Oracle Open World 2011 Sustainability Report
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  • 1. Oracle OpenWorld JavaOne San Francisco Sustainability Report • 2011 Prepared by MeetGreen®
  • 2. Can you spot event sustainability 1 at work? 3 2 5 46 2
  • 3. 1 Experience & Legacy 3 People Moving 5 Waste Management Oracle’s event sustainability vision is to enhance Over the last four years Oracle has saved nearly Since 2008 Oracle has successfully diverted attendee experiences through sustainability while half a million dollars by moving attendees in 503 metric tons of waste from landfill through also sharing leading examples of sustainable event more efficient and environmentally responsible recycling, donation, and composting programs. practices. ORACLE Racing will defend the America’s ways. From reducing bus routes to expanding Diversion has held fairly constant, climbing to Cup in San Francisco Bay in 2013, bringing sailing walking hotels, introducing pedi-cabs and 62% in 2011. This is made possible through and sustainable event skills to the table. Since taking advantage of San Francisco’s transit comprehensive waste sorting and event signage finalizing an agreement to host the race in San infrastructure ground transport miles, cost and and waste management education by an army of Francisco, Oracle has been involved in sharing emissions continue to be eliminated. For more Green Angels. This year Oracle’s Appreciation Event lessons learned in planning greener events in the information on how Oracle OpenWorld is making at Treasure Island achieved an 87% diversion rate city with the America’s Cup event planning team. transportation more sustainable refer to page 11. from landfill—an event record! For more information on unique sustainability experiences at and legacies from Oracle 4 Attendee Materials 6 Decor & Exhibit Materials OpenWorld and JavaOne please refer to page 5. While OpenWorld has a comprehensive waste From carpet to padding, furnishings to show management program, organizers are actively booths, and show floral and greenery, much of2 Graphics & Event Branding pursuing “up-pipe” solutions to reduce and reuse the decor at Oracle OpenWorld is reused. Freeman Sustainability and signage are not always good attendee materials. For example, since 2008 estimates carpet has a lifecycle of approximately 2 bedfellows. Oracle is taking steady steps to Oracle has reduced paper used for programs and years, with 10% recycled due to wear and tear each reduce signage and improve the sustainability of dailies from 112 to 6 tons. Sponsor retention show. In addition, plastic film used in the exhibit graphics that are used. This includes maximizing also enabled reuse of 11,970 lanyards in 2011. hall - including table-top vinyl and visqueen, reuse options while making use of substrates Other attendee materials, such as delegate packs includes recycled content. Oracle OpenWorld has that include recycled content and renewable and water bottles, are designed for reuse. Any also pioneered a new film wrap recycling program fibers rather than petroleum-based resources. leftover materials are repurposed through local at Moscone Center, enabling diversion of materials Where reuse is not an option signage is donated organizations such as Resource Area For Teaching that prior to 2010 were landfilled. or recycled. For more information please refer to (RAFT) and Scrounger’s Center for Reusable Art page 7. Parts (SCRAP). 3
  • 4. About Event Details:Oracle OpenWorld • • • October 2-6, 2011 Multiple venues, San Francisco, CA 46,036 participants from 117 countries and JavaOne • • 458 exhibit booths 96,598 total room nights Event Program: Covering 10 venues and filling in 88 hotel properties, Oracle OpenWorld and JavaOne is a massive city-wide technology event, generating an estimated $100 million in revenue in the San Francisco Bay area. Event highlights include 2541 keynote, general, and educational sessions as well as numerous networking receptions and forums. Special attractions include Welcome Receptions, OTN Night, Oracle Appreciation Night at Treasure Island, and the It’s A Wrap! closing party in Yerba Buena Gardens. Event Sustainability Team: Oracle’s event sustainability program is a team effort led by Paul Salinger, Vice President and Jodi Morrison, Senior Director, Oracle Marketing. All Oracle Event Marketing staff are engaged in the effort, with coordination support provided by Kelley Young. Oracle staff participating in the Oracle OpenWorld Green Team include: Francisco Delgadillo, Jane Grodem, Evelyn Neumayr, and Joyce Schroeder. Vendor partners include: Hartmann Studios, InVision Communications, McCall’s Catering, Moscone Center, Freeman, Savor, and San Francisco Travel. 4
  • 5. Sustainable event managementmeans better and more effectiveevents. Done correctly, and integratedas part of the larger managementsystem, sustainability provides animportant filter, which guides smarterdecisions .”— Paul Salinger, Vice President,Oracle Marketing (right) Sharing experience.... Oracle’s journey to improve event sustainability has been gradual and transparent. In addition to reporting publically, Oracle Marketing hosts onsite professional development seminars for event professionals. Fifty event professionals from the North California Chapter of the Green Meeting Industry Council joined in a third annual tour of the event led by Paul Salinger and other Green Team members who shared sustainability lessons learned (above). Oracle hosted event sustainability seminars for Meeting Professionals International, the Professional Convention Management Association, Corporate Event Marketing Association, IMEX, and EIBTM in 2010 and 2011. Oracle is also collaborating with the America’s Cup Event Authority to contribute to event sustainability planning for the 2013 America’s Cup Race. ...and designing experiences. Every year Oracle weaves unique sustainability experiences into Oracle OpenWorld. In previous years organizers have offered a Green Marketplace featuring Oracle partner businesses that offer sustainability services and pedal charger stations where attendees can recharge their computers and make margaritas using bike power. This year a new Retail Row featured Tesla electric cars and an interactive National Geographic exhibit where attendees learned about ocean health (left). Oracle is a significant financial supporter of National Geographic’s ocean conservation programs. 5
