The gift that keeps on giving Encourage the purchasing of useful giveaways such as travel mugs aluminum

water bottles USB drives and other such items that participants can reuse

See

Pag

e 1

0

for

Giv

eaw

ays

Communicate it Sustainable meetings are about creating awareness and building understanding Ensure signs

inform attendees about the great efforts involved to reduce the negative impacts of this event

Count the emissions The steps outlined above provide a basis for ensuring an environmentally ldquolow-impactrdquo

event Ensure greenhouse gas (GHG) emissions are accounted for by instituting requirements for collecting the

necessary data throughout the event planning and execution process See

Pag

e

13

Make it online Although many of our meetings and events require in-person communication in some

instances meetingstrainingsevents can be held through conference calls e-meetings or videoconferences

On LMS there are a series of classes on how to host an eMeeting over Lotus Notes and the Help Desk can

assist you with how to host a virtual meeting using Skype

Pri

nti

ng

and

Pap

er U

se

Ve

nu

e

Cat

eri

ng

Bas

ics


The Nuts amp Bolts ndash the details of how to organize a ldquolow-impactrdquo event

Getting Started

The first step in planning a meeting is setting clear goals and objectives You can start greening your event by

incorporating environmentally responsible ideas in your eventrsquos objectives Having answers to some simple questions

can help secure buy-in from your department

Some critical questions to ask before you begin planning

What is driving you to host an environmentally responsible event Is this driven by IFCWBrsquos commitment your

unitdepartmentrsquos commitment your manager or your professional or personal goals as the meeting planner

Is your groupteam interested in greening the entire event or only one or two components If your team has not

bought into the idea of hosting a sustainable event you can look for ldquolow hanging fruitrdquo to introduce some green

components into the event such as cost saving efforts like eliminating printed materials

What do you and your department identify as the most important component to a sustainable event Recycling

of plastics and paper Catering with organic and locally grown foods Reducing the use of paper by limiting the

amount printed and distributed at the event Deciding this upfront will help you manage your time and budget

needed for greening the event

If additional costs are involved in hosting an environmentally responsible event is your group willing to commit

to this financially Although sustainable practices can save money you may at times incur an additional expense

such as catering with organic foods and dishware instead of disposables You may also find cost savings (from

printing less) so be sure to analyze your entire budget and not just look at individual line items to know if it will

cost more or less to incorporate your greening goals

Once you have answers to these simple questions and buy in from your manager and team you can share your goals

and objectives with suppliers meeting attendees and speakers Having everyone understand what your goals are and

why you are making certain decisions - especially when instituting new changes - will help to reinforce your

environmentally responsible objectives throughout the meeting planning process

Itrsquos now time to incorporate environmental responsibility into the logistics for your meeting - from how communication

with participants is handled to the materials distributed during the meeting to communicating with vendors and event

partners the importance of greening your meeting

ldquoItrsquos neither quick nor easy to turn a giant ship Yet the

meeting and event industry is coming to terms with its

environmental impact and moving forward with globally

significant changesrdquo Amy Cortese One Magazine


Printing amp Paper Use

There are many creative ways to cut back on paper and printing needs at your next event or even eliminate paper and

printing all together with electronic alternatives

Here are some tips to help you get started


send electronically after the events Have printingcopying facilities available at the venue for participants who

must have something in hard copy Reducing printing before the meeting will reduce the resources needed to

produce the paper (trees water energy etc) and will also increase flexibility for your event in-case of last minute

changes to the agenda speakers or other items

Print it green When you must print use paper that is 100 recycled with a minimum of 65 of post consumer

waste content

Keep it chlorine free Choose totally or elemental chlorine free paper for promotional material program signs

etc to avoid the use of dioxin created by bleaching with chlorine compounds (which has been connected to

cancer infertility learning disabilities diabetes and other critical health problems)

Avoid glossy publications The varnish coating required to give paper a gloss finish is highly toxic including

multiple volatile organic compounds that are made from petroleum-based products which contribute to our

dependency on fossil-fuels

Soy Veggie Soy Give preference to soy based (or vegetable oil) inks for all printing purposes The use of soy-or-

vegetable-based products avoids petroleum-based inks Soy requires no or little irrigation and leaves fewer

agricultural residues than most other crops

Lose the color and double it up Make all necessary handouts black and white (when possible) and double-sided

to use as little paper and toner as possible Black ink contains whatrsquos known as ldquoCarbon Blackrdquo which is essentially

non-toxic Black is arguably the lowest environmental impact of any ink All other colors contain different

pigments some of them metal-based like copper or barium Though these are in small amounts they donrsquot

disappear once a job is printed Whether a printed piece of paper is incinerated buried or recycled the metals

do have some impact

Choose Wisely Choose environmentally responsible printing companies for external printing contracts This will

make greening your printing needs much easier for you

Get your speakers onboard Ask your internal or external speakers to eliminateminimize handouts They can

send materials as PDF files after the event You can also post materials to your UnitDeptrsquos IntranetWebsite as

appropriate which can direct traffic and interest to your site immediately following the event

Choose erasable If available request reusable dry-mark erasable boards or blackboards instead of paper flip

charts Ensure that ldquonon-toxicrdquo markers are used These can help with collaborative communication and note

taking throughout the meeting

Generalize it Design and write all materials produced for the

meeting (such as banners posters signs place cards) with

generic language (do not put dates or locations) to allow them

to be reused for other meetings This will save you money and

time in creating materials for your next event

Reuse it You can save money and paper by reusing the foam backing to your existing posters Just reprint the

front and glue on a new one

Digitize It Determine whether your venue has means for displaying agendas session announcements and other

collateral on digital display screens instead of via printouts Not only will this negate the need for paper copies of

these items but also allows you to incorporate creative messaging videos and up-to-date communications

100 post consumer recycled paper and soy

based inks are used in the print shop and all copy

centers at the Washington DC offices In

addition all network printers are defaulted to

double-sided


Best Practice Tips

Plan Ahead Planning ahead not only helps ease the pressures of schedules but contributes to planning in advance and thinking sustainably in regards to printing shipping and other processes involved Starting early allows you to pick alternatives for your printing

Survey says If distributing surveys at an event consider printing on 100 recycled paper double sided For post-

conference follow up send this electronically ndash yoursquoll be able to begin email dialogue with your attendees and

allow for easy electronic compilation of survey results

ANNEX 1 provides suggested language for a phone conversation or formal Request for Information (RFI) or Request for Proposal (RFP) This will

allow you to easily collect information about a print shoprsquos products and services that have minimal environmental impacts as well as efforts of the

print shop to minimize the environmental impacts of their operations This can also be used as a guide for sustainable printing and paper options

that you should consider for your print jobs

Catering

Catering covers all aspects of the provision of meals and refreshments for

participants from the procurement of foods to the handling of the waste

produced by catering services You can use the tips below when working

with external venuesrsquo caterers along with Restaurant Associates the

A five-day event serving 2200 people breaks breakfasts lunches and receptions uses china instead of plastic disposables it prevents 1890 lbs of plastic from going into a landfill Thatrsquos nearly one ton ndash Meeting Strategies Worldwide


World Bank Grouprsquos HQ internal caterers For requests with external caterers you can use the RFP language in the

Annexes mentioned below

Here are some quick tips to help you get started

Choose Dishware Disposable cups plates and flatware not only add to landfills they also do not deliver the same ldquofirst-classrdquo catering service experience as dishware

Eat sustainable amp local Go organic where possible Opt for seasonal and locally grown produce-based meals Buying locally grown products helps support the communities and offers fresher seasonal choices without the transportation impact It is also a great way to celebrate the regionrsquos local flavor Consider a limited-meat menu - raising animals for food requires more energy water and other inputs than growing grains or vegetables and is responsible for almost 18 of annual world-wide greenhouse gas emissions1

Choose Sustainable Seafood Request caterers to not use fish on the Monterey Bay Aquariumrsquos Seafood Watch ldquoAvoidrdquo (red) list and aspire only to including fish that are on the ldquoBest Choicesrdquo and ldquoSuper Greenrdquo (green) lists Consumer demand for seafood increases is depleting fish stocks around the world and harming oceans The Monterey Bay Aquarium guide provides up to date information on sustainable seafood choices available in the US You can read more at httpwwwmontereybayaquariumorgcrcr_seafoodwatchsfw_recommendationsaspx

Request Fair Trade organic andor shade grown coffee and tea to help reduce the reliance on deforestation and pesticide use in growing these crops

Compost it If disposables must be used a good idea would be to use compostable disposables However this is only a good choice when your food scraps and disposables will be composted You will need to ensure that your venue has set up a means to collect and compost those disposables Compostable items thrown in with regular trash will just end up in the landfill where they will not decompose

Donrsquot pre-fill Ask your caterer not to pre-fill glasses of water at banquet tables- this can save substantial amounts of wasted water for large events

