Sustainable Destinations

GRI EOSS: Is it for me?

2012-01-29T11:40:00.000-08:00

Any event professionals out there open the GRI Event Organiser's Sector Supplement (GRI EOSS) this week? If you did hands up if you thought something along the lines of: "Hey, this doesn't look so hard. I could totally do this."

The importance of GRI to events? Anyone? Anyone? Bueller? Bueller?

Odds are the first thing that came to mind was the exact opposite.

The GRI EOSS is the result of a great deal of thoughtful work by many volunteers who are genuinely trying to improve the sustainability of the event industry. It is a needed and important tool to improve transparency about the economic, environmental and social impact of event practices. The sustainability team at MCI has published some great posts recently about the value of reporting and the launch of the supplement. The lesson to be learnt? The imperative to report honestly and openly about business practices--including events--has never been more evident or possible.

But short of diving into the deep end of the pool (and by deep end I mean the 251 page supplement and eight Indicator Protocols) how do you--an event professional--really start to access and digest the Supplement?

The first question: Should I consider GRI reporting for my event?

If you're someone who is not used to sustainability reporting and plan different kinds of events (particularly mid- to smaller-sized ones on an on-going basis for an event marketing or association team) you may want to ask yourself a few questions before you get started:

Do you have the resources? Reporting against GRI takes work. It is not something that I would describe as easy. It requires research, thought and application. You can spend time to do it yourself or pay someone to do it for you, so it's essential to consider if resources exist to support reporting.
Is there a precedent? Certain kinds of events--UN gatherings and major sporting events--have started reporting using the GRI EOSS. Many organisations that plan events are also already reporting using general GRI guidelines. If you're in either situation it may be prudent to consider how the EOSS applies to you and your work.
Are there any stakeholder risk factors to consider? Is your event high profile or prone to critique? Have stakeholders been critical of organising methods or onsite activities from a sustainability perspective? Are your association members evaluating your event poorly when it comes to sustainable practices? If so, reporting against GRI might be a good way to improve stakeholder relations.
Does your event have significant ongoing environmental or social impacts? Events have environmental impacts, particularly if they are large and involve travel by air. In addition, events procure many products and services--hotel guestrooms, food, promotional products, electronics--that have social considerations. If your event has notable or ongoing impacts on the planet or people, reporting could be important.
Do you have mechanisms in place to get necessary information? Reporting against the GRI EOSS requires getting information that isn't typically collected and communicated for most events. Sometimes it may take an event cycle or two before you're prepared to collect data, after which you may be in a better position to report.
Are you able to share commitments and actions? Good reports include not only talk about commitments, but specific objectives and measurable actions against targets. If you're not ready to do all three you may want to wait until you are.
Are you prepared to initiate a conversation about sustainability? A common misconception about reporting is that it is a one-way process; that an event report should merely talk about 'the good stuff we're doing'. In fact, reporting opens a window into your operations that has the potential to start conversation, and possible controversy. Are you prepared to manage the feedback--positive and negative--that may come from reporting? If you're willing to use a report as a tool to meaningfully improve your event you may be ready to tackle the GRI EOSS.
What's the value and why are you reporting? Is your intention to build trust? Improve stakeholder relations? Start conversations about how to improve the event experience, sustainably? If so, GRI EOSS reporting might be for you. If reporting is more a short-term PR exercise with no long-term commitment to continue to improve you may want to consider a different tool than GRI reporting.

Event sustainability reporting of any type, including GRI EOSS, is important and a major undertaking. The first step is being clear about why you're starting the journey and if you're ready. Coming up in future posts tips for event professionals in how to get started.

Short Film Friday: Buzzzzzzz

2012-01-20T08:23:00.000-08:00

A recent tweet by @SteenJakobsen about beekeeping at Copenhagen's Bella Center got me thinking....

We should have a honey tasting at this year's Green Meeting Industry Council Conference to determine exactly where Spring tastes better!

Event destinations boasting venues with bees on the payroll (see below and welcome additions!) are welcome to enter.

Long live the urban bee! And thanks to these event venues for their efforts to conserve them.

Field Notes: Phoenix Recycling Plant Tour

2012-01-16T08:35:00.000-08:00

One thing I love about Janiece Sneegas, General Assembly and Conference Services Director for the Unitarian Universalist Association, is she geeks out about visiting recycling plants as much as I do. In fact I reckon if Jan used Foursquare I would have ousted her as the Mayor of Recycling Plants USA ages ago. She's toured ones in Boston, Salt Lake City, Charlotte, Minneapolis and most recently Jan, myself and Brett Lyon of MeetGreen ventured to the Phoenix recycling center on a site visit to plan for UUA's waste management program for General Assembly 2012.

We learnt a lot of interesting stuff about recycling in Phoenix, including:

The city of Phoenix sends approximately one million tons of solid waste to landfills each year. That’s over a half ton of garbage per person per year in Phoenix.

Residential recycling is offloaded into the plant.

Currently, 120,000 tons of residential solid waste are processed for recycling each year in Phoenix through a co-mingled program, meaning all recycled materials are put in one bin: paper, plastic, glass. Pretty much everything except polystyrene is accepted. Plastic bags cannot be put in residential bins, but the City does partner with local retailers to provide Bag Central recycling drop off locations.

Plastic bag recycling drop off

While city residents and Phoenix's Convention Centre benefit from City of Phoenix managed recycling programs, the City of Phoenix does not offer recycling to commercial businesses, such as hotels, who must contract with private providers to recycle regularly.

Recycling bins, Phoenix Convention Center

The City offers tours to learn what happens to recyclables in Phoenix. If you live or are meeting in Phoenix and want to know more I'd encourage you to connect with them to set up a tour as Jan, Brett and I did.

We also learnt a lot of surprising things most people may not know about recycling generally. Things like:

Recycling is a dangerous job. While watching residential recycling arrive at the plant we watched in a panic as workers quickly retrieved two propane tanks off the belt. Had they not caught them the tanks would have wound up in mechanical sort apparatuses, something that could have severely injured workers, not to mention damage expensive machinery. So please: never ever put gas canisters or other dangerous materials in the recycling! There are people working in there!

Workers sort out large non-recyclables from residential offloads

Recyclables are not waste - they're a commodity. Recycling is all about material recovery for sale to markets. It's done because people make money. Goods we place in our recycling bins may be redistributed globally. Glass to Mexico. Plastics to China. Paper products to the northeast. A bale of compressed soda cans can fetch $2000. In the hour we toured the plant we watched 3 bales come off the sort line. Not bad for a few hours work!

Aluminum bales being bundled for sale to markets

People put a lot of stuff in their recycling bin that can't be recycled. In addition to gas canisters, plastic bags and shrinkwrap we saw a disturbing amount of plastic snowmen and Santas pass by us on the sort line while in Phoenix. All of which couldn't be recycled. Why so much of Frosty and Saint Nick? Turns out people not only try to recycle a lot of things they can't, but they do it in high volumes around the holidays. So do your recycling plant (and your neighbour) a favour: before you buy that next tacky plastic holiday lawn ornament ask if you really need it, because it can't be recycled if you come to your senses it later!

Non-recyclable debris is sifted off the recycling line, including carpet, vinyl and film plastic

Women and men have different recycling skills. When it comes to assigning workers to different sort lines in a recycling plant, it appears that if you want to sort specific kinds of plastic accurately you may want to ask a woman. Men, it turns out, are often better at efficiently sorting mixed recycled waste, while women excel at plastics identification. Who knew!

MOUSETRAP! Oh no, it's just mechanical recycling at work

Not everything is recyclable. But these things aren't problems - they're opportunities! Apparently a lot of people also toss out mini-lights around the holidays (at least in Phoenix they do - about 6 strings were pulled from the sort line during our time there). They must be like me and hate getting sore fingers trying to find out exactly which little bulb is out. Why fix an old string when you can just buy a new one and toss the old string in the recycling bin? I mean that copper is recyclable, right? Well, yes. Technically. But not practically. In order to recover the metals from holiday lights, wires have to be stripped, something that is impractical for a large-scale recycling plant to do. A problem, yes. But also an opportunity! Phoenix is responding to this unique waste problem by working with community groups to set discarded light strings aside during the holidays. The groups then pick them up, strip the metals and receive a share of the recycling revenue to support their activities. Good to know some creative solutions can emerge for the stuff we can't recycle!

UUA site crew (2010) Patricia Cameron, Don Plante, Melissa Saggerer, Shawna McKinley & Jan Sneegas

Field Notes: What I learned on my way to buy a sustainable conference bag....

2012-01-12T13:34:00.000-08:00

Yes, I know, I know. There are steps to take before getting to this point; the point of admitting you need a conference bag. You don't necessarily want it, but, well, eliminating it entirely is not an option. And although it might be cool to experiment with an innovative BYOB program, for some events and attendees bag reuse programs are just not feasible. So, it falls to the planner to source the most sustainable option possible!

