Greening Your Event Organization, Building a Roadmap<br />October 22, 2009 <br />Paul Salinger<br />Beverly Alkire<br />
Introduction Activity<br /><ul><li>Name
Organization
Challenge you are facing
Green confession</li></ul>2<br />
Agenda<br />Roadmap Defined<br />Creation Process<br />Roadmap Samples<br />Measuring Progress<br />Oracle OpenWorld Case ...
What is a Roadmap?<br />A tool to help you navigate and measure the distance from point A to point B <br />4<br />
Roadmap Benefits<br />Delineates beginning and end points<br />Provides a path of action<br />Shows activities in a single...
Creation Process<br />Review strategies and actions completed to date<br />Assess opportunities, challenges and requiremen...
Important Considerations<br />Find your sponsor<br />Take the time to set the foundation<br />Get your own house in order ...
Green Event Roadmap<br />Foundational<br />Inspirational<br />Industry and Other Stakeholders<br /><ul><li>Green Event PR
Industry Panels and Awards
Industry Outreach
Strategic NGO Partnerships</li></ul>Partners and Vendors<br /><ul><li>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</li></ul>Corporate Internal<br />Green Team <br />Green ...
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
Upcoming SlideShare
Loading in …5
×

Building An Event Roadmap Gmic1022

1,587 views

Published on

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

0 Comments
1 Like
Statistics
Notes
  • Be the first to comment

No Downloads
Views
Total views
1,587
On SlideShare
0
From Embeds
0
Number of Embeds
13
Actions
Shares
0
Downloads
0
Comments
0
Likes
1
Embeds 0
No embeds