Emphasize the 3Rs Reduce Reuse Recycle Have recycling bins clearly visible and accessible where the meals will be served if there are individual glassaluminum beverage containers -or the like- that can be recycled

Ban the Bottle Request caterers to provide liquids in carafes ndash including water and juices Individual bottles require fossil fuels to be produced packaged and transported eventually ending up in landfills Similarly request that meals be provided on platters rather than individually packaged especially with ldquoBrown Bagrdquo lunch menu options

Bulk up Request bulk dispensers for all condiments sugar salt amp pepper cream butter etc to reduce waste from single-serve packets

Know your numbers Have attendees lsquosign-uprsquo for meals Gather an accurate attendance count Better attendance numbers will reduce food waste and costs

Evaluate and Donate Inform caterers of the exact number of participants and re-evaluate quantity needed during the meeting to help avoid waste Ask your caterer to donate leftovers to local charities

Communicate it Ask your caterer to create small table-top signs by the food being served highlighting sustainability efforts (local sustainable no packaging etc)

Composting Food waste produces methane as it decomposes in landfills if it decomposes at all Ask your

caterer if they happen to compost or would consider bringing in a composter specifically for your event At the

World Bank MC and F Building a new lsquopulperrsquo and lsquoeCorectrsquo dehydration systems turn heavy wet food waste into

It takes three liters of water to produce one

liter of bottled water ndash Pacific Institute

Studies by the World Bankrsquos Agriculture and Rural

Development Department indicate that coffee is one of the

worldrsquos most important cash crops and is vital to the

livelihood of more than 25 million small coffee farmers

globally Fair trade programs ensure that in exchange for

conducting their coffee farming in sustainable ways farmers

receive help to start cooperatives guaranteeing a higher

price for their beans which they invest back into their farms

and their communities

By not pre-filling water glasses at banquet tables during three days of served lunches for 2200 attendees 520 gallons of water can be saved

Information provided by Meeting Strategies Worldwide


Best Practice Tips

Did you know that the coffee and tea served at breakfast can be used again for your

meetingrsquos morning break Rather than placing another order for the morning break

ask catering to leave the coffee and hot water urns out from the morning and replace

only what is necessary This can be replicated for the afternoon break by using the

lunchtimersquos coffee amp tea urns

a dry odor-free and nutrient-rich soil-like material The result is an 80ndash95 percent reduction in both the weight

and volume of food waste For more information visit httpgoworldbankorgV0M5EF2OT0

ANNEX 2 provides suggested language for a phone conversation a formal Request for Information (RFI) or Request for Proposal (RFP) This will

allow you to easily collect information about a catererrsquos products and services that have minimal environmental impacts It also collects information

on the caterersrsquo efforts to minimize the environmental impacts of their business operations This can later be used for communicating to attendees

as well as a guide for sustainable catering options that you should consider for your event

ANNEX 3 is for meetings and events planned by HQ-based WBG staff Since we are required to use the catering services provided by Restaurant

Associates (RA) a list of suggested sustainable catering options is provided for you to discuss with your Conference Service representative along

with a list of RArsquos default sustainable products and services as an FYI Restaurant Associates is dedicated to providing excellent service at WBG HQ

properties and can accommodate most catering needs


Selecting a VenueHotel for Your Event or Overnight Attendees

At times you will need to source an external venue to host

your WBG event You may also need to source an external

hotel to host your out-of-town guests Using a venue or hotel

whose sustainability goals and objectives align with yours

provides you with more options to green your event

Consider using a venue that has a sustainability mission Ask if

your hotel offers a linen and towel reuse program has recycling services or paperless check-inout procedures You can

include these sustainability criteria in all your RFPs

Below are a few things to consider

Does the venuehotel already have sustainability practices in place Does the venue participate in any recycling

programs Do they practice energy conservation For the United States ask if they have earned any certifications

such as Green Seal Is this type of information advertised to the public For international hotels certifications

vary and may not always be awarded by the most credible sources If this is the case use the language in the

Annex for conversations and emails with hotelvenue representatives

Ask potential venueshotels to send you a summary of the environmental measures they have in

place Learning about a venuersquos best practices will help you learn what the industry is doing to be

green You might even get some great ideas from their policies for your next meeting

Is the venuehotel willing to work with your meetingrsquos green needs Many times venues wonrsquot have their own

green agenda but if asked some venues may be willing to modify services to accommodate your requests

Include in the contract a clause that states their commitment to fulfill the sustainability needs of your event

Is the venuehotel accessible by public transportation from the airport or the downtown area Is it also close to

other event locations to minimize the need for ground transportation Do they offer a shuttle to be used by your

meeting attendees to avoid the need for individual cabscars

Annex 4 is for Venue selection and Annex 5 is for Hotel selection of overnight guests Both annexes provide suggested language for a phone

conversation or formal Request for Information (RFI) or Request for Proposal (RFP) This will allow you to easily collect information about a

venuehotelrsquos efforts to minimize the environmental impacts of their operations and services This can also be used as a guide for what sustainable

options to look for when selecting a venuehotel

Annex 6 provides a list of World Bank Group-approved hotel vendors that have sustainable practices in place

A building earning the US Green Building Councilrsquos LEED Platinum certification has heatingcooling systems that donrsquot run for 13 of the year consumes 23 less energy than a typical office building and 13 of the buildingrsquos energy comes from renewable resources


Selecting Ground Transportation

While most of your meetings may be taking place locally or within World Bank Group facilities please consider the type of ground transportation your guests will be taking from their hotels apartments airports or any offsite retreats you plan

Keep it close Locate all venues within walking distance of one

another Shorter distances = less environmental impact Having your evening reception at a restaurant within safe walking distance from the hotel saves you both time and money

Public Transportation Encourage the use of public transportation when possible Provide information complimentary passes and maps in guest packages if this is a city with which your guests are not familiar

Request fuel-efficient vehicles If you have to move a number of meeting attendees from one place to another using mini-buses or vans ask your transportation carrier if they own or lease any fuel efficient or hybrid vehicles

Turn it off If you hire a ground transportation provider request the company to instruct drivers to turn off the engine in order to minimize idling of vehicles when waiting for guests In many states (such as DC) this is the law

Transportation contributes approximately one-third of all US carbon dioxide emissions and must be a prime target for major greenhouse gas reductions -Sierra Club


Gifts and Giveaways

Sometimes your events may call for some sort of incentive prize giveaway or other such token of appreciation of

attendeesrsquo participation Below are some helpful hints when sourcing such items

Buy Local Try purchasing items that are made as close to where you will need to ship them This minimizes the time it will take the product to arrive the amount you will spend on shipping and your carbon footprint in terms of transportation and fuel For example avoid items made abroad if your meetingevent is taking place in the United States

The Gift that Keeps on Giving Encourage the purchase of useful giveaways such as travel mugs aluminum water bottles USB drives and other such items that participants can reuse again and again This helps to minimize the amount of waste going to the landfill from items that are intended for one-time use

Whatrsquos in [the material] for me If you are sourcing giveaways such as t-shirts reusable canvas bags etc consider requesting organic cotton or products made of organic andor sustainable materials Materials such as organic cotton organic hemp organic wool kapok buckwheat or millet hulls or silk are comfortable and sustainable Some even come in colorful new designs using eco-safe dyes and color grown cotton Make sure that your items are Polyvinyl chloride (PVC) and Bisphenol A (BPA) free Ask your supplier about these materials and if heshe can help you find them for your specific order

Get your facts Just because your vendor is telling you the product is green may not always mean it is Remember that they are trying to sell you something There are many suppliers who obtain certifications (either for certain products or their entire business) to show they follow industry best practices vis-agrave-vis environmental and social responsibility Ask your supplier if they have obtained any such certifications or adhere to any sustainability principles that they can verify

Did you know that many of the crops that produce the fibers used to make our clothing and home waresmdashoften those we sleep in every nightmdashaccount for some of the highest pesticide usage In fact it takes roughly one-third of a pound of chemicals (pesticides and fertilizers) to grow enough cotton for just one T-shirt which is why it is important to consider organic cotton and other alternative fibers

Source wwworganicorg


Making it Carbon Neutral

A meeting or conference can be considered carbon neutral when all possible efforts have been made to reduce the

greenhouse gas (GHG) emissions resulting from the meeting and when carbon offsets have been purchased to

compensate for the unavoidable emissions

Below yoursquoll find important steps to help measure and offset the emissions associated with your event When we

mention ldquocontact usrdquo please use the contact information for the World Bank Corporate Responsibility and the IFC

Footprint Program team members that can be found on page 2 of this Guide

Collect Data Yoursquoll need to gather data from a number of different sources to calculate the emissions from your

meeting These are

Energy at the meeting venue ndash you will need to find out the average annual (or monthly) electricity consumed

and fuel used (in boilers or generators) at the venue This data will then be prorated for the length of your

event You should ask a representative from the venue for this data from utility bills or purchase records If you

are unable to collect this data ask the venue for information about the size of the conference venue ndash contact

us and we can apply an energy intensity figure to this area to estimate the electricity consumption