Myself and the event team for Canada Media Marketplace recently found ourselves in this situation. Here are some things we've learned on our way to buy a new (more sustainable) bag:

MM2011 Reusable organic cotton bags

A recycled bag claim by any other name would be just as...unreliable. Greenwashing is alive and well in the recycled conference bag market, so it's tough to be certain if your bag, in fact, used to be a pop bottle. Always look deep into manufacturer claims: ask what kind of recycled material the bag was made from (such as PET or polypropylene plastic), what percent of recycled content your bag includes and if it is pre- or post-consumer material. Alert the media if the distributor has a quick response as I found most do not have the information available at their fingertips. If they do, hey...score one for them for researching their supply chain! If they don't hopefully they can easily find out for you.

Recyclable? Really? Some conference bags claim to be recyclable. But unlike soda or water bottles, they rarely have that number in a triangle sewn into the bottom to let you know if the bag can be recycled in your city. Many recycled bags are made of #5 plastic, which may or may not be recyclable in some locations. This means that in reality bags are recyclable only where facilities exist that can take them. Even if facilities exist, wear and tear on the recycled plastic fibres in the bag may limit your ability to keep it out of landfill years later if the material is poor quality. So before buying a recycled content bag ask what kind of plastic it is made from so you can tell attendees how to recycle it at the end of its life (if it even can be recycled). Better yet, see if it has a label that reminds them. Manufacturers may also have a take-back program that allows you to return bags at the end of their life cycle for recycling. Try to avoid mixed material bags that have clasps, strings and metal grommets that might prevent recycling, or at least make sure these can be easily removed.

Lead? Not in my recycled bag, sistah. Concern has emerged recently over the presence of lead in reusable bags. Who knew! Ask your conference bag manufacturer what kind of safeguards they have in place to make sure the bags you're sourcing are safe and healthy for attendees. Specific questions to ask your supplier could include if they are aware of any standards that regulate the presence of lead or other toxic materials in their products. ASTM does have standards for lead content in manufactured products such as toys. Some states also have regulations governing the use of hazardous substances that may be cited. It is also important to ask if bag companies can provide documentation to confirm their products are tested to comply with these standards as awareness of standards does not automatically assume they are followed!

For all the bags in China! Many of the recycled content bags marketed to event planners in North America are manufactured in China. That may concern those who seek to support businesses close to their home. However consider this: some distributors take the initiative to work with manufacturers globally to ensure sound labour practises are used. To ensure you're working with a reputable company anywhere in the world ask if they inspect plants or work with ethical sourcing organisations to use factories that align with your desire to ensure fair and safe working conditions for the people who make your conference bag. Fairware has a good list of specific ethical sourcing organisations to look for to help with your purchase decision, worldwide.

Toot for jute. While some bags might use conventional or organic cotton, linen, flax or hemp, jute is arguably a more sustainable option for fabric bags. Why? According to Nexus Collections jute is a natural fibre that biodegrades, uses less water to grow and fewer chemical processes to manufacture into a textile. It also produces a usable wood by-product that can be used for other purposes. And when you consider 6.9 million pounds of chemicals are dusted on conventional cotton crops in California every year, that is something to toot about. Organic fibres can be a good option to address pesticide use, but can hide the use of excessive water and chemicals in other areas of processing.

One bag to rule them all! It's a bit of a grey area and obviously a complex issue to consider, but TreeHugger has ventured an educated guess into which reusable bags are the best. They reckon that it's a toss up between polypropylene and polyester, both of which can be sourced with recycled content from some manufacturers. But obviously the difference narrows the more you reuse any non-disposable bag. So you know what that means:.+1 to reuse, +1 to planet karma!

Oh and on a side, note...

"You have enough sense to wash your underwear, right?" Okay all you hypochondriacs! You know those conference bags you may have avoided using for your groceries because they might harbour (eek!) bacteria? Well, in my research I came across Chico Bag's take on the belief reusing bags may kill you. The short lesson: L2wash'em!

Will keep you posted on other useful info we acquire on the journey and welcome your insights! Happy (sustainable) conference bag shopping!

EventCamp Vancouver bags were reused from another event and made from reclaimed materials

Dancing With The (Sustainable Event) Stars?

2011-11-23T13:37:00.000-08:00

Coming to the end of Season 13 of Dancing with the Stars it dawns on me: The sustainable event world could learn a little from Ricki Lake, Rob Kardashian and J.R. Martinez.

Yes, I confess I'm a fan. Ever since I was a kid I've been a sucker for dance musicals: Annie, Flashdance, Footloose, Strictly Ballroom, all the way through Marilyn Hotchkiss' Ballroom Dance and Charm School. Even an occasional episode of Glee. So a TV show where I could watch someone learn how to become Fred Astaire or Ginger Rogers? Well, history tells me I'm likely to be a goner for that.

This year's end of season finale had me in a conundrum though. Who could you possibly pick for the Mirrorball Trophy? I mean you have tough options:

Rob Kardashian, a come-from-behind guy who had two left feet when he started, living in the familial shadow of far more famous entertainers, who worked hard and found his rhythm to improve beyond anyone's expectations.
Ricki Lake, a keen, technically proficient, hard-working woman determined not to quit until it was a perfect 10, listening and adjusting to every bit of judge's critique thrown her way.
J.R. Martinez, a war hero with enough charisma and charm to inspire an audience to its feet with a simple, refined and smoothly executed basic step.

Most improved, most technical, most charismatic.

And it dawns on me: this is a metaphor for sustainable events. We reach for continuous improvement. We look critically for high technical proficiency. We are inspired by stories of success in overcoming challenges. Finding all of these together is not easy. But is one more worthy to 'win' than the others? I don't think so.

All three could be winners. All three really are winners.

So what is most important for sustainable events? Improvement? Technical proficiency and consistency? Charisma? They all matter, but in some respects who cares? Let's just get out on the dance floor, start moving and find our rhythm.

Fearless

2011-11-16T13:20:00.000-08:00

Today police are searching a town about an hour's drive from were I live for a stabbing suspect. Was there a domestic dispute you ask? Or maybe some kind of gang activity?

No.

A man asked a group of people to pick up some litter they'd tossed beside a garbage can on a street corner. And when they didn't do as asked, he went to do it himself and was assaulted.

Shocking. Sad. Would I walk up to a group of four people and ask them to do the same? I'm not so sure. And if I did, I confess I'd be scared. Scared about what acting on my values might risk, and how it might hurt me.

With all we demand of people who put what is responsible, ethical and sustainable first it strikes me in this and other examples that what we need most of all these days is fearlessness. Fearlessness to say:

There is a better way to do things.
This is not okay with me.
This is causing harm, is unfair or irresponsible.
You have a role to play in making it better.

Last night Paul Hawken addressed the Orpheum Theatre in Vancouver with a sobering statement:

Hope less -- What we need now is fearlessness because times are so extraordinary.

In today's world where you risk so much standing up for your values, are you prepared to be fearless? What does that look like to you?

Trick or Treat?

2011-10-30T23:09:00.000-07:00

It's a minefield of "tricks and treats" out there for meeting professionals trying to integrate sustainability into their business. I'll admit I've been tricked more than once, although gratefully the treats largely outnumber the tricks. And even those times I've been tricked rarely do I feel it's been out of deliberate efforts to mislead. Often times people are merely sharing what they've been told by third parties, trusting that sustainability claims are accurate.

Still, in honour of Halloween, I thought a blog post on some tricky things I've recently encountered might show it is still very much a 'buyer beware' world out there when it comes to some sustainable event products and services. So maintain an optimistic outlook that we're all doing things as best we know how, but always have a healthy amount of skepticism in your back pocket to know when to ask questions if things seem too good to be true.

Name badges: The first sign something was awry with our badge holders was the note from the sales rep that they were recyclable, compostable and biodegradable. Big. Red. Flag. Unfortunately in my experience some sales reps are not educated in how these processes are different and - from a technical perspective - are mutually exclusive. Compostable material can contaminate recycling streams. Likewise, you don't want to compost a recyclable or biodegradable badge. Truth is there are badge holders on the market that are recyclable, or compostable, or biodegradable. But I've yet to find an option that achieves the holy trinity all in one. Important points to clarify are if they are recyclable at the event site, and meet certified standards for compostability or biodegradability, which will let you know if you can compost or should landfill them. To make sure you're making the right choice ask for proof of testing against technical standards such as ASTM or BPI. Also ask if samples can be sent to your venue so they can confirm if badges can be recycled or composted. Any reputable name badge provider will be more than happy to accommodate these requests.

