The presentation from Collinson Media's Aug. 22 webinar, A Practical Approach to Sustainability.

1. presents…

2. Welcome!
Kevin R. Johnston, CMP Katherine Manfredi, CMM
President Senior Director,
Green Mee'ng Industry Council
Strategic Event Management & CSR
(GMIC) Atlanta Chapter
Conference Partners, Inc.
johnstoncmp@gmail.com
manfredi.katherine@gmail.com

3. Kevin R. Johnston, CMP
Katherine Manfredi, CMM
August 22, 2012 Webinar
Collinson Media & Events

4. Today’s Agenda
1. Snapshot: industry's first and only
prescrip've, comprehensive
standards for environmentally
sustainable mee'ngs
2. InitaFves: opportuni'es to
strengthen planner‐supplier
partnerships and jointly achieve
sustainability goals by adding key
clauses into your contracts
3. Measurement: What and how to
measure your achievements and
celebrate successes
4. Case study: overview of how one
venue became an award winner
based on a sustainability requirement
in an RFP

9. APEX/ASTM Environmentally
Sustainable Event Standards

12. APEX/ASTM ‐ 9 Standards
Accommodations
Audio Visual
Venues & Production
Communications
& Marketing
Materials
Transportation APEX/ASTM
Standards
Destinations
On-Site
Offices
Food & Exhibits
Beverage

13. APEX/ASTM ‐ 9 Standards
APEX/ASTM
Standards

14. APEX/ASTM ‐ 9 Standards

15. 1. AccommodaFons

17. 2. Audio/Visual and ProducFon

18. • Energy efficient ligh'ng
i.e. LEDs
• Energy Star equipment

19. 3. CommunicaFons &
MarkeFng Materials

20. @KManfredi @kevin_johnston @GMIC
@connectmeetings @collaboratemeetings @rejuvenatemeetings
#greenmeetings #CSR #green #sustainability #GMIC

21. 4. DesFnaFons

22. 5. Exhibits

24. 6. Food & Beverage

25. During a 2.5-day event
with 500 attendees,
you would use...
 6,250 plates
 8,750 napkins
 7,500 cups or glasses
and
 9,000 cans or bottles

26. They can wash 14,000 glasses and
use less energy than needed to
make and dispose of one plastic cup?

27. 7. On‐site Offices

29. 8. TransportaFon

31. 9. Venues

32. There are 2,500,000 weddings a
year.
If they all started one hour earlier and
ended an hour earlier, we would save
2,500,000 hours of electricity.

33. APEX/ASTM ‐ 9 Standards
Accommodations
Audio Visual
Venues & Production
Communications
& Marketing
Materials
Transportation APEX/ASTM
Standards
Destinations
On-Site
Offices
Food & Exhibits
Beverage

34. APEX/ASTM ‐ 9 Standards
APEX/ASTM
Standards

35. APEX/ASTM ‐ 9 Standards

36. APEX/ASTM ‐ 9 Standards

37. 4
3
2
1

39.  Ready made checklist for your
RFPs are within the standards
 Ease of decision making
 Confirms that your events reflect
your sustainability commitment
 The standards provide a template to
measure your progress

40. (Des'na'ons, Hotels, Exhibit GSC, Catering Firms, AV
and Transporta'on Providers, etc.)
 Consistent requests by organizers
for green prac'ces
 Checklist will help guide your
organiza'on towards internal
changes
 Provides a compe''ve advantage
 Decreases risk of ‘greenwashing’
 Standard response to RFPs

41. 2 ‐ "Green MeeFng/Event IniFaFves"
Contracts and Sustainability
“It’s more than just Dates, Rates &
Space!”

42. "Green Mee'ng/Event Ini'a'ves"
Do you put them in your contracts?
hbp://www.linkedin.com/in/kevinrjohnston
1766 ConnecFons link me to
11,485,596 + professionals
44,445 New People in my network since
August 17

43. "Green Mee'ng/Event Ini'a'ves"
Do you put them in your contracts?
“…we are an agency, and we've never been asked for
this (to date). We even try to suggest sustainable ideas
and solu'ons to clients and we are s'll coming up
against "only if it doesn't cost any more" type answers
‐ so some'mes we recycle on their behalf and don't
tell them!
Rob Hayworth
U.K. Freelance Event Manager

44. "Green Mee'ng/Event Ini'a'ves"
Do you put them in your contracts?
“Yes. We have a preiy detailed clause.”
Sharon Collins
American Cancer Society

45. Step 1:
State your expectaFons upfront!
Environmental ExpectaFons
YOUR COMPANY expects the HOTEL will adhere to the
following green prac'ces which include: waste
management, recycling, energy use, use of renewable
resources and conserva'on of non‐renewable resources.

46. Green MeeFng/Sustainability
PracFces to consider…
 Insert sustainability verbiage into venue/hotel contract
negotiation process
 Communicate expectations to all meeting
stakeholders:
 Event Participants’ Supply Chain
 Go “Paperless” wherever practical or possible
 Integrate outside sustainability vendors –
 i.e., Clean the World
 Measure and share event accomplishments

47. Step 2:
Put in in wriFng, in your venue contract
Recycling ParFcipaFon –
 Provide a recycling program (recycling paper, plas'c,
glass, aluminum cans, cardboard and grease) for en're
hotel including sleeping rooms and mee'ng space.
 Provide clearly marked recycling containers in common
areas including lobby and HOTEL guest rooms unless
HOTEL sorts and recycles.