Air transport to event ndash you will need to account for the distance traveled by each attendee that is not WBG

staff - each flight leg should be identified For example for an attendee going to a conference in Delhi India you

would need to know that they traveled from Washington-Dulles to Delhi through London-Heathrow and record

each of the airport codes (ie IADLHRDEL) Similarly you would need to know the routing of their return trip

NOTE All GHG emissions from flights taken by WBG staff are already reported annually and carbon offsets are

purchased to make these flights carbon neutral

Ground transport to and from the venue (between venue and hotel or airport and hotel) ndash you would need to

know how people traveled to and from the meeting how many people by what means (car--gasolinediesel

bus rail other) and over what distances For example for attendee A you would want to know that they

travelled 2 km by bus to get to the hotel and then 1 km by taxi to get to the conference venue

Hotel rooms utilized by attendees of the event - If there are a number of hotel rooms involved then you would

need to know how many hotel room days were used in order to estimate the energy associated with those

rooms based on region

Calculating your emissions ndash the World Bank Corporate Responsibility and IFC Footprint Program teams are happy to

help you calculate your emissions Please contact us to request our greenhouse gas emissions calculator and we can

help you fill out the calculator to properly calculate your emissions

Offsetting your emissions ndash the World Bank Corporate Responsibility and IFC Footprint Program teams are also happy to

help you offset these emissions Please contact us to discuss how we can offset your emissions through the purchase of

carbon offsets


Communicate Your Greening Efforts

Without communicating the impact of these great efforts undertaken the sustainable event is only half effective Sustainable meetings are about creating awareness and building understanding Ensure your event communications inform attendees about the great efforts involved to reduce the negative environmental impacts of this event

Take the Floor If yoursquore the meeting coordinator you have the opportunity to spread the word Introduce yourself at the beginning of the meeting and explain the basic concepts you have incorporated point out where the recycling bins are and remind people of other key aspects of your sustainable event

Shout it out If you select to have an attendee packet consider emailing it first Materials should emphasize the vision of greening the event Have a short summary that states your goal and provides examples of sustainable options at your event (include statistics that show the impact where possible)

Example ldquoBy not printing attendee packets we were able to save an estimated 800000 sheet of paper and 8000 binders This saves about 67 trees greenhouse gases equivalent to approximately 2 cars per year 65801 gallons of wastewater and 7765 pounds of solid wasterdquo

The following websites can help you calculate your eventrsquos footprint for communication purposes

[Paper] Environmental Defense Paper Calculator

[Ground transportation] EPA calculator for converting gasoline usage or passenger vehicles into environmental impacts (use Option 1)

[Catering] EPA food waste calculator

[Waste recycling] North East Recycling Center calculator

Invite your vendors to tell their story Ask the venuehotel to provide information on what they have done to

help green the event and include this in your communications Invite the venue to create and hang a poster up at your event on their greening efforts

Show it off Ask your caterer to create small table-top signs by food highlighting sustainability efforts (local

sustainable organic no packaging etc)

Get preachy If you have selected a sustainable giveaway help encourage behavior change with fun facts For

example you can include a card or text that mentions ldquoIt takes three liters of water to produce one liter of

bottled waterrdquo on aluminum water bottles they received at your event By sharing with them useful facts and

information your attendees are more likely to reuse that giveaway in a fashion intended to minimize their own

footprint going forward

For templates and examples contact your IFC Footprint Team or WB Corporate Responsibility Team or visit the Footprint Programrsquos website to download your own copies

Best Practice Tips

Create table tents asking participants to take only what they need

and to return name badges for future use (best to create a

designated area for name badge return- a simple box labeled at

your registration area works well) Attendees like being informed

and getting involved Contact us for templates


E-Meetings

The World Bank Group provides resources to help you host virtual meetings This is an easy way to reduce costs and

your travel footprint while allowing a larger number of people the ability to attend a meeting A series of training

sessions and seminars have been designed to help planners in coordinating electronic meetings In addition eServices is

available to assist planners with any video conferencing service needs Lastly stay tuned for the rollout of Telepresence

centers

eMeetings eMeetings is a great solution for all your online meeting needs especially when you want to share documents andor presentations among globally dispersed teams located both at HQ and in the country offices -- either with or without videoconferencing session conduct a training online conduct a facilitated session between participants at HQ and in the country offices and have the ability to enter commentsthoughts live via an electronic Whiteboard demonstrate system solutions online

o IFC eMeeting eLearning Module Learn how to schedule an eMeeting through your Lotus Notes calendar as well as online This module will cover the dos and donts when working with an eMeeting as well as best practices Available on LMS (no link)

CMA Polycom CMA Polycom enables IFC staff to use their computers to conduct point-to-point video

conferences with each other or participate in a scheduled video conference This is a great way to enhance your

meetings and connect to colleagues when you are traveling working from home or just sitting in your office at

HQ How can you start trying out the CMA Polycom Talk to your IT Coordinator who can request CMA

application installed on your IFC PC You will also need a webcam or built-in PC camera Note that people you

wish to conference with must have the application installed and they must be available and remember if you

are in a location with slow connectivity CMA use may not be recommended

IFC An Introduction to Web Conferencing This 20-minute tutorial introduces web conferencing concepts and features It also covers the PREP (Planning Rehearsal Execution Post-Mortem) Model for web conferencing to guide you in the design and delivery of training sessions or meetings Upon completion of this program staff will understand best practices for conducting successful web conferences and the benefits of web conferencing including how it supports the IFC Footprint program Available on LMS (no link)

Video Conferencing Services World Bank Staff can request Global Videoconferencing Services (GVS) which consist of two-way video audio and broadcast video either between two or among multiple locations Contact eServices for booking information or email wbvideoworldbankorg These cost about $205 per session including long distance charges and must be made at least 24 hours in advance

Adobereg Connect is a web conferencing application used to deliver online meetings and webinars It is Internet-

based and uses Adobe Flash technology A World Bank Group computer is not necessary to deliver or participate

in Adobe Connect virtual meetings Virtual meetings may include features such as screen sharing web tours

voice over IP file uploads and document collaboration to make them interactive and participant-friendly An

Adobe Connect license is necessary in order to set up a web meeting Each VPU has an Adobe Connect champion

who manages the licenses and may assist in meeting setup and support Meetings remain available until they

are deleted so a meeting space can be reused as often as necessary For more information write to

iLearningworldbankorg

Skype Skype is a software application installed on individual computers that allows users to make voice and

video calls over the internet for free to other Skype users and for a low fee to landlines cellphones etc Skype

was installed on all WBG computers in 2010 If you need help setting up Skype contact your IT Coordinator If


you have Skype on your machine but have never used it you will need to take some steps to start using it Visit

this link for more information

Telepresence Centers Telepresence centers are

currently under construction in the MC Building the F building (IFC)

and IFC offices in Istanbul Hong Kong and should be fully

operational by 2012 Similar to videoconferencing telepresence

centers connect users in different locations through the use of high

definition video technology The goal is to simulate being in the

same room with meeting attendees across the world This is often

done through the use of similar tables chairs and backgrounds in

each telepresence center Look for more information on the WBG

telepresence centers in late 2011


Checklist for Internal Events

The World Bank Group Knows Sustainable Meetings Every day at headquarters we host dozens even hundreds of meetings for internal staff ldquoBrown bagrdquo lunches staff trainings team meetings etc Below is a quick reference guide to taking small steps that lead to big impacts in minimizing the World Bank Grouprsquos footprint

General Tips

Get your team on board Let your planning team managers and attendees know of your efforts to green your next meeting or event Consider including this in your broadcast emails Lotus Notes meeting invitation or general email invitations to attendees

Walk through Before your event walk through the meeting room yoursquove reserved and make sure that the recycling bins are set-up where they should be HQ Only Email ifceventsifcorg for the F building or wbeventsworldbankorg for the WB buildings to ensure recycle bins are set-up properly in the room

Communicate it You can request informative templates from the IFC Footprint Program and the WB Corporate Responsibility team to print and display at your event For more information contact Vanessa Ferragut at vferragutifcorg or Adam Rubinfield at arubinfieldworldbankorg HQ Only Templates are available to communicate the sustainable nature of your event for placement on cafeteria tables

Make it Carbon Neutral The Corporate Responsibility and Footprint programs can help you calculate the emissions from your event and work with you to offset these emissions

Printing and Paper Use

Go paperless (or slim it down) Consider limiting the number of handouts you bring to you meeting Send these electronically after the events HQ Only If your department doesnrsquot have a departmental projector contact IFC Events at ifceventsifcorg or at the WB visit httpgsdconference to request one