Signs: One of the more frustrating tricks out there is when a 'green' claim is not technically wrong, but it's so difficult it might as well be. I was researching a signage material recently. The substrate I was looking at was marketed as "100% recyclable" on the manufacturer's website and beside it there was one of these:

Now you tell me - is a #6 plastic recyclable where you live? It's not where I live. And it's not recyclable in most cities I hold events in, either. In fairness, the manufacturer is able to produce a list of sites where the substrate can be recycled. And is willing to recycle it on customer's behalf if it's sent back to their headquarters. At my cost, mind you. But let's be honest - what event professional really has time to go that far? Most would see 100% recyclable and take it at face value, not realising the limitations to this claim. A little tricky, in my opinion, so always ask about the fine print.

Waste diversion: About a year ago I posted a story about a venue who was marketing a tricky recycling diversion rate. To balance that post I had a great experience in Minneapolis where the meeting venue not only gave me a baseline diversion rate, they gave me two: one anticipating my methodology might include incineration and the second accepting it might not. The potential difference in terms of actual diversion of waste from landfill? A good 30%. Needless to say: trust established immediately. If you're disclosing a diversion rate from landfill or claiming a 'zero waste' event it's critical to be clear about how you're approaching the calculation, especially given there is no standard methodology for calculating waste. Transparency helps reduce the likelihood people may feel tricked by your numbers.

Seafood: Last week I came across an investigation into fish mis-labeling by the Boston Globe. Holy eye-opening, Batman. So much for hoping Nancy Zavada's Chilean Sea Bass story was an isolated incident! Clearly asking what fish is being served and cross-referencing it with your safe seafood guide is not enough sometimes. But are we expected to resort to genetic testing now? Geez, I hope not. So yes, ask what fish is on the menu. Check if it's approved or a good alternative. But also ask where it's caught and by whom. Your Chef or supplier at a minimum should be willing to find out for you. If they're at a loss you might want to check out and recommend This Fish, an innovative program to improve the traceability of fish from water to plate.

Accessibility: Working with UUA on their General Assembly my eyes have been opened to the realities those with physical limitations might face when attending an event. It's been educational to learn from Patricia Cameron as she walks hotel managers through how many barriers the design of their facilities and conduct of their staff can present for this group. The lesson I've taken away is that I can't rely on ADA Law to guarantee this box is checked. I've learned from Patricia that often it's not adhered to, and we need to advocate for those with accessibility needs if we don't want them to feel tricked out of their event experience. Am looking forward to seeing how tools like Rick Hansen's Global Accessibility Map help make access for event facilities more equal and less tricky.

What about you? Any event sustainability tricks you've successfully avoided? Or learned from? Treats you've found through the greenwashing clutter?

And Happy Halloween!

Short Film Friday: Growing Is Forever

2011-10-28T14:50:00.000-07:00

Truly metaphorical.

Growing is Forever from Jesse Rosten on Vimeo.

We are the 99%

2011-10-15T16:52:00.000-07:00

Not the 99% occupying Wall Street, or sitting on the steps of the Vancouver Art Gallery this morning. But the 99% of sustainable event organizers that realizes 1% of sustainable events have it a lot different than the rest.

First let me define what I mean by "The 1%" and "The 99%". The 1% are mega-events: large-scale, city-wide and often globally significant events. The Olympic Games, FIFA's World Cup. The kinds of events that cities trip over themselves trying to win. The 99% are those events that event, meeting and marketing staff stage countless times a month, in ballrooms and small spaces at hotels. Half-day to all-day gatherings of 50-1000 people. The kind of events few CVBs will arm wrestle over, but none-the-less benefit from where these become permanent fixtures in their meeting landscape due to proximity to corporate or association headquarters. Some might say the bread to the mega-event butter.

We tout the cool achievements of mega-events. And so we should - they are able to do some pretty innovative and high profile things like create human-powered pedestrian malls. How awesome is that?

But we have to accept it's a bit different for the 99%.

Most different perhaps is the lack of sponsorship, budget and staffing to devote to sustainability. Mega-events can do great things. And they do it through the financial support of high-profile sponsors and boards that mandate money be spent and staff be hired to manage sustainability. And props to them for doing so. I can name many an event marketing department among the 99% that would love to have funds to hire a sustainability specialist for their department. And remember too, with increased capacity comes increased responsibility, so it's not all a bed of roses just because someone might be footing the bill. The expectations increase. You have to work harder. Do more. There are fewer excuses. You're held more accountable.

Acknowledging this difference, is it fair to expect the 99% will meet the expectations of things like the ISO 20121 standard? And the APEX-ASTM Environmentally Sustainable Event Standard? Or report against GRI Event Sector Supplement Guidelines? Things which seem more within the means and perhaps better suited to the 1%?

It is arguably more difficult for the 99% to fulfill the expectations of these standards. Difficult, but not impossible. Before setting the 99% up for failure I think we all need to acknowledge this; entertain the possibility. Because if the 99% moves down the path of trying to meet standards with unreasonable expectations and encounter consistent failure we could all potentially lose.

So with that in mind, some practical ideas on how to ease this process for the 99%, and why it's so important to do so:

Engage the procurement department. It's a typical pattern for event sustainability initiatives to start from the event up. But when your buying power is limited to a 100 person event space, your event is next week and your plate is full, adding sustainability to the mix can be a non-starter for the 99%. The power to affect change across small meetings and field marketing activities often lies outside planning departments. Procurement departments typically have more power to leverage sustainability across the event supply chain, and need to be engaged in developing systematic requests and reporting about event sustainability in a centralized way.

Harnessing in-house corporate responsibility expertise. Many organizations already have policies and procedures for integrating sustainability into operations. Some are also going green with their events. So why is it that with only a few exceptions sustainable event work is non-existent in corporate reporting? The reality is, if you make widgets CSR tends to be more concerned with how you manufacture and distribute those widgets. Not necessarily how you hold meetings and stage events to allow manufacture and distribution of widgets to happen. Building an early bridge between CSR departments, procurement and event marketing ensures that there is alignment across the organization about what the material issues, common goals and metrics are.

Tapping agencies. In some situations the 99% rely on local agencies to execute events. It's therefore critical to bring hired agencies onside so they are contributing to sustainability. Cue procurement to assist in this process with RFP, contracting and supplier evaluation mechanisms that include sustainable event requirements.

Acknowledging global differences. When the 99% are planning events in Boston, Barcelona and Beijing one of the first things you realise is one sustainable event approach does not suit all. Each city is unique. The capacity of venues varies. The infrastructure and laws governing everything from recycling to smoking could be vastly different. Cultural acceptance of certain things diverges. In 2 months the 99% may be planning a road show across an entire continent, relying on different agencies to assist. This diversity adds a different kind of complexity not necessarily experienced by a 1-city mega-event: how to navigate different local issues while working toward universal best practices in a small event context? Preparing agencies and staff for this inevitability so they have agile tools to weigh sustainability tradeoffs on a daily basis is important.

Rethinking legacy. This is where the true power of the 99% emerges. For the 1% legacy may be measured in terms of sporting facilities built. Number of people educated about sustainability. Permanent changes in transit use in a host destination. All great stuff, but for the 99% these kinds of legacy metrics are impractical. They also fall short of the potential the 99% has to fundamentally change the way meetings are held to create what in my opinion could be the most exciting legacies of all:

Expanded supply chain analysis by organizations that plan events. Just this week Microsoft announced it will be requiring annual sustainability reporting by vendors. It remains to be seen if meeting vendors will be included, but this kind of expectation, which is also being put forward by Oracle, is significant for those who service corporate meetings and travel. It sends a message that the 99% expect sustainability to be integrated into events of all sizes, not just the showcase ones. And not just at the front end, but through back-end reporting as well.
Permanent changes in the way suppliers do business. So often requests of the 1% benefit the 1%, and then once the event is over, it's back to business as usual. Businesses make special allowances for high-profile events, then fall back to old behaviors. Standard business practice is more likely to change when the preferences and behavior of the 99% change. As testament to this major hotel chains have created proprietary tools in recent years to make it easier to respond to the daily requests of the 99% for information about sustainable practices and performance.
Better industry-wide reporting. The uptake of tools such as Green Hotels Global provide proof that the industry is data-hungry. Would these tools be sustainable on the efforts of the 1%? Unlikely. Their use is being driven by groups like StarCite and American Express who are responsible for many of the meetings planned among the 99%.

So while we spend a lot of time building consensus around standards that will no doubt help frame sustainable event programs for all, it's important to remember that we should not always keep the 1% examples in mind. For much like sustainability is about enabling a shift in the behavior of the mainstream consumer, the needs, demands and actions of the 99% of small meeting planners are equally important for us to attend to, and arguably harbour the greatest potential for change.

Short Film Friday: Richard Feynman, On Beauty

2011-10-14T18:04:00.000-07:00

Seek, explore, question, doubt.
Don't be afraid of not knowing.
Be open: find and relish beauty.