  • 6. Event Sustainability StrategyEvent Sustainability Background Event Sustainability Vision Event Sustainability ObjectivesOracle’s event sustainability journey began in To support Oracle’s environmental brand and Oracle identified very specific objectives and2007 and has progressed steadily since then, policy and build a position of leadership by targets for Oracle OpenWorld and JavaOne 2011:achieving several important milestones. improving the overall attendee experienceThese milestones have helped to improve and Oracle brand experience through ideas • Improve overall event sustainability bythe San Francisco event, as well as many and practices that reduce environmental achieving an 85% score in the MeetGreen®other Oracle events globally. impacts, positively contribute to society, and Calculator. (Exceeded) provide economic efficiencies.• 2007: Baseline SFO event audit • Reduce paper use onsite, achieving a 50% completed. This vision is supported by a simple event reduction over 2010 levels. (Exceeded) sustainability policy for Oracle Marketing to:• 2008: Oracle employee training • Improve signage sustainability by reusing a completed. Event RFP and contracts • Rethink how we plan our gatherings to minimum 26% of signs from previous events, implemented for SFO event. align with sustainable business goals ensuring a minimum 26% of signs can be reused in future, and ensuring 100% of• 2009: Vendor Green Team established • Reduce what we use non-reusable signs are recycled or donated. for SFO event. Document mission, (Partially achieved) objectives, and action plan. • Reuse what we are able Measurement expanded. IMEX Silver • Reduce waste by reaching a 75% diversion Green Meetings Award won. • Recycle any materials remaining from from landfill overall. (Not achieved) our events.• 2010: Annual team action planning • Improve food sustainability beyond 77% local continues for SFO event. Measurements sourcing and 19% organic sourcing. Achieve become standardized. Event fewer than 8000 food miles per function sustainability program expands globally (on average) and 26% vegetarian lunches. to include 38 event pilot projects. (Partially achieved)• 2011: Global and SFO initiatives continue Specific details on progress toward these to standardize and integrate, with help objectives are detailed in the following pages. from Oracle Procurement. 6
  • 7. 41 3 5 2Event Branding, with BalanceOne of the greatest challenges for corporate 2. This year Oracle donated approximately 16% of 4. In recent years Oracle has made increasingevents is ensuring a strong brand presence while event signs to local community groups such as use of digital signage, including digitalbeing mindful of sustainability. Sustainability RAFT and SCRAP, including DEMOgrounds pod displays at 8 host hotel venues, such as theis integrated into onsite graphics for Oracle signs used at the Hilton and Moscone Center. Marriott Hotel pictured above.OpenWorld and JavaOne in the following ways: 150 Sintra panels from Oracle OpenWorld were 5. Certain banners have been designed to be provided to an event subcontractor for reuse as reused beyond three year branding cycles,1. Event branding changes every 3 years, not artist canvas. including DEMOgrounds banners in the every year. This enables improved reuse 3. Temporary event signs—amounting to three exhibit halls managed by Oracle during options for large banners, kick panels, and approximately 35% of signs—are made from the event. tenting, which are not dated. These can be renewable paper fiber and manufactured and 6. In summary, sign reuse goals were exceeded used for future events in SFO, as well as other recycled locally. This includes directional, by 6%. 51% of signs were recycled or Oracle events in Asia and Latin America. 32% session, and sponsorship signs. It also includes donated. 86% of signs were diverted of event signs will be reused. Where reuse by exhibit hall aisle signs and facing boards from landfill. 14% of signs—all adhesive Oracle is not feasible, signage is repurposed applied to facility-provided overhead mounts. graphics—were landfilled (based on total to local organizations through venue All these signs are printed direct to substrate square feet of signs used). donation programs or by Oracle directly. without plastic films. 7
