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Building An Event Roadmap Gmic1022
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Building An Event Roadmap Gmic1022



The Greening Your Event Organization, Building a Roadmap was presented at a Green Meeting Industry Council event. The presentation covers the following information: ...

The Greening Your Event Organization, Building a Roadmap was presented at a Green Meeting Industry Council event. The presentation covers the following information:
• Green Event Overview
• Creation Process
• Roadmap Samples
• Measuring Progress
• Oracle OpenWorld Case Study
• Funding the Roadmap
• Resources



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Building An Event Roadmap Gmic1022 Building An Event Roadmap Gmic1022 Presentation Transcript

  • Greening Your Event Organization, Building a Roadmap
    October 22, 2009
    Paul Salinger
    Beverly Alkire
  • Introduction Activity
    • Name
    • Organization
    • Challenge you are facing
    • Green confession
  • Agenda
    Roadmap Defined
    Creation Process
    Roadmap Samples
    Measuring Progress
    Oracle OpenWorld Case Study
    Funding the Roadmap
  • What is a Roadmap?
    A tool to help you navigate and measure the distance from point A to point B
  • Roadmap Benefits
    Delineates beginning and end points
    Provides a path of action
    Shows activities in a single snapshot
    Allows you to change course and adjust mid-stream
    Aligns others via a visual plan
  • Creation Process
    Review strategies and actions completed to date
    Assess opportunities, challenges and requirements – industry, best practices, partner, customer, competition, etc.
    Develop strategic objectives and a plan to get there
    Identify gaps
    Map out key activities
    Gain buy-in
  • Important Considerations
    Find your sponsor
    Take the time to set the foundation
    Get your own house in order first
    Treat as a “real” project
    Be realistic about time to complete and resourcing
    Factor in requirements as drivers
    Engage stakeholders in the development process
    Develop metrics to assess roadmap progress
  • Green Event Roadmap
    Industry and Other Stakeholders
    • Green Event PR
    • Industry Panels and Awards
    • Industry Outreach
    • Strategic NGO Partnerships
    Partners and Vendors
    • Offerings Collection and Assessment
    • Requirements and Gap Analysis
    • Extended Green Team
    • Partner/Vendor Summit
    • Integrated Green Database
    • Green Contract Deployment
    • Partner/Vendor Green Assessment, Verification and Accountability
    Corporate Internal
    Green Team
    Green Definition
    Green Playbook
    Stakeholder Plan
    Goals, Metrics an Measurement Plan
    Strategic Alignment
    Green Roadmap
    Deployment Plan
    Executive Engagement
    • Baseline Assessment
    • Program Deployment and Training
    • Employee Toolkit
    • Reward and Recognition Plan
    • Sponsor engagement
    • Industry stakeholder engagement
    • Green procurement
    • Metrics tracking and accountability
    • Internal Communications and PR
    • Web-based measurement tool
    • Reporting
    • External Event PR
  • A Global Strategy – Green Meetings
    Developed global strategy for running green meetings
    Based on premise of reduce, re-use, recycle
    Oracle OpenWorld 2007 was start
    Bigger program in 2008 (Increased score from 34 to 64)
    Rolled out policies and manual globally in H1 FY ‘09
    Why we’re doing it:
    Cost savings, efficiency, eco-effectiveness
    Responsible meetings management
    Enhance brand reputation
  • Oracle OpenWorld: Standards as Roadmap
  • Measuring Progress
    "What gets measured gets done."-- Peter F. Drucker, management icon
  • Measurement Tips
    Measuring the 'right' metrics
    • Don't let perfect be the enemy of the good
    • Look towards defacto standards in the absence of agreed upon ones
    • Focus on metrics that fit with your business strategies and brand 
    • Every journey begins with a small step - just start measuring! 
    Data Integrity
    Setting Targets
    • Set aspirational, but achievable and measurable goals
    • Is reducing landfill waste to 0 lbs per event attendee too aspirational?  Set a 20% reduction per year over five years
    • Get feedback, and most importantly stakeholder buy-in
    • Not all the data will be right the first time
    • Put an action plan in place to capture missing data
    • Use partial information to project holistic results, if necessary, until complete data can be captured
    • Engage your vendors as early as possible
    • Make it easy for them to execute the metrics
    • Use them as a resource to help identify metrics, measure, and improve them
  • 2008 Highlights
    965: Number of trees that were saved by reducing the size of the OpenWorld 2008 Site Program. In addition 411,585 gallons of water and 692 BTU’s of energy were saved by the decision to reduce and print using 100% post-consumer recycled paper.
     $11,600: Costs avoided by providing streamlined online schedulers, demo requests and maps and not pre-mailing name badges.  Paper use avoided in this process saved an estimated 3 trees.
     60%: Minimum waste diversion achieved by Moscone Center and the Metreon (62%) through recycling and composting programs. All major meeting venues provided comprehensive recycling and composting.