Oracle OpenWorld: Event Sustainability Photo Essay

2011-10-09T10:21:00.000-07:00

They say a picture is worth a thousand words, so rather than talk about event sustainability how about show and tell? Since 2007 Oracle has been working hard to improve event sustainability at OpenWorld. A lot has been accomplished and there are still many opportunities to improve. This past week I had the fortune to travel to the event and snapped a few images that paint a picture of some ways the event is working to reduce its footprint and contribute positively to the host destination: San Francisco.

For more information on Oracle's Event Sustainability program check out their event web site. Watch for outcomes from the 2011 event sustainability program later this year.

A "Show Your Badge" program helps get attendee money circulating in the local economy. Sometimes for purchasing local organic wines, even!

Depending on their registration package, OpenWorld and JavaOne attendees may be provided with materials at registration: a bag, notebook, pen and/or t-shirt. Most of these are taken by attendees but if not, registration staff are prepared to receive and divert extra materials to local charities, such as RAFT.

The event operates a 3-stream front of house waste management program for recyclables, trash and compost. Waste and donations are measured across 9 different venues in San Francisco. Between 2008 and 2010 OpenWorld has diverted enough material from landfill to fill 21 garbage trucks.

Compostable cups featuring sponsor logos are sourced by event organizers to ensure they are acceptable by local waste management facilities. Plus, check out that organic coffee!

Fully compostable boxed lunches are provided at all venues. As above, all packaging materials must be sourced to be compliant with local waste hauler requirements. Compostables need special green labels to differentiate from clear recyclable plastic.

Event branding takes advantage of existing infrastructure, such as digital displays, where possible, including here at the Marriott, one of 7 primary hotel meeting venues.

Since 2008 Oracle OpenWorld has made steady reductions in paper use: from 112 tons of paper printed in 2007 to 31 tons in 2010. Efforts first began by reducing the number of pages in printed guides and dailies. Then by increasing grades of post-consumer recycled content paper used. Following this printed programs were eliminated entirely. Exhibit guides and a small show daily are still printed, but - as seen above - take sustainability considerations into account. Paper use is expected to have dropped an additional 20% or more this year. Left over quantities of print materials are tracked to enable future reductions as mobile technology becomes more commonly used.

Special paper and badge bins are made available at key exit points. While paper is recycled, only certain parts of the current name badge system can be reused, such as the holder and lanyard. This year thousands of lanyards were reused thanks to the fact last year's sponsor was retained. Lanyards will be kept and reused if possible next year, and donated to RAFT as a fall-back position if sponsors change.

One of the biggest sustainability challenges for OpenWorld is creating a distinctive look and feel while reducing footprint. Banner signage is designed for re-use, eliminating dates and event locations. Event brands typically have a three-year life cycle and are carried over into global events held in Latin America and Asia, so many banners will be seen again at other events, not just San Francisco. Kiosks bear generic Oracle logos so they can be reused event to event. This year 150 sintra panels bore dated information and are being re-purposed as art canvas by an event subcontractor.

All informational signage - including easel, aisle and railroad signs - are made of cardboard. Not that you'd notice! 2011 is the first year OpenWorld has completely eliminated foamcore and duraplast in favour of informational signage that is made from renewable and fully recyclable materials.

Live plants are used throughout the event site: in the exhibit hall, temporary venues and pre-function areas. For special function spaces LED lighting is employed to create distinctive looks.

You're doing it RIGHT! A bin of beautiful, uncontaminated compost at Moscone West.

With 30% of attendees coming from international destinations, it is critically important to clearly communicate recycling procedures. Internationally understood images, colours and shapes help foreign delegates learn about how to recycle properly when Green Angels may not be on-hand.

With 40,000 participants it can be tough just to find a place to relax at OpenWorld for a few minutes. Oracle provides sponsored bean-bag seating which is donated to RAFT post-event.

Shuttle miles have dropped by about 13,000 miles since 2008. This has been possible by expanding walking route designated hotels and introducing two routes that shuttle attendees to transit nodes from remote hotels rather than taking attendees all the way into downtown San Francisco. 100% of shuttles are sourced within 2 hours of the city and priority is given to newer, lower emitting, fuel efficient technology. Fuel use dropped by 6,300 gallons between 2009 and 2010.

All host hotels (such as the Intercontinental San Francisco) are required to comply with and report against sustainable practices every second year in order to measure adoption of things like recycling, linen reuse and environmental purchasing.

Water stations come in different shapes and sizes at OpenWorld. Bottled water was eliminated in 2008, helping to save both water and money. Compostable cups are offered.

Salesforce Foundation's exhibit booth engaged attendees in preparing support kits for local charities, such as World Vision.

More signage, white and red and cardboard all over!

The OpenWorld Keynote hall features LED lighting, efficient projectors and paper-light rehearsals that take advantage of iPads. LED lighting is estimated to reduce power use by 150,000 kWh over the duration of the event. Screens are in their fourth year of re-use.

Oracle's CSROpenWorld. Oracle is a significant financial supporter of National Geographic's ocean conservation programs, including this large Pacific Ocean map that is used for interpretive school programs throughout North America.

Tesla's fully electric, zero-emissions Roadster, on display in Retail Row.

Paul Salinger leads 45 event professionals through an orientation to the event's sustainability strategy during a special tour for members of the Green Meeting Industry Council.

Savor Chef Jeff Hall talks to GMIC tour participants about how his team integrates local, seasonal ingredients into menus. The event acquires approximately 65% of ingredients within 250 miles of San Francisco.

Moscone Recycling Manager Hector Quiles talks to GMIC tour attendees about how the convention center sorts, donates and recycles large piece of debris, such as carpet, wood and signage.

Yet another great example of using San Francisco tap water to refresh attendees. New reusable Global Tap stations were installed at the Mason Street Cafe, one of the event's temporary venues.

Transportation information for attendees gives detailed, simple instructions for local transit. Transit use was promoted through a pre-purchased BART pass program.

Green Angels are on-hand during meal and break times to help attendees to properly sort waste. Event diversion has held steady at approximately 61%. Stay tuned for updates on the 2011 diversion rate!

Yet another cool tap-water station!

Pedicabs line up to shuttle attendees to nearby Caltrain transit nodes near the end of another busy day at OpenWorld.

Event sustainability at OpenWorld is made possible by a committed group of Oracle staff and vendors, including Hartmann Studios, Moscone Center, InVision Communications, Savor, Freeman, San Francisco Travel and local host hotels.

Join the ECV Green Game App Bunch!

2011-09-25T10:40:00.000-07:00

Here's a story of two lovely ladies,
who were planning some very ordinary sustainable events.
Both of them had checklists of green, for their clients,
but longed to do new things.

Here's a story of an event app provider,
who was busy with many clients of their own.
They wanted to support green event tech projects,
but were waiting for new and cool ideas!

Til one day when these ladies met this provider,
and they knew that it was much more than a hunch
That this troupe could really make a difference,
so that's when they became the ECVGreenGameApp Bunch!

Yes, an upcoming sustainability project for Event Camp Vancouver that I'm collaborating on with Judy Kucharuk and the team at Quickmobile has me so stoked I'm singing the Brady Bunch.

Our challenge: Create a fun way to help people become comfortable with event application technology, learn about green event practices and make a positive difference through simple, individual acts of green.

Our goal during Event Camp Vancouver? 1000 acts of green by our event participants!

Don't want to give too much away but suffice it to say our project unites so many of my passions, namely: event planning, environmental education and video games!

Interested in joining the ECVGreenGameApp Bunch? Have some funds in your sponsorship or PR budget to invest in a very cool sustainable event experiment that has huge legacy potential? We have an exciting and affordable sponsorship opportunity for an organization that shares our belief that event attendees can be a huge positive force for environmental change! For more information contact me!

The Medium is the Message

2011-09-17T13:01:00.000-07:00

This past week I tuned into the Climate Reality Project, a 24-hour, virtual global event to share the truth about climate change. I lurked for the content primarily, but also curious about how the event was designed, wondering if it would reflect the content of the message.

Several years ago, Live Earth - Al Gore's previous event to raise awareness about the climate crisis - appealed to the music fan in me, but left the event professional in me wondering if the message was compromised by the format of the event. With simultaneous concerts held worldwide and Al Gore himself traveling between host cities during the event I couldn't help but observe that a disconnect existed between the medium and the message.

So what about this new event? What does the Climate Reality Project teach us about the future of events?

We have the tools. Day by day we are eeking closer to a more seamless virtual event experience that is expanding our event design options. No, technology will not replace face to face contact entirely, but The Climate Reality Project proves it is possible to create a relatively error-free online event experience. The 'technology-isn't-reliable' position seems to be fading as an argument in support of face to face.