  • 8. Best Practice Progress IMPLEMENTATION TIMELINE First Year Current StatusOracle continues to evolve Sustainability Plan & Policy for event marketing, including vision, objectives, targets, & actions. 2009 Pits checklist of sustainable Training and capacity-building for staff about event sustainability. 2008 Pevent best practices. This table Green Team established to help plan and implement tactics. 2009 Psummarizes tactics using a basic Procurement system integrating sustainability: 2008 P PLANPlan, Act, Support, Check, and • RFP requests vendors provide information about sustainability commitments / practice. 2008 PAdvocate approach that is a • Contractors are encouraged to make recommendations that improve sustainability. 2008 Pcommon generic framework for • Sustainability integrated into contracts. 2008 Psustainability. Practices are coded • Sustainability integrated into supplier evaluations. TBCas follows: Reduce: • Select a destination that provides hotels and venues within walking distance or with transit access. 2007 PTBC To be completed. • Select hotels that have practices that conserve water and energy and reduce waste and pollution. 2007 PP Fully implemented tactic. • Select venues that have practices that conserve water and energy and reduce waste and pollution. 2007 P8 Partially implemented • Food & beverage (all venues): Eliminate bottled water, provide bulk refreshments, use bulk condiments, use local 2007 P tactic. Implementation and organic ingredients, offer vegan and vegetarian food options, provide minimally packed menu ingredients, use may be significant but is compostable serviceware (photo left features organic coffee bar with compostable cups). not 100%. • Communications & marketing: Reduce paper consumption through the use of mobile application, online evaluations. 2007 P • Keynote: Local crews/rentals, LED lighting, use more efficient projectors, use of low VOC paints and adhesives in properties 2008 P and staging and paperless and powered-down rehearsals, institute a lights-out policy. ACT • Purchase materials with post-industrial and post-consumer content: paper (100% recycled FSC), signage substrate 2007 8 (recycled and renewable content), carpeting (25% post-industrial content), padding (100% post-consumer content). 8 • Transportation: Eliminate shuttles, source buses locally, provide pedi-cab transportation options, promote use of transit 2008 including BART pass program, prioritize use of local crews for event execution. Reuse: • Donation of hotel amenities, food, decor, signage and other leftover materials. 2007 P • Exhibit hall: Carpet, padding, furnishings, drape, tables, counters, panels, aluminum extrusions. 2008 8 • Keynote: Staging, sets, screens/backdrops, carpeting. 2008 P • Signage: Digital signage, PVC banners, tent graphics, kick panels. 2008 8 • Name badge system: lanyards reused where sponsor maintained. 2008 8 • Shipping and packaging materials. 2008 8 8
  • 9. Best Practice Progress IMPLEMENTATION TIMELINE First Year Current Status Recycle: • Front and back of house venue composting and recycling at all venues, including glass, metal, plastic, batteries, 2007 P and grease.ACT • Recycling and composting programs in place at all official event hotels. 2008 P • Battery recycling program for AV / keynote. 2008 P Other purchasing: • Smartway-certified haulers for all freight (Schenker & Freeman). 2010 P Education / training:SUPPORT • Vendors informed of sustainability expectations. 2008 P • Attendee education through event website, onsite program, onsite facts, signage, video, keynote session. 2008 P • Onsite sustainability experiences (Green Marketplace, Retail Row displays, pedal charger stations). 2008 P Measure sustainable practices - • Overall event performance (MeetGreen® Calculator). 2007 P • Resource use / impacts: Energy use (venue, transport), water use (venue), waste production (venue). 2008 P • Emissions production (venue, catering, accommodation, transportation). 2010 P • Material / services use (paper, carpet, freight). 2009 8 • Lifecycle impacts of more sustainable product purchase decisions (paper, carpet, food, AV). 2007 8CHECK • Economic costs / savings from sustainability. 2007 P • Legacy impacts (donations). 2007 P • Stakeholder engagement (attendee feedback/rating). TBC Responsibility / Accountability: • Complete and disclose a post-event sustainability report. 2007 P • Third-party inspection of post-event documentation and measurements. 2007 P • Provide a voluntary carbon offset option for attendees embedded into registration system and onsite. 2011 P Information sharing:ADVOCATE • Sharing best practices and lessons learned internally through Oracle Global Green Team. 2011 P • Information sharing to industry peers through Meeting Professionals International, Professional Convention 2009 P Management Association, Green Meeting Industry Council, the Corporate Event Marketing Association, and others. 9
  • 10. On Feeding 46,000 in Four Days, Sustainably140,000 cups of coffee, 140,000 sodas or juices, and 60,000 boxed lunches: there’s a lot that goes into feedingOracle OpenWorld and JavaOne attendees! The basic logistics of feeding 46,000 attendees for four days are difficultenough, never mind adding sustainability to the mix. Yet year after year Oracle makes steady progress towardimproving food and beverage, sustainably.Menu PlanningCareful attention to menu planning aims to keep ingredients as sustainable as possible. Both McCalls and Savorprovide detailed menu analysis for 10 of the primary food functions at Oracle OpenWorld. Collectively thesefunctions account for over 85% of food served by weight. In 2011 local sourcing rose from 77% of menu items to88%. Food miles also dropped slightly from an average of 9,855 miles per function to 9,775. This follows a reductionfrom 12,337 miles on average in 2009. While Savor and McCalls have been engaged in improving food sustainabilityfor 3 years, 2011 is the first year Oracle has actively encouraged the six additional hotel venues to purchase moresustainable ingredients. Because