Print it green Did you know that the paper provided in printers is already 100 recycled and all printers are defaulted to double-sided printing If you MUST print try and provide handouts using black amp white printing only

Choose erasable Use reusable dry-mark erasable boards instead of paper flip charts Ensure ldquonon-toxicrdquo markers are used HQ Only You can contact IFC Events at ifceventsifcorg or at the WB visit httpgsdconference to request a dry erase board

Generalize it Design and write all materials produced for the meeting (such as banners posters signs place cards) with generic language (do not put dates or locations) to allow them to be reused for other meetings

Reuse it You can save money and paper by reusing the foam backing to your existing posters Just reprint the front and glue on a new one HQ Only You can give old foam backings for posters back to the customer service desk at the GSD print shop in MC-C3-300

Digitize It Did you know that the WB Headquarters building has multiple electronic message boards where you can post event advertisements rather than using posters HQ Only Email Kenneth Wu at kwu1worldbankorg to post these electronic announcements in the MC H I and J buildings Contact Dila Zeynep Serpil at DSerpilifcorg to get your message posted on IFCrsquos K Street flat screen (needs to be designed as a landscape-type flyer)

Survey says If distributing surveys at your event considering using only a half page format For post-conference follow up send this electronically You can create your own electronic survey for free at wwwsurveymonkeycom

Sustainable CateringDining Out

Choose dishware Disposable cups plates and flatware not only add to landfills they also do not deliver the same ldquofirst-classrdquo catering service experience as dishware HQ Only When filling out RArsquos catering order

online specify in the ldquoSpecial Commentsrdquo section to provide dishware and NO disposables Currently RA charges $75 in tier two rooms for dishware but calculating costs of disposables it is actually a savings anytime you host an event

SUSTAINABLE MEETINGS GUIDE Version 24

18

or meeting for 20 or more people Note that the pricing structure for this is being evaluated to encourage the use of dishware over disposables

Eat sustainable amp local Go organic where possible Opt for seasonal and locally grown produce-based meals Order sustainable seafood Also consider a limited meat menu - raising animals for food requires more energy water and other inputs than growing grains or vegetables HQ Only You can work directly with RA at the IFC through ifceventsifcorg or at the World Bank Buildings - extension 82000 or email WBeventsworldbankorg RA follows the Monterey Bay Aquariums suggestions for sustainable seafood

Request Fair Trade organic andor shade grown coffee and tea HQ Only Restaurant Associates default for coffee served at meetings and events is Starbuckrsquos Fair Trade coffees- there is no additional charge for these choices

Compost it If disposables must be used be sure they are biodegradable or can be composted Also ensure the venue has set up means to collect and compost those disposables HQ Only The MC and F (as of

November 2010) buildings currently have the capacity to compost Make sure that any food or compostable serving

ware remaining after your meeting is composted by sending an email to WBeventsworldbankorg

Donrsquot pre-fill When hosting a sit down event ask caterers not to pre-fill glasses of water at banquet tables- this can save substantial amounts of wasted water for large events

Lose the packaging When placing your catering order specify to use bulk serving containers instead of individual serving sizes of butter spreads etc Request carafes of water rather than individual water bottles etc Similarly request meals be provided on platters rather than individually packaged Request bulk dispensers for all condiments sugar salt amp pepper cream butter etc HQ Only Please place these requests in the ldquoSpecial Commentsrdquo section of the RA online form when placing your catering order

Donate Inform caterers of the exact number of participants and re-evaluate quantity needed during the meeting to help avoid waste Ask your caterer to donate leftovers to local charities HQ Only RA donates excess food production to DC Central Kitchen on an as-needed basis Food that has been served in a buffet is disposed in accordance with healthy and safety regulations

Communicate it Ask your caterer to create small table-top signs by food highlighting sustainability efforts (sustainable no packaging local etc) HQ Only You can contact IFC Events at ifceventsifcorg

Giveaways

Buy local Try purchasing items that are made as close to where you will need to ship them This minimizes the time it will take the product to arrive the amount you will spend on shipping and your carbon footprint in terms of transportation and fuel

The gift that keeps on giving Encourage the purchase of useful giveaways such as travel mugs aluminum water bottles USB drives and other such items that participants can reuse again and again This helps to minimize the amount of waste going to the landfill from items that are intended for one-time use

Whatrsquos in [the material] for me If you are sourcing giveaways such as t-shirts reusable canvas bags etc consider requesting organic cotton or that your items are made of organic andor sustainable materials Materials such as organic cotton organic hemp organic wool kapok buckwheat or millet hulls or silk are comfortable and

sustainable Also make sure to ask that the product is Polyvinyl chloride (PVC) and Bisphenol A (BPA) free

Get your facts Just because your vendor is telling you the product is green may not always mean it is Remember that they are trying to sell you something There are many suppliers who obtain certifications (either for certain products or their entire business) to show they follow industry best practices vis-agrave-vis environmental and social responsibility Ask your supplier if they have obtained any such certifications or adhere to any sustainable principles

that they can verify HQ Only Refer to Annex 6 in this Guide for a list of WBG-approved giveaway vendors who

source sustainable giveaways

Transportation

By train bus or bike Communicate to outside attendees the public transportation accessibility of your WB of IFC office building to discourage use of vehicles


19

Checklist for Off-Site Events

The World Bank Group Knows Sustainable Meetings

Whether yoursquore greening a local meeting for 6 people or an international meeting for hundreds there are many

tools within the WBGrsquos resources that can help you successfully minimize your meetingrsquos footprint and save money

Getting Started Things to Ask

Why does your department want to go green

If there are additional costs involved in hosting a sustainable event are you willing to commit to this financially Consider that you may also be saving money on something items as well

Are you interested in greening only one or two components of your event or most of the event

What do you and your meeting planning committee see as the most important component to a sustainable event

Printing and Paper Guidelines

Go paperless (or slim it down) Provide participants with a CD or USB stick with all the conference material or send electronically after the events Have printingcopying facilities available on request at the venue for attendees that must print hard copies of materials

Start with the printer Choose environmentally responsible printing companies for external printing contracts HQ

Only Refer to Annex 6 in this Guide for a list of printers that have sustainable practices

Print it green Use 100 recycled with a minimum of 65 of post consumer waste content avoid glossy publications give preference to soy based or vegetable oil inks for all printing purposes and make all necessary handouts black and white (when possible) and double-sided

Sustainable note-taking Use reusable dry-mark erasable boards or blackboards instead of paper flip charts if available Ensure ldquonon-toxicrdquo markers are used


Poster printing You can save money and paper by reusing the foam backing to your existing posters Just reprint the front and glue on a new one

E-signs Ask your venue if they have electronic screens where you can display your event information without the need of a poster or easel Make sure to get the right dimensions so that you can design your sign so it doesnrsquot look stretched out

Survey says If distributing surveys at the meeting consider printing on 100 recycled paper double sided For post-conference follow up send the survey electronically

Sustainable Catering

Choose dishware Disposable cups plates and flatware not only add to landfills they also donrsquot deliver the same ldquofirst-classrdquo catering service experience

Eat sustainable amp local Go organic where possible Opt for seasonal and locally grown produce-based meals Buying locally grown products helps support the communities and offers fresher seasonal choices without the transportation impact Consider a limited meat menu - raising animals for food requires more energy water and

other inputs than growing grains or vegetables HQ Only Refer to Annex 6 in this Guide for a list of restaurants in the

DC area that have sustainable practices

Choose sustainable seafood Request your caterer to follow the Monterey Bay Aquariumrsquos Seafood Watch guide As consumer demand for seafood increases it is depleting fish stocks around the world and harming oceans

Request Fair Trade organic andor shade grown coffee and tea


20

Compost it If disposables must be used be sure they are biodegradable or can be composted Also ensure the venue has set up means to collect and compost those disposables Compostable items thrown in with regular trash will end up in the landfill ndash and most landfill conditions do not allow for decomposition

Donrsquot pre-fill Ask your caterer not to pre-fill glasses of water at banquet tables - this can save substantial amounts of wasted water for large events

Lose the packaging Request your caterer to provide liquids in carafes ndash including water and juices Individual bottles require fossil fuels to be produced packaged and transported eventually ending up in landfills Similarly request meals be provided on platters rather than individually packaged

Bulk up Request bulk dispensers for all condiments sugar salt amp pepper cream butter etc

Communicate it Ask your caterer to create small table-top signs by food highlighting sustainability efforts (sustainable no packaging local etc)

Selecting a VenueHotel for Overnight Guests

Visit GSDrsquos Approved-Offsite Venues and here for GSDrsquos Approved Hotels HQ Only Refer to Annex 6 in this Guide for

a list of hotels in the DC area that have sustainable practices in place

Ask potential venueshotels to send you a summary of the environmental measures they have in place Does the venue participate in any recycling programs Do they practice energy conservation Is this type of information advertised to the public Learning about a venuersquos best practices may help you get some great ideas for your next meeting