The medium and the message must go hand in hand. Following Live Earth organizers were criticized for the scale and footprint of the event, in spite of efforts to green venues and event management practices. The Climate Reality Project's virtual platform suggests the event team learned a critical lesson: the event medium must align with and reinforce the message, not contradict it. This is an important takeaway for those organizations that seek to align their operations, and therefore their events, with their corporate responsibility strategy.

Evaluation forms are no longer the sole barometer of event critique. Social media, forums and chat functions, enabled for the Climate Reality Project, provide live, dynamic and raw feedback. With this comes huge opportunity, significant risk and an evolved responsibility for event planners. How can we and should we moderate this kind of commentary? Can we improve it beyond a fairly fragmented stream of 140 character shout-outs to use online media at events more productively? To listen to what constituents are saying? To truly integrate social technologies with an event's aims so they support dynamic conversations that improve, expand and reach beyond mere education and communication about an issue?

Social does not assume productive, or personal. Throughout the Climate Reality Project realtime social media feeds and chats became near overwhelming as participants attempted to absorb information and express interest. I experienced these things with a sense of detachment, the string of texts moving too quickly for me to follow while I simultaneously tried to listen to the session content. The nature of the conversation (if it can be called such) seeming to me to be less productive and more souvenir, as if many were writing their name in the sand to show they'd been there. Those attempting to converse appeared either troll or fervent supporter, in many respects their interactions only intrenching the debate and divide the event sought to bridge.

Form follows function, always has, always will. So does the Climate Reality Project event design achieve it's ultimate intent? Well, yes, and no. Organizers have demonstrated one of their aims through their own actions: we are all responsible to use our influence to adapt and become more resilient to climate change in our everyday lives. That includes us, as event producers. To not plan this event using a virtual design would have been hypocritical and deny personal responsibility for the changes required to live in this new reality. But this message is subtle at best, and I would think possibly lost on an audience who don't often realize there is an industry behind the black curtain.

The more important question: did the message really reach the intended audience? And if yes, was it transformational? Did it work as intended? Did those who have been living in denial about climate change until now, in the words of the organizers, 'choose reality' having participated in the experience?

I'm skeptical.

But while event design may have a role to play, I hesitate to assign fault to the production and logistics team if the event is judged to have fallen short of its aims to convert climate change disbelievers. Rather I applaud them. They've demonstrated evolved approaches. The medium was innovative. It was aligned with the message. And it was relatively smooth and error free.

My disappointment lies more with the un-empathetic tone of the event's singular message. A message that at times mocked and shamed climate change 'deniers' as a group living detached from reality. And setting my own acceptance of climate change aside, who wants to listen to what you have to say when that's your message? But that's another post, for another day.

To boldly go where no event has gone before!

2011-09-11T23:55:00.000-07:00

Where does one go when they boldly go? I mean, really?

I've watched every single episode of Star Trek and its spin-offs since it launched onto the airwaves 45 years ago this week. All 726 of them. More than once. I know, I know - that's weeks of productive time I'll never get back.

But on this auspicious anniversary where we pay homage to the landing of Captain Kirk and his crew in our television galaxy, it just so happens this Trekkie read another article in the New York Times: 'Going Green and Getting Nowhere'. And like a wormhole boring into the Delta Quadrant it dawned on me: If we're going nowhere with individual actions to reduce the footprint of the events we plan, what do we need to do to boldly go? To boldly make a meaningful difference to create more sustainable events?

Some thoughts:

Firstly, we need to remind ourselves who we, as event designers, serve. I'm sure all of us can relate to the push and pull of different stakeholder groups who participate in our events, attendees and sponsors being key among them. Inevitably, we need to decide whose needs are penultimate, and design experiences accordingly. We also need to be courageous and stand by our decisions where we've decided to put someone's needs at the top of the pile, especially if it forces us to consider new models for funding. Where this is the case we need to be open to new populations we may not be serving, to consider how we might.

Second, we need to accept we are continuing with business as usual at our own peril. As other more capable writers such as Mitchell Beer and Elizabeth Henderson have pointed out: a new reality is coming. A reality where we have to accept our resilience as an industry is threatened by environmental factors that include food scarcity, unsustainable energy use and rising prices for both. We have a choice: anticipate and respond proactively, or adjust as crises such as the economic recession arrive at our front door.

If you can't see the need for change it's probably best to stop reading now. Because only by admitting there is a need to evolve can we be open to new and perhaps controversial ways to innovate. Ideas like:

Accounting for carbon impacts in our event budgets. That means consistently calculating a carbon footprint for our event(s) and translating that into a dollar value that reflects the environmental cost of planning and staging it (Related post). By articulating our climate impact as a financial cost we become compelled to have a conversation about how to offset that cost. And I don't mean through a carbon offset that pays for our sins while we continue to do what we've always done. I mean offset the environmental cost by taking real steps to develop new solutions that enable us to achieve our event-related goals like networking, education and marketing, without the emissions impact. Only when we know what our footprint is and acknowledge the financial cost of it can we meaningfully reduce and eliminate our impact.

Challenging event branding norms. Does a strong event brand really need ten floor to ceiling banners at registration? Or the event name, date and city on every single kick panel? A sidewalk decal every 100 meters around the convention center? A prop that flashes and spins in the convention center lobby all day and night? Alright, alright. A look and feel is often desirable for an event. But does that really let your attendees know you're here for them, and invested in giving them the best experience? When they leave they may remember your logo, but what did they really take away about your brand? I recently attended an event where instead of investing in a lot of signage some of the event budget was used to hire local staff ambassadors instead. Sure, ambassadors wore branded t-shirts and sometimes held small signs that had a material impact (incidentally, both were reused). But wow - what a different experience of the event I had: a smiling, friendly knowledgeable person always within reach to answer a question, or just say 'hello'. The feeling I took home? Warmth, accessibility, personal connection. Now that's a powerful brand, no plastics included.

Thinking like a product designer. Good product designers are always looking for ways to reduce waste and maximize the usefulness of their product in ways that serve customers better and hopefully save money. Are event professionals doing the same? Do we have to accept a plastic name badge inserted in a badge holder as our credentialing method? Do we have to have a bag (or 5) for the exhibit hall or can we propose a better virtual solution for collecting exhibit materials or giving cool incentives away? Or maybe a completely new way of holding the exhibit entirely? Can we rediscover and make attractive the incentive opportunities in our beneficiaries' backyards, rather than taking them to an exotic location? Let's not be afraid to question the current model. To reach out and ask others with fresh perspectives who may be completely outside of our industry to take a look at what we do, and re-imagine something different, something better.

Rewarding the right behaviors. In the past we've assumed people would like to get more stuff from our events: gadgets, giveaways, swag. Because of this we assume reducing or eliminating these things may be perceived by attendees as providing a lesser experience. But what if we were to reward those attendees who choose to reduce with a higher quality, more unique or luxurious experience? Something that did not involve a material giveaway? So by choosing to take the virtual option to attend, or bring their own name badge, water bottle and bag they might be rewarded? Perhaps with a free song download, a 15 minute massage in the relaxation lounge in the exhibit hall, a special opportunity to engage with a VIP or maybe a discounted price to register. And although it is a scary thought, what if we were to make the virtual option the most attractive option for those who can achieve the outcome they want without face to face contact?

And lastly, we need to talk and coordinate action. To boldly go where no one has gone in the realm of event sustainability will require a deep and empathetic conversation about what is necessary for our mutual prosperity, within and outside the event industry. It requires leadership by organizations to stand up and say it's time to have a different conversation about the future of events. A conversation that really steps out of the box to accept we are at risk of becoming the newspaper of the future, which for those papers still alive, is not a 'paper' at all, really. Change will be tough for some, especially where it cuts into traditional sources money. But if radical, collective change is the only answer, we have to first and foremost be willing to open up to new ideas, and see what it may mean to shatter the mold.

Who among our event associations is going to provide a safe and fertile place to talk about radical innovation and preparedness? What is your association doing to provide this space? Are they, and are we, courageous enough to boldly go where no one has gone before?

Event Emissions: Scope 3 Matters

2011-09-09T09:15:00.000-07:00

I work with a lot of passionate event professionals who are working very hard on a daily basis to innovate with new meeting materials and event formats that not only create cool experiences, but also cut energy use and carbon. For example...

One of my colleagues knows her conference attendees well enough to see they typically only attend her event when it's close to home. However with a national membership of prospective attendees she faces a decision every year: meet at a central location that's a moderate distance from everyone, or move around the country in a regular circular pattern so people have a chance to attend the event that is closest to them every few years. Her decision to do the latter causes her event, on average, to produce 150 lbs of carbon less per attendee per day than other events that do not move about this way or actively evaluate audience proximity. The estimated difference of her decision to 'meet close' this year? About 450 MT of carbon dioxide was avoided, conservatively. (For more information click here)

Another example: Shuttle buses. Oracle OpenWorld, a major city-wide event, has taken steps over three years to reduce ground shuttles by expanding walking routes for their conference. In addition they've adopted a node-based system that shuttles from remote hotels to public transit hubs instead of running buses between the remote hotels and the event site. Further, they've improved communication and pass programs to make it easier to use transit. The program has caused a measurable reduction in shuttle and fuel use amounting to16 tons of emissions reduced over previous baselines.