food service for large functions was outsourced by hotels late in the planningprocess, Oracle’s ability to measure ingredient sourcing at hotel venues was limited, making this a priority actionitem moving forward.Service and ServicewareSustainable catering considers not only food and beverages, but how these are served. All venues are requestedto provide buffet condiments in bulk and eliminate bottled water. For events the size of Oracle OpenWorldand JavaOne it is prohibitive to use china and linen serviceware in most cases, although this is requested andused where possible, such as for VIP and smaller functions. For large functions organizers fall back to ensuringcompostable serviceware is used exclusively, including every boxed lunch served (photo, top left) and receptionplate used. This commitment extends to sponsored refreshment stations like Tap and Brew and the Buzz Housewhere not only is branded serviceware compostable but organic coffee is provided.Waste ManagementArmies of Green Angels (photo, bottom left) help attendees with onsite waste sorting. This ensures the benefitof sourcing compostable serviceware is fully realised by an international group of attendees who can often beconfused about how to sort their waste in a city they are unfamiliar with. And while overall diversion increased by asmall 2%, a notable increase was experienced at Treasure Island where centralized control over catering and wastemanagement achieved a record 87% diversion of waste from landfill. 10
  • 11. Better Movement of People and MaterialsAttendee Ground TransportationSince 2007 Oracle OpenWorld has cut carbon emissions from onsite attendee ground transportation by 26 metrictons. With more attendees than ever you may wonder how such reductions are possible. Careful planning byorganizers has gradually and deliberately streamlined transportation planning in a variety of ways:• Expanding hotel walking routes to include Union Square and 44% of official host hotels.• Planning remote shuttle routes so that Airport hotels transport attendees to BART station nodes rather than all the way into downtown San Francisco.• Eliminating shuttle routes from Oracle Headquarters.• Providing pedi-cab transport to the downtown CalTrain station, eliminating a motorcoach shuttle route (photo, top right).• Adjusting afternoon shuttle schedules by five minutes to be more efficient with use patterns.• Promoting advance purchase of BART transfers from SFO Airport to reduce shuttle and taxi demand.• Providing detailed transit information to attendees through a variety of print and online media (photo, bottom right).These measures have enabled Oracle to reduce peak shuttle use from 110 buses to 68 buses for the mainconference, reducing overall bus miles by 14,561 since 2008. Furthermore, reductions have enabled an estimated$499,500 in cost savings over the past four years. Attendee feedback is carefully monitored to ensure efficiencies donot erode the attendee experience.Show FreightImprovements have also been experienced in freight handling by Schenker and Freeman:• Distance traveled by Freeman-transported show freight dropped 8,813 miles between 2010 and 2011.• Oracle shipments by Schenker used 303 gallons less fuel due to traveling 1514 fewer miles between 2010 and 2011. This avoided an estimated 3 tons of carbon dioxide emissions.Carbon OffsetFor the first time in Oracle OpenWorld history organizers provided an option for attendees to voluntarily offsetunavoidable carbon emissions. This choice was embedded into registration. 1.4% of attendees opted to offset theirtravel, meeting a target of 1% of emissions offset. This reflects typical uptake for voluntary event programs of thisnature. Moving forward Oracle will consider multiple strategies to improve this emissions accountability figure. 11
  • 12. Event Sustainability Indicators 2007 2008 2009 2010 2011 How are we doing?In addition to chronicling the Event Sustainability Dataevolution of best practices, Oracle Carbon emissions produced (MT)1 - - - 36,479 36,147 OpenWorld organizers compare Carbon emission per person (lbs/person) - - - 1,978 1,731 and contrast the performance Carbon emissions offset (MT / %) - - - 0/0% 594/1.6% of sustainability programs in Venue energy use (kWh) 2 - - 1,525,372 2,098,280 1,740,240 different years. Venue water use (gallons) 2 - - 3,053,122 3,576,384 5,394,983  Landfilled materials (lbs) 2 - 86,645 185,598 210,425 240,892  Recycled materials (lbs) 2 - 77,989 149,261 164,625 229,046  Composted materials (lbs) 2 - 43,640 94,740 131,837 157,700  Donated materials (lbs) 2 - 11,518 13,982 20,623 14,702  Waste per participant (lbs) - 2.1 5.0 5.2 5.2  Diversion from landfill (%) - 61%/56-61% 58%/51-88% 60%/38-74% 62%/33-87%  Paper used (tons, onsite) 112 28 18 31 6.5  Signage (sqft) - - 75,796 112,600 142,759  Carpet (sq yards - show carpet) - 274,308 261,970 213,772  Freight (lbs) 3 - - - 633,900 785,000  Freight (miles - Schenker/Freeman) 3 - - - 14,500/28,413 12,986/19,600  Shuttle buses (# on peak) - 110 80 91 68  Shuttle fuel (miles) - 69,667 65,567 56,637 55,106  Food miles (average/function) 4 - - 12,337 9,855 9,775  AV Energy footprint (kWh) - - - - 110,428  Community agencies helped - - 10 10 6  Attendee evaluation rating (% satisfied) - - - - -   Pat yourself on the back: Indicator is experiencing positive progress toward sustainability. Youve maximized, improved, or captured a baseline.  May deserve a discussion: Indicator may be of concern due to an uncapitalized opportunity, static progress, or decline in sustainability performance.  Definitely stop and look: Indicator is cause for concern and experiencing significant negative trending against sustainability. 12