Is the venuehotel willing to work with your meetingrsquos sustainable needs Many times venues wonrsquot have their own sustainable agenda but if asked some venues may be willing to modify services to accommodate your requests

Is the venuehotel accessible by public transportation from the airport or the downtown area Is it also close to other event locations to minimize the need for ground transportation

Selecting Sustainable Ground Transportation

Destination Choose a destination with minimal travel Shorter distances = less environmental impact

HotelVenue location When booking a hotel or venue consider choosing one that is located near public transportation (Metro bus stop train station etc) or an airport if most people are arriving by plane

Public transport when possible Encourage the use of public transportation when possible Provide information complimentary passes and maps in guest packages

Keep it close Locate all venues within walking distance of one another For example having your evening reception at a restaurant within safe walking distance from the hotel saves you both time and money

Alternative fuel If you have to move a number of meeting attendees from one place to another using mini-buses or vans ask your transportation carrier if they own or lease any fuel efficient or hybrid vehicles HQ Only Refer to

Annex 6 in this Guide for a list of WBG-approved transportation vendors who use energy-efficient vehicles

Turn it off If you hire a ground transportation provider request the company to instruct drivers for your event to minimize idling of vehicles when waiting for guests

GiveawaysOther

Buy local Try purchasing items that are made as close to where you will need to ship them This minimizes the time it will take the product to arrive the amount you will spend on shipping and your carbon footprint in terms of transportation and fuel For example avoid items made abroad if your meetingevent is taking place in the United States

The gift that keeps on giving Encourage the purchasing of useful giveaways such as travel mugs aluminum water bottles USB drives and other such items that participants can reuse again and again This helps to minimize the

amount of waste going to the landfill from items that are intended for one-time use HQ Only Refer to Annex 6 in

this Guide for a list of vendors that have eco-friendly giveaways


21

Whatrsquos in [the material] for me If you are sourcing giveaways such as t-shirts reusable canvas bags etc consider requesting organic cotton or that your items be made of organic andor sustainable materials Materials such as organic cotton organic hemp organic wool kapok buckwheat or millet hulls or silk are comfortable and


Get your facts Just because your vendor is telling you the product is green may not always mean it is Remember that they are trying to sell you something There are many suppliers who obtain certifications (either for certain products or their entire business) to show they follow industry best practices vis-agrave-vis environmental and social responsibility Ask your supplier if they have obtained any such certifications or adhere to any sustainable principles that they can verify

Efficient shipping Consider having your giveaways shipped directly to the venue or hotel where yoursquoll be giving these out This saves fuel emissions and costs than having to ship twice (once to your offices and once to the venuehotel)



ANNEX 1 ndash SELECTING A PRINT SHOP

Below is suggested language for a phone conversation formal Request for Information (RFI) Request for Proposal (RFP)

or any written communication This will allow you to easily collect information about a print shoprsquos products and services

that have minimal environmental impacts as well as efforts of the print shop to minimize the environmental impacts of

their operations This can also be used as a guide for sustainable printing and paper options that you should consider for

your print jobs

The World Bank Grouprsquos Commitment to Sustainability The World Bank Group (WBG) is committed to minimizing the environmental impact of its internal business operations This includes ensuring resource efficiency minimizing waste providing healthy surroundings in which to work and giving back to local communities where we do work This approach is consistent with our mission We will achieve our objectives by working in partnership with vendors whose products and services align with our commitment to sustainability

Printing Services Checklist

Basic YN Notes

Do you offer paper options that have high recycled content (ideally 100) with post-consumer waste recycled fiber content (also ideally 100)

Do you use a certification to verify environmentally responsible pulp and paper sources such as FSC or SFI

Can files be proofed electronically

Do you have binding options that break down easily during recycling process or do not need to be removed to recycle printed piece

Do you use vegetable-based inks for printing with the lowest VOC rating

Do you offer paper that is uncoated and either totally Chlorine

Free (TCF) process chlorine free (PCF) or elemental chlorine free

(ECF)

Going Further YN Notes

Does the paper mill use renewable power sources or have other established conservation or recycling practices

Is digital lsquoprint on demandrsquo or waterless printing available

Are you an FSC-certified printer If not can you provide

documentation of an environmental management system


23

ANNEX 2 ndash SELECTING A CATERER


or any written communication This will allow you to easily collect information about a catererrsquos products and services

they can offer you that have minimal environmental impacts It also collects information on the catererrsquos efforts to

minimize the environmental impacts of their business operations This can also be used as a guide for sustainable

catering options that you should consider for your event


Catering Products and Services

Basic YN Notes

Can water bottles be replaced by filtered water pitchers

Can dishware be used instead of disposable serving-ware This includes omitting to-go coffee cups and other to-go containers

Can bulk dispensers be used for sugar salt pepper cream butter

jams and other condiments

Can organic andor local food options be provided for menu selections

Are sustainable seafood options provided for menu selections If so what guideprogram is used to ensure responsible selections (such as the Monterey Bay Aquariumrsquos Seafood Watch Guide )

Is organic shade grown andor fair trade coffee and tea available

Can meals be served family style buffet or on platters rather than individually packaged


Are there means to collect and compost food waste as well as any biodegradable disposables and serving-ware used

Can table tents or informative signage be provided letting attendees know about sustainability efforts (such as ldquoOrganicrdquo ldquoLocalrdquo ldquoBulk to avoid packagingrdquo)

Is any portion of the catering services outsourced to socially

responsible nonprofits or other community needs groups

Is unused food donated to a local shelter or nonprofit


24

ANNEX 3 ndash CHECKLIST FOR CATERING at HQ by RESTAURANT ASSOCIATES For meetings and events planned by HQ-based WBG staff at the Main Complex F J or H Building you are required to use the catering

services provided by Restaurant Associates Restaurant Associates is dedicated to providing excellent service at WBG properties and

can accommodate most catering needs Below is a list of suggested sustainable catering options for you to discuss with RA along

with a list of RArsquos default green products and services as an FYI

RArsquos Default Sustainable Options include

Fair Trade coffee Compostable disposables Donating excess production to DC Central Kitchen on an as-needed basis Follows sustainability guidelines in accordance with Monterey Bay Aquarium guide

CHECKLIST FOR RESTAURANT ASSOCIATES CATERING

Minimizing waste from service options Notes for Meeting Planners Cost Implications

Pitchers of water provided instead of bottled water

To request this option include instructions in the Comments Box of the online RA order form

At the IFC filtered water is served in pitchers as the default with no extra charge Please include this

request under the comments section In WB buildings the water pitcher policy is under review Details to follow in later FY12 You should always

contact your caterer directly in regards to this

Pitchers of all beverages (juices ice tea etc) can be served instead of individual bottles

To request this option for orange grapefruit and aqua fresco you can click on ldquoBeverages-

NonAlcoholicrdquo and select the pitchers of juice you like For other pitchers such as Iced Tea and apple juice include instructions in the Comments Box of

the online RA order form

$1350 per half gallon is the current pricing

Dishware can be used instead of paper or plastic serving-ware This includes omitting to-go coffee cups and other to-go containers

When ordering online include in the comments section ldquodishware onlyrdquo and possibly list a few items you do not want to have such as disposable coffee

cups plates and cutlery

Restaurant Associatersquos charge for dishware is $75 in tier two rooms but if calculating costs of disposables it is actually a savings anytime you host an event or

meeting for 20 or more people

Single-serve condiments can be eliminated from an event Alternative is to serve condiments (sugar salt pepper cream butter jams mayo mustard salad dressing etc) in bulk dispensers bowls etc

To request this option include instructions in the Comments Box of the RA order form

None

ldquoBoxed lunchesrdquo can be served on trays -rather than individual boxes- and replacing single serve condimentschips with bulk serving options

To request this option include instructions in the Comments Box of the RA online order form If there is a need for staff to bring their lunches back to their

office brown bags can be provided

None

Sustainable menu options Notes for Meeting Planners Cost Implications Organic andor locally sourced menu options are available

RA promotes the use of local and natural (no growth

hormones or additives) products based on season

and region Therefore menu options may be

limited

These items typically cost 30- 50 more

Limited (or no) meat menu can be prepared with a range of vegetarian options diverse in flavorstextures

RA can provided excellent vegetarian options upon

request Some online options are all vegetarian and

some menus can be customized with RA directly

Vegetarian options tend to cost less than meat

options

Organic wine or beer can be purchased Natura brand organic wines are available through

RA

Varies by product 30- 50 higher cost or

approximately $1195 per person

Educating attendees Notes for Meeting Planners Cost Implications

Table tents or informative signage can be

provided letting attendees know about

sustainability of foodbeverageservice

(highlighting what is local organic fair-trade

bulk serving dishware)