And one more: An event manager I know chooses to segregate her attendees and invite some to join the event in person, while others can attend virtually. Having honed in on the outcome each audience type wants, she has re-designed her formerly in-person-only event to be a hybrid. The impact? Over 10,000 metric tons of carbon avoided, while still delivering good content in a format that fits attendees needs. (For more information click here)

Unfortunately, when event professionals, who often work as a small department within larger corporations or associations, inquire about reporting the carbon benefits of their decisions internally and externally my colleagues often find out that their efforts don't really count. Event emissions often fall into Scope 3, and organizations don't tend to report Scope 3. They're 'optional'. There's no accepted method to track these kinds of emissions and other organizations may already be reporting the emissions impacts of event managers' decisions.

The end result? Event professionals are not motivated to make meaningful carbon reduction decisions, measure and tell a story about their actions when they feel their efforts don't count. In spite of how material the decisions they make actually are.

What can CSR professionals do to help environmentally-conscious event planners out and affirm the efforts of these critical decision-makers?

The View from Here

2011-08-30T11:01:00.000-07:00

Remember to be gentle with yourself and others. We are all children of chance and none can say why some fields will blossom while others lay brown beneath the August sun.
Kent Nerburn

And so it's here again: August sun. In this month of sitting-on-deckchairs-in-the-fading summer I'm feeling decidedly reflective. As I round the corner into a busy fall season I hope I will get up from my deck chair next week restored. Ready to work with the green event teams that always seem to invigorate me with their ideas and enthusiasm. And I say 'hope' because for some reason this August I'm feeling a little more tired than usual. Am I alone in this?

I think I've been bleeding a bit of energy wrestling with a growing sense of concern - and it's not just that I will run out of ice tea in one more sip. I'm worried that momentum toward more sustainable events is fading. Fatigue is setting in.

Now if you're familiar with what is happening in this arena you're likely thinking I'm crazy. After all, in the coming months anticipation is high to launch ISO 20121, APEX-ASTM Environmentally Sustainable Event Standards and the GRI Event Sector Supplement. Still, it's been a long haul to this point for many people and as I look around and inward I'm wondering: do we - or let me just say do I have the energy to keep going forward?

I ask because there is a fact staring me square in the face as, after many years of work, these three processes near their close. That fact is in spite of all the discussions, all the reviews, and all the collaborations that have engaged people for years, it is now - yes only just now - that the real work is about to begin. Are you ready?

Have you looked at these standards and really thought about how feasible they are? I have, and I'll tell you what I've experienced. Failure. Failure to meet 100% of the proposed Level One ASTM-APEX specifications. Failure to meet 100% of targets in an event sustainability plan designed after ISO 20121 approaches. And for a self-professed over-achiever I tell you: it's a sucky feeling.

Yet I look around me and it seems like everyone else has bright, shiny successful sustainable event programs. And it makes me self-conscious of some of the less than perfect strategies I've implemented. Like not meeting waste management targets for not one, not two, but three events last cycle. One target missed by a mere 1%! 1%!!! Smacks like losing Game 7 in the Stanley Cup final...to come so far and then just be shy of winning.

But then, I have to pause. Reality check myself before I head into a downward spiral of not-good-enoughs to remember what I do know, and have learned. I know enough now to have an objective, and devise a way to measure success against it. I'm brave enough to set a target to reach for, even when it just slips out of my fingers and I beat myself up over the failure. And I'm stubborn enough to go back, sit in my deck chair and analyse over and over again what I need to do differently. And given that, I suppose the only real failure would be to not stand up, brush off and try again.

Taking the Pain out of Policy

2011-08-18T08:18:00.000-07:00

Pretty much everywhere you turn in the event industry these days someone wants to know: what's your policy when it comes to sustainability? How you consider the nexus of the environment, economy and society is becoming more important to getting a contract, keeping a client and communicating success.

This week I had the pleasure of participating in a webinar on how to create your event sustainability policy, hosted by the Green Meeting Industry Council. We discussed the process of researching, collaborating, writing and committing to sustainability for an event, or event-related organization by creating a policy. Although we're all refining our approaches to event sustainability, we proposed the following six items that should be considered in your policy, based on emerging standards:

Vision
Principles
Important issues
Ability and duty to act
Objectives
Commitment

Check out the GMIC's web site to access the recorded session and share your comments.

A number of good questions came in following the webinar which are shared below. Also check out the GMIC's Linkedin group for some sample policies you might want to refer to. More examples are welcome so please comment!

Question: If an organization plans many events, should they have a sustainability policy for each event?
My experience is it helps to keep it simple and consistent. So if you plan many events I’d try to avoid having a separate policy for each and take the time to create one policy that applies to all. The challenge in that is you have to decide what will work best across different kinds of events. That may take time, but is typically a better approach in a multiple event situation because it’s simpler, and gives a common touchstone for everyone. Now one policy doesn’t mean that you have to use the same tactics for every event. It’s okay to have different actions for each. So for example, your policy could state that because climate change is a critical issue your events are adopting an objective to reduce greenhouse gas emissions. To implement that objective you might decide a different set of practices are needed for your annual conference compared to your monthly board meetings. Maybe for your conference you choose an energy efficient venue and a walk-able destination so you can eliminate shuttles and reduce building emissions. On the other hand you may decide to address this objective by having more virtual board meetings, cutting back on air travel. So you can see the policy is consistent for different events, even though your tactics are different.

Question: I know it varies, but is there a standard length for the policy?
I prefer to keep it brief and simple. I’ve seen some great policies come in under 2 or 3 pages. If your policy is a lot longer than that I’d start to ask if the content could be refined further, and simplified, or if you’re including too many operational or tactical aspects. Always try to remember that someone needs to be able to read it quickly and easily to grasp the overall intent of what you’re doing. It’s not a place for getting into detailed action plans. As suggested in the question, there are no hard rules and it varies, and keeping it simple and brief helps make it easier to engage in the policy.

Question: How long do you find the development of a good policy typically takes?
You need enough time to meaningfully engage people. To ensure you have representative information from important stakeholders. Knowing how hard that can be I advise people to plan for about 3 months. If it’s a complex event or a large organization it will take longer. If you’re not able to dedicate time to it consistently or if your stakeholders are dispersed it will take longer. If it’s a smaller event or company you may be able to finalize it more quickly. Also, be prepared you may not get it perfect the first time. It’s always a good idea to come back after a complete cycle of implementing and reporting against the policy and have a reality check. Ask if it’s working and accept it may need to be changed.

Question: Do you recommend a separate policy for organization and each event, when using a third party event management company?
I’d suggest the third party and the host of the event come to a clear understanding of what the sustainability policy will be for the event, or the many events the third party might be involved in. The policy should be in writing. The third party may have their own policy, and that’s great, a prudent move to be prepared on their part. The organization hosting the event may have one too. What’s important here is to ensure both align in the context of the event or events being planned. What’s also important is to clarify who is responsible for implementing the policy, or pieces of it. Once everyone is on the same page with a common foundation action planning can start.

Question: How long does the process to create a policy take?
Please see the answer above. I typically estimate three months to create a policy document. The longest process I've been involved with took five months.

Question: What policy examples are good to look at?
Check out the GMIC's Linkedin Group. There are some good examples there. Also you can use this template.

Question: What documents should be drawn on in the research phase?
Check and see if your organization has a sustainability policy. Many companies already do, but they haven't translated how it applies to meeting activities, or a certain event. A pre-existing company policy can give you a lot of help, especially with identifying objectives, principles and important issues. If you don't have a company policy don't worry, it just means you may have to do a bit more leg work crafting those kinds of things yourself. Some organizations look to the UN Global Compact for guidance on principles. Event standards - either national ones (CSA Z2010 or BS 8901) or proposed international ones like ISO 20121 - also include guidance on what a policy should include. Don't be afraid to poke around the event industry too, and ask for samples from members of the GMIC - there are good examples to draw from in this community.

Question: What are the costs to create a policy?
Policy creation requires time. That is the biggest cost. If you do it yourself it's important to track how much time it takes to get a sense of true costs. If you decide to hire an outside consultant that's an option, but adds to direct cost. If you track either, it's helpful to also consider if there are benefits or cost reductions to the exercise, once the policy is implemented. So for example, can you tie action to create the policy to acquisition of a new client? Or improved member or attendee satisfaction? If you're going to track costs, being mindful of the benefits is an important counter-balance.