  • 13. Event Sustainability Indicators 2007 2008 2009 2010 2011 How are we doing? Sustainable Procurement Data Hotels - linen reuse - 61% 79% 86% 86%  Hotels - energy efficient housekeeping - 55% 86% 89% 89%  Hotels - water conserving fixtures - 56% 72% 80% 80%  Hotels - amenity reuse/donation - 59%/38% 67%/51% 79%/58% 79%/58%  Hotels - recycling (diversion from landfill) - 69% 86% 88%(62%) 88%(62%)  Hotels - green cleaner - 62% 63% 74% 74%  Hotels - recycled bathroom papers - 46% 63% 67% 67%  F&B - local (250 miles) ~20% ~65% 60% 77% 88%  F&B - organic (certified) ~20% ~20% 2% 19% 13%  Paper - post-consumer recycled content - 100%/30% 100%/30% 100%/30% 100%/30%  (collateral/office) Carpet - recycled content (post-industrial) - 25% 25% 25% 25%  Signage - sustainable substrate 5 - - 52% 44% 45%  Signage - reused/retained for reuse - - 5%/37% 12%/17% 18%/32%  Signage - local - - 39% 50% 36%  Signaged - donated/recycled - - 45% 70% 51%  Environmental Benefits6 Energy saved (Mj) - 1,455,008 2,546,717 1,950,240 1,234,657 N/A Water saved (L) - 1,879,692 2,739,537 2,538,331 1,534,239 N/A Emissions avoided (MT CO2) - 172 677 627 674 N/A Trees saved - 845 460 233 787 N/A Name badge reuse - - 56% 60% 1% N/A Press articles - 18 32 45 16 N/A Costs avoided through sustainability (net) $152,650 $320,702 $858,638 $16,204 $325,836 N/A MeetGreen® Calculator score 34 62 70 82 86  13
  • 14. 16,900 Gallon Drops in the Water Conservation BucketWhile the event world is often singularly-focussed on climate change and managing carbon emissions, Oracle isalso directing attention to water-related issues. Why? Because while Oracle is making progress at reducing carbonemissions per event attendee and devising solutions to ensure event waste does not continue to rise, organizershave seen that water use is increasing as Oracle OpenWorld and JavaOne expand.Infrastructure ChallengesOf all event metrics, water use is one of the hardest to measure. Buildings are not typically designed to isolate eventand guest room-specific water use. Furthermore, few hotels measure and analyse water use to know how muchis used per guest or per event attendee, so even using average data to make sound water consumption estimatescan be difficult. In light of this, Oracle’s biggest challenge is getting accurate baselines to know for sure howmuch water is being used! Organizers acknowledge there is much uncertainty in water use data and are thereforeworking hard with venues to ensure more accurate water use measurement year to year. Oracle encourages otherevent organizers to ask for water use data so that, like waste and carbon reporting, water consumption disclosurecan become more accurate and wide-spread for events.Onsite Water Conservation EffortsIn spite of this challenge, however, Oracle is still paying attention to water conservation, including providingNational Geographic with a $1 million grant to support ocean conservation (photo, bottom left) . In addition, OracleOpenWorld’s unique approach to water stations is a compelling case study in water conservation for events. Since2007 Oracle has gradually moved away from individually bottled water, to initially use five-gallon water bubblersand now exclusively uses water stations that provide fresh San Francisco tap water (photo, top left). The net resulthas been a staggering reduction in water waste: from 4,369 gallons of attendee drinking water consumed to 1,020gallons consumed. This while attendance has increased! Furthermore, this has prevented the use of over 56,000water bottles, which have an additional estimated manufacturing footprint of 13,600 gallons of water! (Graphiccourtesy Hartmann Studios). 14
  • 15. How do we Analysis Summary Each of the following analyses provide a slightly different perspective on event compare? sustainability. ISO 20121 • Process-based system standard • Scope may be an event, events, or event- related organization • Enables self-defined objectives and targets • International draft standard • May be self or third-party verified • Comparative analysis limited externally • To be adopted 2012 APEX-ASTM • Performance-based technical standard • Scope for an event only • Provides specific objectives and targets • North America-based draft standard • May be self or third-party verified • Comparative analysis possible internally or externally Continuous Improvement • 8/9 standards adopted 2011 Through annual goal-setting and MeetGreen® Calculator consistent measurement, Oracle attempts • Performance-based measurement tool to continuously improve sustainable event • Scope for event only performance. The recent emergence of • No prescriptive objectives and targets sustainable event standards and tracking • International tool against the MeetGreen® Calculator provide • May be self or third-party verified opportunities for comparison. Each of the • Comparative analysis possible internally following analyses provide perspectives or externally on how event sustainability is approached, • Launched 2007 and evolving. 15