RA is happy to set up table tents with titles of the

food items being served at the event Just email

Michelle Perry at MPerryifcorg for your specific

requests

None


25

ANNEX 4 ndash SELECTING A VENUE

Below is suggested language for a phone conversation formal Request for Information (RFI) Request for Proposal (RFP) or any written communication This will allow you to easily collect information about a venuersquos services that have minimal environmental impacts as well as efforts of the venue to minimize the environmental impacts of their operations This can also be used as a guide for what sustainable options that to look for when selecting a venue The World Bank Grouprsquos Commitment to Sustainability The World Bank Group (WBG) is committed to minimizing the environmental impact of its internal business operations This includes ensuring resource efficiency minimizing waste providing healthy surroundings in which to work and giving back to local communities where we do work This approach is consistent with our mission We will achieve our objectives by working in partnership with vendors whose products and services align with our commitment to sustainability

Venue

Basic YN Notes

Venue is in close proximity to public transport airport connection hotels or other

event venues

Venue provides visible and accessible reduction reuse and recycling services for

paper metal plastic and glass

The venue has an energy management program ensuring temperature is kept at

reasonable levels (such as 72 degrees Fahrenheit in summer 68 in winter) and that

this can be adjusted according to the dress code for an event

Venue instructs staff to shut off HVAClights when guests are not in meeting rooms

or other areas of the facility

Venue trains its staff to implement its environmental policies

Venue purchases environmentally preferable products (recycled paper products

green cleaning products etc)


Venue has an environmental policy and action plan covering sustainable

procurement energy saving catering services cleaning transport and waste

Venue is third party certified (examples in US LEED building Green Seal hotel etc)

If venue is not third party certified it follows sustainability principles such as

installed high insulation designed to maximize the use of daylight uses energy

efficient lighting and water-saving appliances in kitchen and toilets

Venue uses renewable energy on site or buys Renewable Energy Certificates

Venue separates and composts its organics or will work with organizer to instate a

program

Venue purchases environmentally responsible cleaning products for carpets floors

kitchens and bathrooms (minimum 50 percent of products are environmentally

responsible)

Venue requests that suppliers have environmentally responsible policies and

supports vendors who do


26

ANNEX 5 ndash SELECTING A HOTEL For Overnight Guests

Below is suggested language for a phone conversation formal Request for Information (RFI) Request for Proposal (RFP) or any

written communication This will allow you to easily collect information about a hotelrsquos services that have minimal environmental

impacts as well as efforts of the hotel to minimize the environmental impacts of their operations This can also be used as a guide for

what sustainable options that to look for when selecting a hotel venue


Selecting a Hotel

Basic YN Notes

Hotel is located within walking distance of the meeting venue and is easily accessible by public

transport

Hotel implements water-conservation practices including low-flow showerheads and toilets

Hotel implements a recycling program

Hotel implements energy efficiency practices ensuring temperature is kept at reasonable levels

(such as 72 degrees Fahrenheit in summer 68 in winter) and HVACelectricity is turned off when

rooms are not used

Heating and air conditioning systems are easy for guests to operate (and adjust when necessary)

Hotel has a linen reuse program and place-cards in each room letting guests know of this

Hotel participates in paperless check-inout procedures

Hotel instructs staff to shut off HVAClights when guests are not in their rooms or other areas of

the facility


Hotel has an environmental policy and action plan covering sustainable procurement energy

saving catering services cleaning transport and waste

Hotel is third party certified (in the US examples include LEED building Green Seal hotel etc)

If Hotel is not third party certified it follows sustainability principles such as installed high

insulation designed to maximize the use of daylight uses energy efficient lighting and water-

saving appliances in kitchen and toilets

Hotel trains its staff to implement its environmental policies

Hotel uses renewable energy on site or buys Renewable Energy Certificates

Hotel separates and composts its organics or will work with organizer to instate a program

Hotel that offers bulk dispensers for shampoos and soaps in guest rooms

Hotel purchases environmentally preferable products (recycled hand towels toilet paper etc)

Hotel requests vendors to have environmentally responsible policies and supports vendors who

do


27

Hotel purchases environmentally responsible cleaning products for carpets floors kitchens and

bathrooms (minimum 50 percent of products are environmentally responsible)

Hotel delivers newspapers to rooms only if requested and not wrapped in plastic bag

Guest laundry containers are reusable (eg baskets)

Going Even Further YN Notes

Hotel utilizes rain water andor grey water in its buildings

Hotel key cards are linked to energy appliances (ex light automatically switch off when people

leave the room)

Hotel groundsrsquo practices are sustainable (ex only local plants tolerant of local climate are used

etc)

Insulating covers are installed on all indoor and outdoor swimming pools and hot tubs to reduce

both energy and water use (ie evaporation)

Automatic controls are in place for heating and cooling with levels set to the minimum necessary

for comfort

Hotel vehicles operated are efficient and low emission


ANNEX 6 - World Bank Group Approved Sustainable Vendors for Headquarters

Restaurants (close to WBG Headquarters buildings)

Company Name VIN Contact Information Website Best Used Forhellip

Founding Farmers NA 1924 Pennsylvania Ave NW

202-822-8783

Link Client LunchesDinners

Nora NA 2132 Florida Avenue NW

(202) 462-5143


Farmers and Fishers NA 3000 K Street NW

202-298-0003


Print Shops Company Name VIN Contact Information Website Best Used Forhellip

Plaza Art Store

NA 1990 K Street (2nd Floor)

202-331-7090

Purchasing Foam Poster Boards

EcoPrint 120419 Roger 301-585-7077 Link Sustainable printing needs

Giveaways amp Supplies Company Name VIN Contact Information Website Best Used Forhellip

Fairview Specialties 16952 Rick 410-242-1217 x 1602 Link Eco-Giveaways

ePromos 86267 1-877-377-6667 Link Eco-Giveaways

Advertise America 9830 1-800-579-4883 Link Eco-Giveaways

Office Max Office Max Link Environmentally-friendly office products

ReBinder Office Max Link Recycled Binders

Transportation Company Name VIN Contact Information Website Best Used Forhellip

Veolia Transportation 111458 Alex Cournol 301-965-2080 Fuel Efficient sedans SUVs motor coaches

Sunnys Executive Sedan 4517 1-800-949-0949 Fuel Efficient Sedans amp SUVs

Hotels (close to WBG Headquarters buildings) Reserve through American Express


Beacon Hotel 88406 1615 Rhode Island Avenue NW Link Hotel rooms

Washington Circle Hotel 9062 One Washington Circle NW Link Hotel rooms unique venue

Fairmont Hotel 7073 2401 M Street NW Link Hotel rooms

Topaz Hotel 1733 N Street NW Link Hotel rooms

Hotel Rouge 1315 16th

Street NW Link Hotel rooms

Hotel Palomar 2121 P Street NW Link Hotel rooms

Food amp Wine


Calypso Wine Distributors 114860 Beth-ann Roth 703-464-5550

1725 Eye Street NW Ste 300

Link Giveaways specialty wine at events

Note The above companies have been selected to help you get started If you have additional recommendations or

know of any other WB-approved vendors please contact Vanessa Ferragut to get these added to the next version


29

References

1 ldquoLivestock and Climate Changerdquo World Watch Institute Retrieved from

httpwwwworldwatchorgfilespdfLivestock20and20Climate20Changepdf

2 Blue Green Meetings Retrieved from httpwwwbluegreenmeetingsorgSuppliersAccommodationshtm

3 Spatrisano A amp Wilson N (2007) Simple Steps to Green Meetings and Events United States of America

4 Tesdahl Ben (2008) Meetings Law Spelling Out lsquoGreenrsquo in Black and White Meetings Industry Megasite

Retrieved from httpwwwmimegasitecommimegasitearticlesarticle_displayjspvnu_content_id=1003849215

5 Barbara Scofidio (July 8 2009) Green It and Mean It Meetings Net Retrieved from

httpmeetingsnetcomnewsgreen-effort-meetings-0708

6 Wallace E Mathai M Heath A Convention Industry Council (2008) Convention Industry Council Manual 8th

Edition Washington DC

7 Cortese Amy (2009 September) Are We Doing Enough One Magazine September Issue

8 Hill Lori (2009) If You Green It They Will Come [PowerPoint slides] lori hill event productions Retrieved from

IFC Footprint website httpifcnetifcorgintranetfootprintnsfAttachmentsByTitlepres_EarthDay2009_IfYouGreenIt$FILEIf+You+Green+It+They+Will+Comepdf