Question: What are the benefits to creating a policy?
I favor policy creation because it gives order to the checklist chaos. There are so many competing pressures when it comes to 'greening' events that often leave you wondering: am I focusing on the right thing? Are all these actions having any benefit? To me a policy lets you get grounded in why you're doing what you're doing in a way that makes sense to everyone involved. It also gives you a focal point for action, and measurement. That helps you prioritize, and know what you can say yes to and what you might say no to when you run into a decision that has trade-offs. So for me, I like it because it keeps the work organized and strategic. And it keeps me a little less stressed! You have to also consider more and more customers are asking if you have a policy because they want to do business with groups that align with their values. A policy helps to substantiate that, along with proven practice.

Question: What is the minimum policy required in the standards?
The outline we provided in the webinar is a good start. Ensuring you have a vision (1) and principles (2). Grounding those in the issues (3) you think are most important, whether it be climate change, accessibility or health. These are things that should reflect stakeholder interests, so making sure you acknowledge who your stakeholders (4) are and your duty to act in their interest is important. Including your high level objectives (5) and commitment (6) is also key. Those are common ingredients, but remember the standards are in their draft form right now, so stay tuned. Things may change.

Question: How is a policy different from practices?
They're different things and should be aligned. Your policy is a high level thing, it typically doesn't contain specific practices. It gives direction to these practices. It's probably best to consider an example here. Let's say you have a high-level policy objective to reduce carbon emissions. That's a perfect thing to include in your policy. The next question is okay - how do we get there? Well, through practices. But how you practice carbon reduction when you are an exhibit manager for trade show booths may be different than how you practice it for a multi-venue festival. As a booth manager you might ensure you use SmartWay haulers for your logistics, and reduce your shipment weights. As a festival producer you might design a bike-to-festival program that cuts carbon. Policy is the same at a high level, but you tailor the practices to be relevant to the context. One thing to bear in mind when practices are different is it helps to try to use the same indicators to measure success (i.e. metric tons of carbon dioxide).

Eventcellany

2011-08-16T17:32:00.000-07:00

Hey Auntie Shawna, forget lollies. Check out my otterly fabulous parade favour.

Ladysmith Days Parade,

Ladysmith, BC

Making the unseen, seen

2011-08-11T13:08:00.000-07:00

Anyone who has spent any time in the event industry knows the front of house and back of house are two different worlds. On the public side of the ‘black curtain’: professional polished event space. Branded. Beautiful. On the other side of the 'black curtain': drab, worn corridors traversed by tired, hurried staff. Operational. Unglamorous.

It dawned on me recently that sometimes we in the event industry approach corporate social responsibility (CSR) in the same way. There is front of house CSR, and back of house CSR.

Front of house CSR includes the experience elements that we love to talk about. Feel-good, educational networking opportunities for attendees. Food bank work. Soap recycling. Tree planting. Puppy care. Hospital art projects. These are all great and worthy projects that help to add to the experience of our event. They’re highly visible, interesting and great for story-telling.

Back of house CSR includes aspects of social responsibility that are unseen. We talk a lot less about them. Sometimes they make us uncomfortable. They don’t often have simple solutions. They aren't necessarily marketable. But they are no less important, even if more invisible.

What does back of house CSR relate to? Think:

Anyone taking back of house CSR front of house? Are you having deeper conversations about social responsibility that go beyond the volunteer CSR projects? Who else is ready to make the unseen seen?

Short Film Friday!: The Joy of Fix

2011-08-05T08:05:00.000-07:00

Adore this charming stop-motion animation from Do the Green Thing reminding us all there can be joy in sticking with what you've got. Visit their web site for seven simple ideas for leading a greener life, including one meeting planners should check out: Stay Grounded.

Not Sexy, but Effective

2011-08-02T10:32:00.000-07:00

Do you really want to hold an event with a smaller carbon footprint?

If you do you may want to stop paying so much attention to buying recycled, reusing your name badges and investing in voluntary CSR projects. Start paying attention to where your attendees live and the carbon required to get them to and from your event destination.

Not that the aforementioned practices aren't important. They are. But a little perspective is in order. Consider the following example:

Event Details:

Annual association conference.
Held in a different destination in the continental USA every year.
4,000 participants, 100 exhibitors on average.
19,800 meals and 7,300 room nights on average.
No ground shuttles provided.
Seven year history of sustainable event practices.

Estimated carbon benefits of 2011 green initiatives (excluding destination selection): 10.5 metric tons CO2 reduced.

Eliminated bottled water.
Reduced paper use.
Purchased post-consumer recycled content paper.
Reused graphics and signage.
Reused exhibit materials, including carpet.
Minimal event decor and branding.
Venue recycling and composting program.
This is roughly the equivalent of taking 2 cars off the road for a year.

Carbon impact of 2011 destination selection: 449 metric tons CO2 reduced.
Reduction includes the difference between the 2005 baseline air travel footprint and 2011 footprint from air travel based on participant city of residence. This is equal to taking 90 cars off the road for a year. Difference between total average air travel footprint 2005-2011 and 2011 footprint: 669 metric tons CO2, or 134 cars.

So if you're a planner thinking about how to make the biggest environmental difference with your limited time consider this: as much as CSR projects and event supplies made out of sustainable materials may give a green hue to your annual association conference, the deepest shade of green might come from seriously evaluating the air travel impact of the destination you select.

Short Film Friday: The Measure of All Things

2011-07-22T07:57:00.000-07:00

"Our generation has fallen in love with the meta, with the virtual, with the hyper, with the derivative product, with the indexical. But you know what? When we're talking about food as an index, we're no longer talking about food."

I'm in the process of compiling sustainability data for a recently completed event. This particular event tracks about 20 different indicators, including carbon emissions, waste, water use, energy consumption and attendee satisfaction, among other things. Occasionally I wonder if it's possible to mix together the data points, sprinkle on some magic dust and bam! A single sustainability score emerges from the cauldron that lets me know in one number how this event is doing from a sustainability perspective. And most importantly, tells us if we're doing less harm, or maybe even getting better.

Unfortunately, it's not that easy. And after watching this thought-provoking talk by Frederick Kaufman I'm wondering: is it possible? Absurd? Essential? Risky? What do you think? Is an ultimate sustainability score desirable? Or does it make dangerously simple the deeper story of our sustainable events?

Short Film Friday: Oil on Lubicon Land

2011-07-15T08:27:00.000-07:00

Only when the last tree has died
the last river been poisoned
and the last fish been caught
we will realise we cannot eat money

~ Cree proverb

Cruising & Sustainable Meetings: Smooth Sailing?

2011-07-09T13:01:00.000-07:00

Three floating hotels are moored in front of my house this morning. Must be a Saturday in the height of cruise season in Vancouver!

According to Cruise Lines Association International group travel for weddings, education, incentives and meetings accounts for 5-40% of passenger volume, depending on the cruise line. Which has me thinking: if I was to plan an event on a cruise ship, what unique sustainability considerations might ship-based meetings have that are different from a traditional hotel or convention center venue? What issues would I need to be aware of? What questions should I ask?

Environmental issues:
No surprise: environmental issues associated with cruise ships are complicated. Not only do you need to consider corporate policies and practice on the ship, but requirements vary greatly between different ports, states, provinces, and nations. For example, cruise ships must not dispose of waste within 12 miles of the Washington state shoreline. This distance is reduced to 4 miles once the ships cross into British Columbia waters. So, if you really want to get a grasp on the unique environmental issues of this kind of venue you need to research three things:

the areas you'll be visiting
the cruise line, and
the ship you'll be using.

To know what you're dealing with, ask some basic questions:

How is waste water treated? Ships produce different kinds of waste water. Black water includes human sewage and medical waste. Grey water tends to be the highest volume of waste water and includes that remaining from baths, laundry and kitchens. Oily bilge water describes condensation that collects in the hull and often includes a mix of residues. These kinds of waste are typically treated by a Marine Sanitation Device (MSD)or Advanced Wastewater Treatment System (AWTS). While an AWTS is typically better to use, they can still result in non-compliance with water quality standards. Be clear about what kind of system is in place on your ship and what kind of testing is done to ensure conformity with water quality standards.
How is waste water disposed of? Once treated waste may be flushed at sea. Because discharge zones and laws vary, it's important to know if your cruise line follows any voluntary, consistent guidelines for dumping and/or port-side disposal.
What happens to solid waste produced on ships? Cruise passengers produce about 3.5 kg of trash per day. Waste may be recycled, incinerated or tossed into the sea within acceptable discharge distance from shore, provided it fits through a 2.5 cm screen. Be clear about what happens to solid waste and ask to receive data that substantiates recycling is taking place.
What guidelines are followed for emissions? Cruise ships burn fuel, produce emissions and can therefore contribute to air pollution. Confirm your ship will be using low sulfur fuel that burns cleaner. In Canada and the USA this means the ship should be working toward using fuel that has less than 0.1% sulfur content in compliance with pending International Maritime Organization guidelines. Cruise ships may also burn waste, so ask about what strategies are used to collect and dispose of incinerator ash.
Has the cruise line ever been cited or fined for environmental infractions? Although this is a good question, it's important to bear in mind that enforcement of maritime law is spotty at best. For example while $50 million in fines were levied against cruise lines in the USA between 1999 - 2009, fines in Canada were non-existent. Still it's an important question to ask to establish a trusting, transparent relationship. If these are not tracked, or no fines or citations are noted something, may, as they say, be fishy.
How might environmental requirements vary between the different ports being visited? As indicated above practices by and regulation of cruise lines varies. Given this it's particularly important to research and ask about any special local issues in the waters you'll be traveling and at the ports visited.