  • 16. ISO 20121ISO 20121 is an emergent managementsystem standard for sustainable events. As STANDARD REQUIREMENT BRIEF DESCRIPTION PREPAREDNESS ASSESSMENTof August 2011 it is in the process of publicreview of the Draft International Standard SCOPE (4.4) Clearly identify and document what the sustainable event Compliant for Oracle OpenWorld and(DIS), anticipated to be launched in 2012. management system applies to. Set boundaries. JavaOne scope.This standard requires events be managedusing a process that integrates stakeholder ENGAGEMENT (4.3) Provide a circular system, enabling affected communities and key Compliant. Feedback loops exist withconcerns and sustainable development stakeholders to give feedback at various points to determine if staff, vendors, and attendees in an annualissues. It does not provide a traditional needs are being met. cycle for event scope.checklist of performance requirements orbest practices. In that respect it affords a PRIMARY PURPOSE / VALUES Provide vision and values for sustainable development of the event Non-compliant, minor non-conformity.more flexible approach. It may be applied (4.6) that will guide event activities / decisions. Event has a purpose, however, keyto an event, multiple events, or an event sustainability values are not yetorganization. documented.The anticipated requirements have been POLICY (5.3) Document a formal policy with leadership support for sustainable Non-compliant, minor non-conformity.summarized and briefly described in development of the event. Policies and procedures exist but have notthe table to the right. Further details on been signed by leadership.each can be provided by referring to thenumbered item in the standard itself. ISSUES, OBJECTIVES, & Identify issues that present risks and opportunities for sustainable Non-compliant, minor non-conformity. PLANS (6) development of the event. Craft clear objectives that act on Event-specific objectives, targets, andPreparedness has been assessed using material issues. Document a plan that will enable objectives to be plans are identified. Key sustainabilitya three-tiered scale. The event may be met. issues need to be documented.compliant, or non-compliant due to non-conformity with a standard requirement. IMPLEMENTATION (7 & 8) Provide resources to implement the plan, such as: human Compliant. Oracle twiki, trainingNon-conformities may be major—requiring resources, training, communications to key stakeholders, tools exist. Procurement is engaged.a significant amount of work to address—or operational control and supply chain management. Communications with stakeholdersminor. Significance is determined based ongoing.on the typical effort required to engagestakeholders and document outcomes. CHECK & REVIEW (9 & 10) Measure outcomes and monitor performance against objectives to Compliant. Annual event green team evaluate progress and improve. This includes senior management action plan, review, and goal-setting. reviews, data collection and other tactics. 16
  • 17. APEX-ASTM StandardThe APEX-ASTM Environmentally SECTOR NUMBER OF REQUIREMENTS IN NUMBER OF REQUIREMENTS MET ORSustainable Event Standard is a LEVEL I OF THE STANDARD DEEMED NON-APPLICABLEperformance-based standard for event DESTINATION Planner 17 Planner: 15 / 88%sustainability. Unlike a process standard, Supplier (CVB): 13 Supplier (CVB): 6 / 46%it identifies very specific technical Host City: 11 Host City: 11 / 100%requirements all events must meet. It istherefore more aligned with the “green ACCOMMODATION Planner: 16 Planner: 11 / 69%checklist” approach many organizations Supplier: 33 Supplier: 9 / 27%have adopted. VENUES Planner: 22 Planner: 17 / 77%The draft Standard has 436 requirements in Supplier: 38 Supplier: 25 / 66%nine different event sectors. Each sector hasrequirements for the planner and supplier. FOOD & BEVERAGE Planner: 34 Planner: 28 / 82%In order to comply an event must meet Supplier: 36 Supplier: 29 / 81%100% of requirements in all sectors for allparties. An event may meet Level 1, 2, 3, or EXHIBITS Planner: 24 Planner: 18 / 75%4 performance. Supplier: 18 Supplier: 15 / 83% Exhibitors: 13 Exhibitors: 0 / 0%This analysis considers compliance withapplicable Level 1 requirements only. TRANSPORTATION Planner: 20 Planner: 13 / 65%Detailed requirements for each area can be Supplier: 21 Supplier: 11 / 52%provided. ONSITE OFFICE Planner: 30 Planner: 24 / 80%Eight of the nine sector standards have Supplier: 13 Supplier: 9 / 69%passed, with Accommodations still pendingapproval. Certain required items are open COMMUNICATION Planner: 21 Planner: 16 / 76%to interpretation. Based on this preliminary Supplier: 22 Supplier: 5 / 23%analysis Oracle OpenWorld and JavaOne arecompliant with 65% of all requirements. AUDIO VISUAL Planner: 15 Planner: 12 / 80% Supplier: 19 Supplier: 10 / 53% 17
  • 18. MeetGreen Calculation ® Total Conference ScoreThe MeetGreen® Calculator Oracle OpenWorld JavaOne 2011measures overall eventsustainability. It considers acombination of best practicesand measured performanceachievements to determine anoverall meeting sustainabilityscore (graph right), along withscores in 10 different areas ofmeeting management (graphnext page).Oracle OpenWorld and JavaOne2011 has improved slightly on the2010 event, from 82% to 86%.Red bars are non-Oracle events.Comparison events have beenfiltered to include those heldsince 2009 within the UnitedStates that are of like size (5000+participants). Both corporateand association events arerepresented. 18