No notes for slide
  • Building An Event Roadmap Gmic1022

    1. 1. Greening Your Event Organization, Building a Roadmap<br />October 22, 2009 <br />Paul Salinger<br />Beverly Alkire<br />
    2. 2. Introduction Activity<br /><ul><li>Name
    3. 3. Organization
    4. 4. Challenge you are facing
    5. 5. Green confession</li></ul>2<br />
    6. 6. Agenda<br />Roadmap Defined<br />Creation Process<br />Roadmap Samples<br />Measuring Progress<br />Oracle OpenWorld Case Study<br />Funding the Roadmap<br />Resources<br />3<br />
    7. 7. What is a Roadmap?<br />A tool to help you navigate and measure the distance from point A to point B <br />4<br />
    8. 8. Roadmap Benefits<br />Delineates beginning and end points<br />Provides a path of action<br />Shows activities in a single snapshot<br />Allows you to change course and adjust mid-stream<br />Aligns others via a visual plan<br />5<br />
    9. 9. Creation Process<br />Review strategies and actions completed to date<br />Assess opportunities, challenges and requirements – industry, best practices, partner, customer, competition, etc.<br />Develop strategic objectives and a plan to get there<br />Identify gaps<br />Map out key activities<br />Gain buy-in<br />6<br />
    10. 10. Important Considerations<br />Find your sponsor<br />Take the time to set the foundation<br />Get your own house in order first<br />Treat as a “real” project<br />Be realistic about time to complete and resourcing<br />Factor in requirements as drivers<br />Engage stakeholders in the development process<br />Develop metrics to assess roadmap progress<br />7<br />
    11. 11. Green Event Roadmap<br />Foundational<br />Inspirational<br />Industry and Other Stakeholders<br /><ul><li>Green Event PR
    12. 12. Industry Panels and Awards
    13. 13. Industry Outreach
    14. 14. Strategic NGO Partnerships</li></ul>Partners and Vendors<br /><ul><li>Offerings Collection and Assessment
    15. 15. Requirements and Gap Analysis
    16. 16. Extended Green Team
    17. 17. Partner/Vendor Summit
    18. 18. Integrated Green Database
    19. 19. Green Contract Deployment
    20. 20. Partner/Vendor Green Assessment, Verification and Accountability</li></ul>Corporate Internal<br />Green Team <br />Green Definition<br />Green Playbook<br />Stakeholder Plan<br />Goals, Metrics an Measurement Plan<br />Strategic Alignment<br />Green Roadmap<br />Deployment Plan<br />Executive Engagement<br /><ul><li>Baseline Assessment
    21. 21. Program Deployment and Training
    22. 22. Employee Toolkit
    23. 23. Reward and Recognition Plan
    24. 24. Sponsor engagement
    25. 25. Industry stakeholder engagement
    26. 26. Green procurement
    27. 27. Metrics tracking and accountability
    28. 28. Internal Communications and PR
    29. 29. Web-based measurement tool
    30. 30. Reporting
    31. 31. External Event PR </li></li></ul><li>A Global Strategy – Green Meetings<br />Developed global strategy for running green meetings<br />Based on premise of reduce, re-use, recycle<br />http://globaldc.oracle.com/perl/twiki/view/MarketingEvents/OracleGreenMeetingStrategy<br />Oracle OpenWorld 2007 was start<br />Bigger program in 2008 (Increased score from 34 to 64)<br />Rolled out policies and manual globally in H1 FY ‘09<br />Why we’re doing it:<br />Cost savings, efficiency, eco-effectiveness<br />Responsible meetings management<br />Enhance brand reputation<br />
    32. 32. Oracle OpenWorld: Standards as Roadmap<br />
    33. 33. Measuring Progress<br />&quot;What gets measured gets done.&quot;-- Peter F. Drucker, management icon<br />11<br />
    34. 34. Measurement Tips <br />12<br />Measuring the &apos;right&apos; metrics <br /><ul><li>Don't let perfect be the enemy of the good
    35. 35. Look towards defacto standards in the absence of agreed upon ones
    36. 36. Focus on metrics that fit with your business strategies and brand 
    37. 37. Every journey begins with a small step - just start measuring! </li></ul>Data Integrity<br />Setting Targets<br />Partnership<br /><ul><li>Set aspirational, but achievable and measurable goals
    38. 38. Is reducing landfill waste to 0 lbs per event attendee too aspirational?  Set a 20% reduction per year over five years
    39. 39. Get feedback, and most importantly stakeholder buy-in
    40. 40. Not all the data will be right the first time
    41. 41. Put an action plan in place to capture missing data
    42. 42. Use partial information to project holistic results, if necessary, until complete data can be captured
    43. 43. Engage your vendors as early as possible
    44. 44. Make it easy for them to execute the metrics
    45. 45. Use them as a resource to help identify metrics, measure, and improve them</li></li></ul><li>
    46. 46.
    47. 47.
    48. 48.
    49. 49. 2008 Highlights <br />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.<br /> $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.<br /> 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.<br /> 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:<br />594,000 liters of water <br />36,900 kg of carbon dioxide <br />6,750 kg of oil <br />745,000 megajoules of energy <br /> $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.<br /> 45%: Percentage of banner signage that will be re-used for future events.<br /> 75%: Reduction in on-site paper use at Oracle OpenWorld since 2006.<br /> 69%: The percentage of host hotels that recycled. 61% also provided a linen reuse program.<br /> 17: Number of media articles about the green initiative published within 30 days of OpenWorld.<br />