9 UNEP ICLEI (2009) Green Meeting Guide 2009 Roll out the Green Carpet for your Participants

10 Kaplan Jonathan National Resource Defense Council ldquoEat Green Our everyday food choices affect global

warming and the environmentrdquo Retrieved from wwwnrdcorg

11 ldquoLivestockrsquos Long Shadowrdquo by Food and Agriculture Organization of the United Nations Retrieved from

httpwwwfaoorgdocrep010a0701ea0701e00HTM

12 Meeting Strategies Worldwide Retrieved from httpwwwmeetgreencom

13 Telschow Roger (2009) Guide for the Responsible Print Buyer United States of America


About this Guide

This guide details considerations for planning a meeting or event in line with the World Bank Grouprsquos

commitment to minimize the environmental impacts of how we run our business day-to-day We

encourage you to use this guide for small meetings catered brown-bag lunches or large conferences

For smaller events consult the ldquoChecklistsrdquo and ldquoAnnexesrdquo for quick and easy things to consider For

larger events we recommend formalizing your teamrsquos commitments for a sustainable event In this

case see the ldquoGetting Startedrdquo section The ldquoNuts and Boltsrdquo section expands on each component of an

event and provides guidance on how to reduce your eventrsquos impact on the environment

The guide is divided into three main parts

1) 11 quick tips to a low-impact event helps you focus on the easily achievable tasks

2) The Nuts and Bolts section provides details on how to reduce the impact from printing and

paper use catering venue selection hotel selection ground transportation and giveaways This

section allows the user to access only those aspects of the event they want to target ndash access

the catering section if interests lie in food and beverage or check out the tips to choosing a

venue if thatrsquos most important to the planner and teamrsquos commitment

3) Checklists for organizing meetings in Washington DC or in any country office are located prior

to the Annexes for your quick reference

4) Annexes are available for planning both onsite and offsite events and are broken down by print

catering and venue selection The Annexes also include a checklist broken down by ldquoBasicrdquo

ldquoGoing Furtherrdquo and ldquoGoing Even Furtherrdquo to help planners determine the level of sustainability

they want to reach in each aspect Lastly this section also shares Request for Proposal (RFP)

language for a planner to include in any basic contracts written or verbal correspondence with

vendors

This Guide is a working document This Guide will be updated annually as additional best practice

examples are identified from our WBG colleagues and as best practices for the meeting planning

industry improve The Guide has been written with a concentration on the World Bank Grouprsquos

Washington DC offices While most of the information found in the ldquoNuts and Boltsrdquo section can be

applied globally we encourage planners in WBG country offices to contact Vanessa Ferragut with

comments suggestions and examples to strengthen this guide for use by WBG staff in country offices

(ie hosting events either in your offices or at external venues in the countries where we do business)

Both the WB Corporate Responsibility (CR) and IFC Footprint Program teams are available to guide you

through your sustainable event planning process and aid in offsetting associated carbon emissions

WB Corporate Responsibility Contact

Adam Rubinfield Sustainability Coordinator

arubinfieldworldbankorg

httpgreening

IFC Footprint Program Contacts

Sarah Raposa Program Officer

sraposaifcorg

httpifcfootprint

Sharon Esumei Sr Program Assistant Vanessa Ferragut CMP sesumeiworldbankorg Event and Outreach Coordinator vferragutifcorg


Contents

ABOUT THIS GUIDE 2

CONTENTS 3



Getting Started 5


Catering 7






E-Meetings 15









References 29









See

Pag

e 6

fo

r m

ore

info

rmat

ion

Go

to

An

nex

1 f

or

hel

p S

elec

tin

g a

Pri

nt

Sho

p







on a new one



both time and money

See

Pag

e 8

fo

r m

ore

info

rmat

ion

Go

to

An

nex

2 amp

An

nex

3 f

or

hel

p w

ith

inte

rnal

an

d e

xter

nal

cate

rin

g











accessible



See

Pag

e 1

0

for

Giv

eaw

ays






Pag

e

13





Pri

nti

ng

and

Pap

er U

se

Ve

nu

e

Cat

eri

ng

Bas

ics



Getting Started









































waste content















do have some impact























double-sided


Best Practice Tips









Catering







































Best Practice Tips

























































Gifts and Giveaways


















meeting These are
























carbon offsets






















Best Practice Tips







E-Meetings





centers







































General Tips

















18











Giveaways








Transportation



19




























20




















GiveawaysOther






21












your print jobs



Basic YN Notes








(ECF)







23









Basic YN Notes
















24


























None




None





limited







options


RA












requests

None


25



Venue

Basic YN Notes


event venues




















program



responsible)




26







Selecting a Hotel

Basic YN Notes


transport





rooms are not used





the facility














do


27








leave the room)


etc)




for comfort







202-822-8783



(202) 462-5143



202-298-0003



Plaza Art Store


202-331-7090





















Food amp Wine








29

References






















Contents

ABOUT THIS GUIDE 2

CONTENTS 3



Getting Started 5


Catering 7






E-Meetings 15









References 29









See

Pag

e 6

fo

r m

ore

info

rmat

ion

Go

to

An

nex

1 f

or

hel

p S

elec

tin

g a

Pri

nt

Sho

p







on a new one



both time and money

See

Pag

e 8

fo

r m

ore

info

rmat

ion

Go

to

An

nex

2 amp

An

nex

3 f

or

hel

p w

ith

inte

rnal

an

d e

xter

nal

cate

rin

g











accessible



See

Pag

e 1

0

for

Giv

eaw

ays






Pag

e

13





Pri

nti

ng

and

Pap

er U

se

Ve

nu

e

Cat

eri

ng

Bas

ics



Getting Started









































waste content















do have some impact























double-sided


Best Practice Tips









Catering







































Best Practice Tips

























































Gifts and Giveaways


















meeting These are
























carbon offsets






















Best Practice Tips







E-Meetings





centers







































General Tips

















18











Giveaways








Transportation



19




























20




















GiveawaysOther






21












your print jobs



Basic YN Notes








(ECF)







23









Basic YN Notes
















24


























None




None





limited







options


RA












requests

None


25



Venue

Basic YN Notes


event venues




















program



responsible)




26







Selecting a Hotel

Basic YN Notes


transport





rooms are not used





the facility














do


27








leave the room)


etc)




for comfort







202-822-8783



(202) 462-5143



202-298-0003



Plaza Art Store


202-331-7090





















Food amp Wine








29

References





























See

Pag

e 6

fo

r m

ore

info

rmat

ion

Go

to

An

nex

1 f

or

hel

p S

elec

tin

g a

Pri

nt

Sho

p







on a new one



both time and money

See

Pag

e 8

fo

r m

ore

info

rmat

ion

Go

to

An

nex

2 amp

An

nex

3 f

or

hel

p w

ith

inte

rnal

an

d e

xter

nal

cate

rin

g











accessible



See

Pag

e 1

0

for

Giv

eaw

ays






Pag

e

13





Pri

nti

ng

and

Pap

er U

se

Ve

nu

e

Cat

eri

ng

Bas

ics



Getting Started









































waste content















do have some impact























double-sided


Best Practice Tips









Catering







































Best Practice Tips

























































Gifts and Giveaways


















meeting These are
























carbon offsets






















Best Practice Tips







E-Meetings





centers







































General Tips

















18











Giveaways








Transportation



19




























20




















GiveawaysOther






21












your print jobs



Basic YN Notes








(ECF)







23









Basic YN Notes
















24


























None




None





limited







options


RA












requests

None


25



Venue

Basic YN Notes


event venues




















program



responsible)




26







Selecting a Hotel

Basic YN Notes


transport





rooms are not used





the facility














do


27








leave the room)


etc)




for comfort







202-822-8783



(202) 462-5143



202-298-0003



Plaza Art Store


202-331-7090





















Food amp Wine








29

References























Getting Started









































waste content















do have some impact























double-sided


Best Practice Tips









Catering







































Best Practice Tips

























































Gifts and Giveaways


















meeting These are
























carbon offsets






















Best Practice Tips







E-Meetings





centers







































General Tips

















18











Giveaways








Transportation



19




























20




















GiveawaysOther






21












your print jobs



Basic YN Notes








(ECF)







23









Basic YN Notes
















24


























None




None





limited







options


RA












requests

None


25



Venue

Basic YN Notes


event venues




















program



responsible)




26







Selecting a Hotel

Basic YN Notes


transport





rooms are not used





the facility














do


27








leave the room)


etc)




for comfort







202-822-8783



(202) 462-5143



202-298-0003



Plaza Art Store


202-331-7090





















Food amp Wine








29

References
































waste content















do have some impact























double-sided


Best Practice Tips









Catering







































Best Practice Tips

























































Gifts and Giveaways


















meeting These are
























carbon offsets






















Best Practice Tips







E-Meetings





centers







































General Tips

















18











Giveaways








Transportation



19




























20




















GiveawaysOther






21












your print jobs



Basic YN Notes








(ECF)







23









Basic YN Notes
















24


























None




None





limited







options


RA












requests

None


25



Venue

Basic YN Notes


event venues




















program



responsible)