  • 19. Property improvements Event Category Score1 Already committed to sustainable practices, San Oracle OpenWorld JavaOne 2011 Francisco hotels and Moscone Center continue topush to improve sustainable practices. This reflects the 3 1City of San Francisco’s direction to encourage and requiremore sustainable performance from city businesses. 4In the last year Moscone Center has upgraded to morewater efficient fixtures and invested in additional 2 5recycling program improvements, which led to someincreases in diversion for the Moscone West building. Inaddition hotels have been working to improve recyclingdiversion rates. Transportation 2 Ground shuttles continue to be reduced at Oracle OpenWorld and JavaOne. This year 35,000 lbsof carbon emissions were reduced by the proactivemeasures described on page 11 of this report. In additionmore modern, fuel-efficient buses continue to besourced. 73% of attendee shuttles are 2007 or newer,compared to 34% in 2010. All shuttles are sourced within3 hours of San Francisco. Name Badge Sustainability 3 Oracle was not able to recover as many name *Note: Additional requirements were introduced into the MeetGreen® Calculator in 2010. This was done to integrate advancing requirements for badge holders for reuse as in previous years, sustainable events based on ISO 20121 and the ASTM-APEX Standard. Reductions in scores in 2010 should be interpreted as a shift in standardwhich led to a slight drop in the Communications and baselines that increase expectations for sustainable events, rather than a decline in event performance for this event specifically.Marketing score. Lanyards were retained for reuse andwill be used in 2012 if the current sponsor is maintained,as was the case in 2011. Although Oracle did not reuse asmany signs from previous years, a higher than historical 4 Onsite Office All shipping by show management took 5 Carbon For the first time in 2011 Oracle offered anumber were retained for reuse into 2012. These trends advantage of SmartWay certified haulers. This voluntary offset purchase option within thehad a neutral effect on the Calculator score. program, operated by the US Environmental Protection registration system for Oracle OpenWorld and JavaOne. Agency, recognizes freight companies that adopt Attendees purchased 594 metric tons of offsets, sustainable shipping practices. amounting to 1% of the event footprint, which is typical for a voluntary program. Offsets were purchased through TerraPass. 19
  • 20. Event Sustainability Goes Global Since 2010 Oracle has been expanding event sustainability best practices beyond San Francisco. In 2011 this included 38 pilot projects on 5 continents, impacting 32,000 event attendees. Following these pilots Oracle identified 16 minimum practices for all events, challenging their global event marketing teams and agencies to implement and report against these guidelines. Since launching the program in June 2011 over 600 events in Asia Pacific, Europe, the Middle East, Africa, Latin America, and North America have started to measure their efforts. The goal by June 2012? Half of Oracle events on the path to implementing best practices, consistently implementing at least 50% of guidelines. In addition, special efforts have and will be taken with larger showcase events, such as Oracle OpenWorld in Beijing, Tokyo, and Sao Paulo. In the first half of 2011 this initiative has resulted in $142,000 in savings, showing that even for small events simple green acts like name badge and sign reuse, collateral reduction, and doing away with bottled water add up! 1Global Green Event Status* 5 5 5 31. North America: 358 events enrolled2. Latin America: 0 events enrolled 43. Europe, Middle East, Africa: 149 events enrolled 2 54. Asia-Pacific: 109 events enrolled5. Showcase events: 4 events executed* Engagement status as of December 19, 2011 20
  • 21. Challenges 1. Social Responsibility 2. Source Reduction The first four years of Oracle’s event While use of some materials at Oracle & Ideas sustainability program have elevated OpenWorld and JavaOne—such as environmentally responsible practices by carpet, paper, shuttle buses, and water event service providers in San Francisco in bottles—continue to drop, some material specific and measurable ways. use is climbing, particularly event signage. If Oracle would like to work There is now an opportunity to broaden toward reductions in this area a good first the sustainable event plan to include step would be to evaluate the need for social responsibility. Social responsibility adhesive signage, which would reduce can take a variety of forms, from ensuring overall sign use and improve diversion ofMarching Forward event plans and supply chains account for graphics from landfill. Removing dates employee health, safety, and well being, from street banner signage would alsoEvery year Oracle OpenWorld’s Green Team revisits past progress to making sure organizers are proactive help improve reuse. These steps mayin order to assess emerging challenges and capitalize on new about considering attendee accessibility also contribute to an overall reductionopportunities. The following items have been identified as needs. It also includes having policies that in waste per attendee, which has heldpossible areas needing attention in 2012. Action items are address and plan for event risks and ethical fairly constant at approximately 5 lbs perproposed to Oracle by MeetGreen® and Green Team members. concerns related to event contracting. attendee over the last few years. Social responsibility can also include While reducing signage is environmentally special projects that improve community and financially desirable, it will be access to the benefits from events. This important to ensure that attendee might involve skills training for youth or satisfaction is not compromised, the disadvantaged. Another opportunity particularly at the JavaOne venues that may be to create a local demonstration require a significant amount of directional project that links the event host with signage. community stakeholders to create win-win outcomes that might be showcased during Now that baseline energy use from AV the event. has also been established, targets could also be discussed and set to reduce power draw by gradually integrating more efficient equipment. Careful consideration of this piece will be required as there may be cost implications associated with newer, greener technology. 21