48. Energy Use –
 Instruct HOTEL housekeeping staff to shut blinds and
turn down the heat/air condi'oning and turn off lights
during the day in rooms while aiendees are gone.
 Implement a towel and sheet reuse program.

49. Waste MinimizaFon –
 Instruct the HOTEL housekeeping staff to not replace
consumable ameni'es daily unless they are gone. Use of
soap and shampoo dispensers would be op'mal. The
HOTEL will par'cipate in an amenity dona'on program –
if available locally.
 Use glass or china (non‐disposable) catering plates,
cups and glasses.

50. Waste MinimizaFon –
 NO polystyrene used under any circumstances.
 Serve condiments in bulk containers, not individual
servings, elimina'ng wasteful packaging.
 Use cloth napkins, whenever possible. Use coasters
instead of cocktail napkins. If paper napkins are required –
then they must be made of post‐consumer recycled paper.

51. Waste MinimizaFon –
 Donate all lep over food to a local food bank.
 Donate all table scraps to a local farm or compost – if
program is available or made available by Greenbuild.
 If food and beverage events are not booked in hotel, hotel
is to offer locally grown, organic op'on in food and
beverage outlets. Polystyrene is not to be used in any
venue of the hotel.

52. Environmentally Responsible Purchasing –
 Use cleaning products that do not introduce
toxins into the air or water.
 Use shade‐grown coffee at any conference
func'ons.
 Use predominately local, organic produce/products in any
food and beverage events contracted as a part of the
conference

53. Environmental Clause
*POST CONFERENCE REQUIREMENTS*
The following specific documentaFon is due within 30
days of the event to receive any final payments due
 Recycling weights/amounts for:
• Paper, plas'c, glass, aluminum/cans,
cardboard
 Waste by weight for: landfill (non‐recyclable materials),
food
 Amount of donated food in weight – if food/beverage
were contracted as part of the conference

54. STEP 3: Research & USE suppliers with
GREEN INITIATIVE Programs
 Hotels
 Transporta'on Companies
 Catering Companies
 Special Event Venues
 CVB’s & Conven'on Centers

55. Environmental Clause
*POST CONFERENCE REQUIREMENTS*
 Food weight that was composted – if compos'ng
was available and if food/beverage were contracted as
part of the conference
 Number of US Green Building Council’s guests
par'cipa'ng in the towel/sheet reuse program
 Percentage of locally grown products used in food/
beverage services – if food/beverage were contracted
as part of the conference

56. Environmental Clause
*POST CONFERENCE REQUIREMENTS*
 Percentage of organically grown
products used in food/beverage
services ‐ if food/beverage were
contracted as part of the conference
 Paper content of the bathroom products
 Specifica'ons of any biodegradable products used

57. Step 1: State your expectations
upfront!
Step 2: Put in in writing,
in your venue contract
Step 3: Research & USE suppliers
with
Green Initiatives Programs

58. LASTLY…
Step 4:
Take SMALL Steps

60. Measurement ‐ Scoring

61. WHAT GETS MEASURED GETS
MANAGED

62. REDUCE COSTS BY
BETTER
MANAGEMENT

63. During a 2.5-day event
with 500 attendees,
you would use...
 6,250 plates
 8,750 napkins
 7,500 cups or glasses
and
 9,000 cans or bottles

64. What to measure?

65. Waste
Paper, glass, aluminum
compost
food donaFons
paper saved

66. Food oils
susty seafood
local, regional, organic
composted
fair trade
donated

67. Energy
consumpFon

68. diverted
reused
Water
consumpFon

69. emissions
Carbon
event miles
footprint

70. supply chain
policy
Procurement

71. Abendees
edu
towel/linen reuse
community acFviFes

72. hours
Community
Involvement
$ donated

73. Measure and Document
• Gather your data (economic and environmental)
• Establish your baseline
• Communicate & Celebrate your successes

80. Case Study: GWCCA
The Georgia World Congress
Center Authority

87. Client Sustainability
IniFaFves Convergence (Microsoq)
60% Diverted
TechEd (Microsoq)
65% Diverted
CMOR (McDonalds)
55% Diverted
Coca Cola 125th Anniversary
35% Diverted

88. Client Sustainability IniFaFves
Chick‐fil‐A Bowl
31% Diverted
NCAA Final Four
April 2013

90. Case Study: GWCCA
The Georgia World Congress Center Authority

92. www.gmicglobal.org
www.gmicglobal.org

93. Thank You!
Kevin R. Johnston, CMP Katherine Manfredi, CMM
President Senior Director,
Green Mee'ng Industry Council
Strategic Event Management & CSR
(GMIC) Atlanta Chapter
Conference Partners, Inc.
johnstoncmp@gmail.com
manfredi.katherine@gmail.com

94. • Next Webinar: Sept. 19 with Robert Gilbert, Walt Disney
World Resort, Execu've Chef of Special Events and
Catering Opera'ons
• This and future webinars: collaboratemee'ngs.com
connectyourmee'ngs.com or rejuvenatemee'ngs.com