26







Selecting a Hotel

Basic YN Notes


transport





rooms are not used





the facility














do


27








leave the room)


etc)




for comfort







202-822-8783



(202) 462-5143



202-298-0003



Plaza Art Store


202-331-7090





















Food amp Wine








29

References






















Best Practice Tips









Catering







































Best Practice Tips

























































Gifts and Giveaways


















meeting These are
























carbon offsets






















Best Practice Tips







E-Meetings





centers







































General Tips

















18











Giveaways








Transportation



19




























20




















GiveawaysOther






21












your print jobs



Basic YN Notes








(ECF)







23









Basic YN Notes
















24


























None




None





limited







options


RA












requests

None


25



Venue

Basic YN Notes


event venues




















program



responsible)




26







Selecting a Hotel

Basic YN Notes


transport





rooms are not used





the facility














do


27








leave the room)


etc)




for comfort







202-822-8783



(202) 462-5143



202-298-0003



Plaza Art Store


202-331-7090





















Food amp Wine








29

References






















































Best Practice Tips

























































Gifts and Giveaways


















meeting These are
























carbon offsets






















Best Practice Tips







E-Meetings





centers







































General Tips

















18











Giveaways








Transportation



19




























20




















GiveawaysOther






21












your print jobs



Basic YN Notes








(ECF)







23









Basic YN Notes
















24


























None




None





limited







options


RA












requests

None


25



Venue

Basic YN Notes


event venues




















program



responsible)




26







Selecting a Hotel

Basic YN Notes


transport





rooms are not used





the facility














do


27








leave the room)


etc)




for comfort







202-822-8783



(202) 462-5143



202-298-0003



Plaza Art Store


202-331-7090





















Food amp Wine








29

References






























































Gifts and Giveaways


















meeting These are
























carbon offsets






















Best Practice Tips







E-Meetings





centers







































General Tips

















18











Giveaways








Transportation



19




























20




















GiveawaysOther






21












your print jobs



Basic YN Notes








(ECF)







23









Basic YN Notes
















24


























None




None





limited







options


RA












requests

None


25



Venue

Basic YN Notes


event venues




















program



responsible)




26







Selecting a Hotel

Basic YN Notes


transport





rooms are not used





the facility














do


27








leave the room)


etc)




for comfort







202-822-8783



(202) 462-5143



202-298-0003



Plaza Art Store


202-331-7090





















Food amp Wine








29

References






























meeting These are
























carbon offsets






















Best Practice Tips







E-Meetings





centers







































General Tips

















18











Giveaways








Transportation



19




























20




















GiveawaysOther






21












your print jobs



Basic YN Notes








(ECF)







23









Basic YN Notes
















24


























None




None





limited







options


RA












requests

None


25



Venue

Basic YN Notes


event venues




















program



responsible)




26







Selecting a Hotel

Basic YN Notes


transport





rooms are not used





the facility














do


27








leave the room)


etc)




for comfort







202-822-8783



(202) 462-5143



202-298-0003



Plaza Art Store


202-331-7090





















Food amp Wine








29

References










































Best Practice Tips







E-Meetings





centers







































General Tips

















18











Giveaways








Transportation



19




























20




















GiveawaysOther






21












your print jobs



Basic YN Notes








(ECF)







23









Basic YN Notes
















24


























None




None





limited







options


RA












requests

None


25



Venue

Basic YN Notes


event venues




















program



responsible)




26







Selecting a Hotel

Basic YN Notes


transport





rooms are not used





the facility














do


27








leave the room)


etc)




for comfort







202-822-8783



(202) 462-5143



202-298-0003



Plaza Art Store


202-331-7090





















Food amp Wine








29

References






















E-Meetings





centers







































General Tips

















18











Giveaways








Transportation



19




























20




















GiveawaysOther






21












your print jobs



Basic YN Notes








(ECF)







23









Basic YN Notes
















24


























None




None





limited







options


RA












requests

None


25



Venue

Basic YN Notes


event venues




















program



responsible)




26







Selecting a Hotel

Basic YN Notes


transport





rooms are not used





the facility














do


27








leave the room)


etc)




for comfort







202-822-8783



(202) 462-5143



202-298-0003



Plaza Art Store


202-331-7090





















Food amp Wine








29

References





































General Tips

















18











Giveaways








Transportation



19




























20




















GiveawaysOther






21












your print jobs



Basic YN Notes








(ECF)







23









Basic YN Notes
















24


























None




None





limited







options


RA












requests

None


25



Venue

Basic YN Notes


event venues




















program



responsible)




26







Selecting a Hotel

Basic YN Notes


transport





rooms are not used





the facility














do


27








leave the room)


etc)




for comfort







202-822-8783



(202) 462-5143



202-298-0003



Plaza Art Store


202-331-7090





















Food amp Wine








29

References






















18











Giveaways








Transportation



19




























20




















GiveawaysOther






21












your print jobs



Basic YN Notes








(ECF)







23









Basic YN Notes
















24


























None




None





limited







options


RA












requests

None


25



Venue

Basic YN Notes


event venues




















program



responsible)




26







Selecting a Hotel

Basic YN Notes


transport





rooms are not used





the facility














do


27








leave the room)


etc)




for comfort







202-822-8783



(202) 462-5143



202-298-0003



Plaza Art Store


202-331-7090





















Food amp Wine








29

References






















19




























20




















GiveawaysOther






21












your print jobs



Basic YN Notes








(ECF)







23









Basic YN Notes
















24


























None




None





limited







options


RA












requests

None


25



Venue

Basic YN Notes


event venues




















program



responsible)




26







Selecting a Hotel

Basic YN Notes


transport





rooms are not used





the facility














do


27








leave the room)


etc)




for comfort







202-822-8783



(202) 462-5143



202-298-0003



Plaza Art Store


202-331-7090





















Food amp Wine








29

References






















20




















GiveawaysOther






21












your print jobs



Basic YN Notes








(ECF)







23









Basic YN Notes
















24


























None




None





limited







options


RA












requests

None


25



Venue

Basic YN Notes


event venues




















program



responsible)




26







Selecting a Hotel

Basic YN Notes


transport





rooms are not used





the facility














do


27








leave the room)


etc)




for comfort







202-822-8783



(202) 462-5143



202-298-0003



Plaza Art Store


202-331-7090





















Food amp Wine








29

References






















21












your print jobs



Basic YN Notes








(ECF)







23









Basic YN Notes
















24


























None




None





limited







options


RA












requests

None


25



Venue

Basic YN Notes


event venues




















program



responsible)




26







Selecting a Hotel

Basic YN Notes


transport





rooms are not used





the facility














do


27








leave the room)


etc)




for comfort







202-822-8783



(202) 462-5143



202-298-0003



Plaza Art Store


202-331-7090





















Food amp Wine








29

References



























your print jobs



Basic YN Notes








(ECF)







23









Basic YN Notes
















24


























None




None





limited







options


RA












requests

None


25



Venue

Basic YN Notes


event venues




















program



responsible)




26







Selecting a Hotel

Basic YN Notes


transport





rooms are not used





the facility














do


27








leave the room)


etc)




for comfort







202-822-8783



(202) 462-5143



202-298-0003



Plaza Art Store


202-331-7090





















Food amp Wine








29

References






















23









Basic YN Notes
















24


























None




None





limited







options


RA












requests

None


25



Venue

Basic YN Notes


event venues




















program



responsible)




26







Selecting a Hotel

Basic YN Notes


transport





rooms are not used





the facility














do


27








leave the room)


etc)




for comfort







202-822-8783



(202) 462-5143



202-298-0003



Plaza Art Store


202-331-7090





















Food amp Wine








29

References






















24


























None




None





limited







options


RA












requests

None


25



Venue

Basic YN Notes


event venues




















program



responsible)




26







Selecting a Hotel

Basic YN Notes


transport





rooms are not used





the facility














do


27








leave the room)


etc)




for comfort







202-822-8783



(202) 462-5143



202-298-0003



Plaza Art Store


202-331-7090





















Food amp Wine








29

References






















25



Venue

Basic YN Notes


event venues




















program



responsible)




26







Selecting a Hotel

Basic YN Notes


transport





rooms are not used





the facility














do


27








leave the room)


etc)




for comfort







202-822-8783



(202) 462-5143



202-298-0003



Plaza Art Store


202-331-7090





















Food amp Wine








29

References






















26







Selecting a Hotel

Basic YN Notes


transport





rooms are not used





the facility














do


27








leave the room)


etc)




for comfort







202-822-8783



(202) 462-5143



202-298-0003



Plaza Art Store


202-331-7090





















Food amp Wine








29

References






















27








leave the room)


etc)




for comfort







202-822-8783



(202) 462-5143



202-298-0003



Plaza Art Store


202-331-7090





















Food amp Wine








29

References


























202-822-8783



(202) 462-5143



202-298-0003



Plaza Art Store


202-331-7090





















Food amp Wine








29

References






















29

References





















sustainable meetings and events - world bank...free-range. for seafood, request caterers to follow...

Documents