  • 22. 3. Food & Beverage 4. Waste Management 5. Carbon AccountabilityWhile improvements in sourcing continued Waste production and diversion has Oracle OpenWorld took an important firstby McCalls and Savor, steps to include plateaued at Oracle OpenWorld, holding step toward improving accountabilityhotels venues in food tracking made little steady at a rate of 5 lbs per attendee and for event-related carbon emissions thatprogress in 2011. This is because most 60% diversion from landfill. The following cannot be avoided this year by providinghotel venues decided to out-source lunch tactics could be considered in order to a voluntary offset option for attendeesfunctions to the Boxed Lunch Company, achieve previously set targets: at point of registration and onsite. Thisa third-party vendor. The degree of program experienced an expected level ofseparation resulting from this arrangement • Engaging waste haulers in one-on-one participation. To increase emissions offsetlimits Oracle’s ability to understand what auditing and mentorship of venues Oracle could consider acquiring a sponsorkinds of ingredients are sourced and if that are experiencing less than 70% for offsets or a way to embed offset costsimprovements to sustainability can be diversion in order to identify and help into registration or exhibitor costs.negotiated. Short timelines for menu venues correct trouble spots.planning also limit the ability for third-party It may also be possible to tie offset projectsvendors to research and source different • Considering back-of-house waste in with event-related services onsite, such asingredients if sustainable options are not auditing by Green Angels-type teams providing generator fuel from offset projectalready being provided. that could catch and sort waste for providers, and/or buying produce from contaminants prior to hauls being farms that operate methane capture.Oracle is encouraged to pursue earlier picked up by Recology.conversations with hotels and the Boxed Lastly, it may be possible to tell a deeperLunch Company to see if sustainability • Implementing uniform signage about story about how online participationpartnerships are possible, or possibly waste disposal throughout all venues in Oracle OpenWorld and JavaOne isoutsource the lunches to a different using symbols and colors that are easily leveraging more attendance at a reducedvendor who can handle the volume, meet interpreted by international audiences. carbon footprint. With 100,000 peopleprice points, and is willing to integrate opting to attend online, virtual participantsustainability considerations. • Education about appropriate data may be able to be quantified in ways waste sorting through attendee that show emissions avoided by proving communication media such as mobile non-in-person means to engage in the apps, pocket guides, and dailies. event. 22
  • 23. Interested in ENDNOTES: 1. Includes emissions produced from attendee air and ground transport as well as venue energy, hotel accommodation, and catering.more? 2. Starting in 2009 energy and water use includes associated guest rooms at hotels providing meeting space. 3. Freight includes show management freight only. 4. Food miles are based on analysis of three typical event functions: a breakfast, lunch, and reception. Food miles for prepared foods are tracked back to point of processing while raw “scratch” ingredients are tracked back to farm. Reported miles account for some consolidation inAsk questions and share your ideas. Get in touch! shipping where appropriate. 5. To be considered sustainable substrates must meet one of the following criteria: made of post consumer recycled content, recyclable, compostable or biodegradable materials, and/or made of renewable resources.We welcome your feedback and questions at any time. 6. This section reflects the estimated cumulative benefits of decisions to reduce, reuse, and recycle, based on available data. This may includePlease contact: MeetGreen®| 6220 NE Glisan Street Portland OR 97213 | T: +1 503-252-5458 | things like use of recycled content paper, water bottle reductions,F: +1 503-261-0964 E: | W: recycling benefits, fuel use reductions, shuttle elimination, virtual participation, etc. Where reduction is measured it reflects the reduction over previous year, based on decisions made and actionsAcknowledgements: taken within the single event cycle. Source data supplied from vendors and supplemented by the Environmental Paper NetworkSincere thanks to those individuals who have made this report possible: Paul Salinger, Jodi Morrision, Kelley Young, KrystalBenko, Nancy Bsales, Sophia Campodonico, Jeff Chase, Jane Grodem, Jeff Hall, Kathleen Hennesey, Herbert Kaltschmid, Evelyn Paper Calculator, US EPA WasteWise Tool, Carpet America RecoveryNeumayr, John O’Brien, Joe Pestka, Bob Sauter, Joyce Schroeder. Gratitude as well to all the suppliers on and outside of the Effort, International Bottled Water Association and Plastics Europeevent Green Team who partner with Oracle to provide data. - Association of Plastics Manufacturers. Emissions calculations byPhotos: Hartmann Studios, MeetGreen® TerraPass. The large increase in savings in 2009 is accounted for by estimating benefits resulting from carpet reuse, which was notCopyright © 2011 by MeetGreen® previously measured but was practiced. Copyright 2011 MeetGreen®.All rights reserved. 23