    50. 50. Preliminary Results - Transportation<br />Reducing shuttle requirements by 32 buses. This has been done by expanding hotels on walking routes and establishing shuttles to transit nodes.<br />Brings total shuttle reductions to 43 since 2008.<br />Translates into 4100 fewer miles travelled, reduced diesel use by 800 gallons and 17,904 lbs of CO2 emissions avoided!<br />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.<br />Using latest shuttle technology: <br />70% buses newer than 2004.<br />30% are newer than 2007 and use diesel particular filters. <br />100% use low-sulfur diesel and J-level oil.<br />
    51. 51. Preliminary Results - Signage<br />30% fewer signs used.<br />Estimated 30% cost reduction.<br />Greener banners/signage:<br />Design for Oracle reuse<br />Donation for reuse<br />Recyclable matte vinyl<br />Certified compostable<br />
    52. 52. Preliminary Results - Hotels<br />Provide green concierge services through SFCVB web site.<br />86% of hotels reporting sustainable practices, improving from 80% in 2009.<br />5 hotels with meeting space are tracking data for Trash Challenge (new for 2009).<br />42% of hotels are on walking routes.<br />Tracking amenity donation.<br />
    53. 53. Preliminary Results<br />Zero water bottles used in food service.<br />OpenWorld 2007 – 46,600 12 oz. bottles distributed<br />OpenWorld 2008 – 812 five-gallon bottles replace individual water bottle service<br />OpenWorld 2009 – SF Municipal water replaces trucked in water<br />Green exhibitor guidelines included in exhibitor kit, show blog and green exhibitors featured in the show daily.<br />60 Oracle Volunteers will join Friends of the Urban Forest to plant trees in neighborhoods around Moscone Center on Saturday, October 10. <br />
    54. 54. Still Tracking – KPIs:<br />Economic indicators: Estimate any cost savings/additions associated with efforts:<br />Shuttle reductions (Hartmann)<br />Signage reductions (Francisco)<br />Food procurement (Savor/Hartmann) – water bottles, local<br />Print reductions (Jane)<br />
    55. 55. Still Tracking – KPIs:<br />Environmental Indicators: <br />Shuttle fuel use (Hartmann)<br />Facility energy use (Moscone)<br />Facility water use (Moscone)<br />Venue waste (Moscone, 5 meeting hotels – Kelley/Courtney)<br />Food miles (Savor/Hartmann)<br />Paper use (all vendors, Oracle staff)<br />Miles travelled (all vendors, Oracle staff)<br />
    56. 56. Still Tracking – KPIs:<br />Procurement: Environmental specifications and amounts for<br />Food & beverage procurement (Savor!/Hartmann) – amounts of local, organic, etc.<br />Trade show procurement (Champion) – carpet, signage, freight, materials reuse, etc.<br />Signage (Francisco) – reuse, recycled, donated.<br />Printed materials (Jane) – reductions, recycled content.<br />Airline partnership program use.<br />Deadline: By November 13<br />
    57. 57. Funding the Roadmap<br />Top Green Myth: Green events and products are always more expensive<br />Reality: Many green strategies reduce, rather than increase, costs<br />Potentially Less<br />Potentially More<br /><ul><li>Local Food & Beverages
    58. 58. Reduce Giveaways
    59. 59. Re-use Lanyards
    60. 60. Branding & Communications
    61. 61. Shipping
    62. 62. Elimination of bottled drinks
    63. 63. Embedded waste
    64. 64. Tax benefits & Other incentives through donations & Green Standards
    65. 65. Rental Sets vs. custom staging
    66. 66. Organic food and beverages
    67. 67. China or compostables
    68. 68. Green transportation
    69. 69. Green tabletop
    70. 70. Green giveaways</li></li></ul><li>Implementation Success<br /><ul><li>Lead with cost messaging, follow with sustainability
    71. 71. Find your visionary
    72. 72. Don’t reinvent the wheel
    73. 73. Case studies
    74. 74. Local industry groups
    75. 75. Reward and recognize
    76. 76. Work with HR to include activities in R&Rs
    77. 77. Document business case
    78. 78. Achieve quick wins and show ROI early
    79. 79. Build the plan, work the plan
    80. 80. Use cost savings tofund initiatives
    81. 81. Business case
    82. 82. Align with business objectives
    83. 83. Build a roadmap
    84. 84. Be holistic
    85. 85. Engage organization
    86. 86. Lead by example
    87. 87. “The worst thing you can be in this space is ironic”
    88. 88. Go for higher quality, fewer goods
    89. 89. “Always better to tell a good story than a great story you don’t feel good about”
    90. 90. Communicate in terms people understand</li></ul>26<br />
    91. 91. Roadmap Resources<br />Metrics <br />APEX: Part of the CIC developing industry standards through committee and best practices development<br />Million Tons of Trash Challenge<br />GMIC: www.greenmeetings.info<br />Contact Us<br />Paul Salinger: paul.salinger@oracle.com<br />Beverly Alkire: beverly@greenconsultants.com<br />27<br />
    92. 92. 28<br />Questions?<br />

    ×