     500,000: The number of plastic bottles avoided by providing water stations and not bottled water. Typical cost for this amount of water is estimated at $1.5 million. The environmental savings of this decision translate into savings* of:
    594,000 liters of water
    36,900 kg of carbon dioxide
    6,750 kg of oil
    745,000 megajoules of energy
     $135,000: Cost saved by replacing existing non-sustainable railroad signage with a card-board based alternative that was recycled. This represents a 75% reduction in costs for this type of sign.
     45%: Percentage of banner signage that will be re-used for future events.
     75%: Reduction in on-site paper use at Oracle OpenWorld since 2006.
     69%: The percentage of host hotels that recycled. 61% also provided a linen reuse program.
     17: Number of media articles about the green initiative published within 30 days of OpenWorld.
  • Preliminary Results - Transportation
    Reducing shuttle requirements by 32 buses. This has been done by expanding hotels on walking routes and establishing shuttles to transit nodes.
    Brings total shuttle reductions to 43 since 2008.
    Translates into 4100 fewer miles travelled, reduced diesel use by 800 gallons and 17,904 lbs of CO2 emissions avoided!
    Providing enhanced sustainable transportation information to attendees, including providing green travel tips, carbon offset options through new partner airlines and public transit information on the Oracle OpenWorld web site.
    Using latest shuttle technology:
    70% buses newer than 2004.
    30% are newer than 2007 and use diesel particular filters.
    100% use low-sulfur diesel and J-level oil.
  • Preliminary Results - Signage
    30% fewer signs used.
    Estimated 30% cost reduction.
    Greener banners/signage:
    Design for Oracle reuse
    Donation for reuse
    Recyclable matte vinyl
    Certified compostable
  • Preliminary Results - Hotels
    Provide green concierge services through SFCVB web site.
    86% of hotels reporting sustainable practices, improving from 80% in 2009.
    5 hotels with meeting space are tracking data for Trash Challenge (new for 2009).
    42% of hotels are on walking routes.
    Tracking amenity donation.
  • Preliminary Results
    Zero water bottles used in food service.
    OpenWorld 2007 – 46,600 12 oz. bottles distributed
    OpenWorld 2008 – 812 five-gallon bottles replace individual water bottle service
    OpenWorld 2009 – SF Municipal water replaces trucked in water
    Green exhibitor guidelines included in exhibitor kit, show blog and green exhibitors featured in the show daily.
    60 Oracle Volunteers will join Friends of the Urban Forest to plant trees in neighborhoods around Moscone Center on Saturday, October 10.
  • Still Tracking – KPIs:
    Economic indicators: Estimate any cost savings/additions associated with efforts:
    Shuttle reductions (Hartmann)
    Signage reductions (Francisco)
    Food procurement (Savor/Hartmann) – water bottles, local
    Print reductions (Jane)
  • Still Tracking – KPIs:
    Environmental Indicators:
    Shuttle fuel use (Hartmann)
    Facility energy use (Moscone)
    Facility water use (Moscone)
    Venue waste (Moscone, 5 meeting hotels – Kelley/Courtney)
    Food miles (Savor/Hartmann)
    Paper use (all vendors, Oracle staff)
    Miles travelled (all vendors, Oracle staff)
  • Still Tracking – KPIs:
    Procurement: Environmental specifications and amounts for
    Food & beverage procurement (Savor!/Hartmann) – amounts of local, organic, etc.
    Trade show procurement (Champion) – carpet, signage, freight, materials reuse, etc.
    Signage (Francisco) – reuse, recycled, donated.
    Printed materials (Jane) – reductions, recycled content.
    Airline partnership program use.
    Deadline: By November 13
  • Funding the Roadmap
    Top Green Myth: Green events and products are always more expensive
    Reality: Many green strategies reduce, rather than increase, costs
    Potentially Less
    Potentially More
    • Local Food & Beverages
    • Reduce Giveaways
    • Re-use Lanyards
    • Branding & Communications
    • Shipping
    • Elimination of bottled drinks
    • Embedded waste
    • Tax benefits & Other incentives through donations & Green Standards
    • Rental Sets vs. custom staging
    • Organic food and beverages
    • China or compostables
    • Green transportation
    • Green tabletop
    • Green giveaways
  • Implementation Success
    • Lead with cost messaging, follow with sustainability
    • Find your visionary
    • Don’t reinvent the wheel
    • Case studies
    • Local industry groups
    • Reward and recognize
    • Work with HR to include activities in R&Rs
    • Document business case
    • Achieve quick wins and show ROI early
    • Build the plan, work the plan
    • Use cost savings tofund initiatives
    • Business case
    • Align with business objectives
    • Build a roadmap
    • Be holistic
    • Engage organization
    • Lead by example
    • “The worst thing you can be in this space is ironic”
    • Go for higher quality, fewer goods
    • “Always better to tell a good story than a great story you don’t feel good about”
    • Communicate in terms people understand
  • Roadmap Resources
    APEX: Part of the CIC developing industry standards through committee and best practices development
    Million Tons of Trash Challenge
    GMIC: www.greenmeetings.info
    Contact Us
    Paul Salinger: paul.salinger@oracle.com
    Beverly Alkire: beverly@greenconsultants.com
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