Welcome! Kevin R. Johnston, CMP Katherine Manfredi, CMM President Senior Director, Green Meeng Industry Council Strategic Event Management & CSR (GMIC) Atlanta Chapter Conference Partners, Inc. firstname.lastname@example.org email@example.com
Kevin R. Johnston, CMPKatherine Manfredi, CMMAugust 22, 2012 WebinarCollinson Media & Events
Today’s Agenda 1. Snapshot: industrys ﬁrst and only prescripve, comprehensive standards for environmentally sustainable meengs 2. InitaFves: opportunies 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
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
(Desnaons, Hotels, Exhibit GSC, Catering Firms, AV and Transportaon Providers, etc.) Consistent requests by organizers for green pracces Checklist will help guide your organizaon towards internal changes Provides a compeve advantage Decreases risk of ‘greenwashing’ Standard response to RFPs
2 ‐ "Green MeeFng/Event IniFaFves" Contracts and Sustainability “It’s more than just Dates, Rates & Space!”
"Green Meeng/Event Iniaves" 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
"Green Meeng/Event Iniaves" Do you put them in your contracts? “…we are an agency, and weve never been asked for this (to date). We even try to suggest sustainable ideas and soluons to clients and we are sll coming up against "only if it doesnt cost any more" type answers ‐ so somemes we recycle on their behalf and dont tell them! Rob Hayworth U.K. Freelance Event Manager
"Green Meeng/Event Iniaves" Do you put them in your contracts? “Yes. We have a preiy detailed clause.” Sharon Collins American Cancer Society
Step 1: State your expectaFons upfront! Environmental ExpectaFons YOUR COMPANY expects the HOTEL will adhere to the following green pracces which include: waste management, recycling, energy use, use of renewable resources and conservaon of non‐renewable resources.
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
Step 2: Put in in wriFng, in your venue contract Recycling ParFcipaFon – Provide a recycling program (recycling paper, plasc, glass, aluminum cans, cardboard and grease) for enre hotel including sleeping rooms and meeng space. Provide clearly marked recycling containers in common areas including lobby and HOTEL guest rooms unless HOTEL sorts and recycles.
Energy Use – Instruct HOTEL housekeeping staﬀ to shut blinds and turn down the heat/air condioning and turn oﬀ lights during the day in rooms while aiendees are gone. Implement a towel and sheet reuse program.
Waste MinimizaFon – Instruct the HOTEL housekeeping staﬀ to not replace consumable amenies daily unless they are gone. Use of soap and shampoo dispensers would be opmal. The HOTEL will parcipate in an amenity donaon program –if available locally. Use glass or china (non‐disposable) catering plates, cups and glasses.
Waste MinimizaFon – NO polystyrene used under any circumstances. Serve condiments in bulk containers, not individual servings, eliminang 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.
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 opon in food and beverage outlets. Polystyrene is not to be used in any venue of the hotel.
Environmentally Responsible Purchasing – Use cleaning products that do not introduce toxins into the air or water. Use shade‐grown coﬀee at any conference funcons. Use predominately local, organic produce/products in any food and beverage events contracted as a part of the conference
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, plasc, 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
STEP 3: Research & USE suppliers with GREEN INITIATIVE Programs Hotels Transportaon Companies Catering Companies Special Event Venues CVB’s & Convenon Centers
Environmental Clause *POST CONFERENCE REQUIREMENTS* Food weight that was composted – if composng was available and if food/beverage were contracted as part of the conference Number of US Green Building Council’s guests parcipang 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
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 Speciﬁcaons of any biodegradable products used
Step 1: State your expectations upfront! Step 2: Put in in writing, in your venue contractStep 3: Research & USE suppliers with Green Initiatives Programs
Thank You! Kevin R. Johnston, CMP Katherine Manfredi, CMM President Senior Director, Green Meeng Industry Council Strategic Event Management & CSR (GMIC) Atlanta Chapter Conference Partners, Inc. firstname.lastname@example.org email@example.com
• Next Webinar: Sept. 19 with Robert Gilbert, Walt Disney World Resort, Execuve Chef of Special Events and Catering Operaons • This and future webinars: collaboratemeengs.com connectyourmeengs.com or rejuvenatemeengs.com