Social issues:
While environmental issues are important, moral issues related to workers and passenger safety are also critical. Cruise meetings become complicated in this respect as again, unlike a land-based venue, jurisdiction can be fuzzy. Ships are often foreign-flagged. Workers and passengers are of different nationalities and may be afforded different protections. Depending on the time of the crime different laws might apply based on whose national waters are being traversed. All of these can make it very confusing to know what laws apply to whom, when. For these reasons voluntary guidelines adopted by cruise lines themselves that exceed prevailing law have a critical role to play.

Arming yourself with answers to these questions can help you learn where your cruise meeting venue stands on social issues like labour, health, safety and crime:

Who is employed on ships? Ask about employees, where they come from and conditions of their work and lodgings. Probe about how many hours they work, how much they are paid and benefits provided, particularly medical care. Make sure you consider all staff, including those that may not work in customer-facing positions.
What policies are in place to ensure a safe and healthy workplace? Ask about staff training. Is it provided, particularly for those working in positions that are high risk for injury? Note during your site visit if there appears to be clear and adequate availability of first aid, fire extinguishers and safety equipment. Be sure to ask about specific work hazards unique to ship-based work as well as accident rates and worker's compensation for injury.
What policies are in place to address crime among passengers and workers? While the industry claims cruising is the safest form of travel, others cite high rates of robbery and sexual assault on ships that call this record to question. Be clear on prevailing types of crime risks and ensure your ship has a process to prevent, address and disclose them.
What reports can be provided about fatalities, crime, and injuries? Because there is such debate about how much crime and how many injuries are reported on ships, it's important to ask for yourself. You may not get a complete answer, however knowing if the cruise line you're considering has these issues on their radar and is reporting is a key way to build trust and do your due diligence to ensure your participants are not subjected to unexpected risks.
What policies exist to ensure the interests of host destinations and populations are considered? Many concerned with the cruise industry point to a discrepancy between the benefits derived by cruise lines compared to the expenses incurred by ports of call and local residents. This exists at a macro level where destinations provide infrastructure to support cruising and may struggle to recoup investment unless there are long-term commitments to visit ports. Concern is also expressed over the commissions taken by the cruise industry from local businesses that provide shore-side excursions. Ask what approach the cruise line you are considering takes to these local stakeholder concerns, and what examples exist to demonstrate policies in place in the area you are visiting.

Needless to say, when it comes to being sustainable, cruise meetings sail in murky waters. Because a ship can move between jurisdictions in a single trip, this can afford the opportunity to exercise different levels of responsibility in different waters. This isn't hard to understand if you consider how standards of 'green' hotel practice within a single chain can change city to city. The difference here is your hotel property is generally not shifting how diligent it is about its sustainable responsibilities within the span of a single meeting as a result of moving down the block. Therefore it's critical for cruise meeting hosts to take questions like these to the cruise industry to uncover if they are consistently addressing sustainability issues in a way that hopefully exceeds highest regulatory requirements across jurisdictions.

At least that's what I'll plan on doing, when I set sail to plan a cruise meeting.

Many thanks to Ross Klein and his Cruise Junkie web site which provided much food for thought and information for this introduction to the sustainable considerations of cruise meetings.

Photo: Musson Cattell Mackey Partnership

Short Film Friday: Happy Canada Day!

2011-07-01T12:31:00.000-07:00

Short film Friday is switching up to Short Music Video Friday this week. Happy Canada Day to all who are lucky enough to call it home. Long may it run.

Exorcising my Armchair Solutionary

2011-06-28T12:08:00.000-07:00

You know, people take you pretty seriously when you show up to work a conference event in a suit accessorized with bright blue surgical gloves and tongs. Especially if you pull up the cuff and snap it as you approach them.

This past week I spent about 24 hours staring down the bottom of a convention centre trash can. I dug into landfill bins to rescue more coffee cups for compost than I can count. I retrieved 5 china plates, numerous pieces of silverware, 15 clothes hangers, about a dozen unopened bottles of water (for shame) and two full-length mirrors. Even hopped into a dumpster to rescue some carpet rolls for recycling. Yes indeed, event planning is glamorous!

To be honest - in spite of the odor - it was nice to be so hands-on with event sustainability again.

In recent months I have been feeling at risk of being an "armchair solutionary". You know the type: the outsider who comes in and lays out plans and ideas for sustainability with little practical experience in your event? The person who directs others to implement purchasing and waste plans without being willing to get down and dirty themselves? I recognize it because I have, at times, been guilty of being that person.

Have you?

What helps you exorcise your armchair solutionary?

Today's Hallelujah Moment

2011-06-20T18:27:00.000-07:00

Brought to you by my Westin hotel room:

"One of your Heavenly Shower heads has been turned off in an effort to minimize water usage and protect one of our most precious natural resources. To experience the most out of your Heavenly Shower, you can turn the second shower head on by pushing the small button behind the lower head."

Short Film Friday: Keep Calm, Carry On

2011-06-17T12:48:00.000-07:00

A charming brief video history of the now iconic phrase "Keep Calm and Carry On" is the topic of this week's Short Film Friday. Enjoy!

Keep Calm and Carry On on Vimeo

By Nation

(enter password "keepcalm")

On Idiots and Empathy

2011-06-16T09:02:00.000-07:00

Actually, I can think of a few more words: disrespectful, destructive, inhumane, vain, selfish...

Thoughts this morning on the aftermath of an awesome two months of exciting community spirit in my favourite sustainable destination on earth: Lack of empathy kills community.

And the power of empathy builds it back up again. Stay tuned...I've got faith the builders and restorers in us will re-write Brock Anton's version of history.

Update: 1:02pm
This is My Vancouver
Vancouver brushes itself off
The Real Face of Vancouver
Vancouver Riot Clean-Up
Post-it Love for VPD

Called it, love it. Thank you all!

Photo: karlamariakruz

Speak now, or forever hold your peace

2011-06-14T13:26:00.000-07:00

We're on the edge of a shift in the event industry. Around the world national working groups are staging discussions to enable public comment on the Draft International Standard (DIS), ISO 20121 - Event sustainability management systems – Requirements with guidance for use. This standard will significantly influence how events of all types approach and evaluate sustainability programs.

Now it's your turn to have a say, Canada!

There are two key ways that you will be able to contribute to the public review process. The first is to read the DIS, and then to submit comments through a set form that you will be provided with. The second is to participate in one of a series of face-to-face consultations being conducted in the following cities across Canada by members of the Canadian Mirror Committee:

Halifax (June 27)
Vancouver (July 5)
Montreal (July 6)
Calgary (date TBD)

Final deadline for comments to the review committee is July 15, 2011.

If you are interested in contributing to the public review process, please leave a comment or email me directly at shawnamckinley@gmail.com and I will advise you as to next steps and provide you with necessary documentation.

Thank you in advance for your time and consideration. With your help, we will continue to enhance the sustainability of the Canadian event industry!

If you are from another country, please contact your national standards council for information on how to participate.

Short Film Friday: A Future We Create while we re-write the past of our sponsor?

2011-06-10T08:11:00.000-07:00

Today's Short Film Friday is a cautionary tale.

Imagine you are involved in a high-profile event with a sustainability theme. Now imagine your event is sponsored by a company who has had a questionable track record for being a responsible corporate citizen. Perhaps you're aware of the sponsor's controversial past. How would you go about raising your concerns? Could you inventory and weigh the risks and benefits? Who would you rely on for information and advice? Would you recommend against associating your event with such a company? If not, how would you proactively plan for possible concerns raised by others where you may not be in a position to decline the partnership?

Conversely, what if you didn't know of their controversial past? What if you hadn't anticipated concerns your sustainable event was associated with a less than stellar corporate citizen? How would you react to protests and criticism about greenwashing? Would you have a response plan?

The Future We Create was a virtual conference staged this week. The topic: how to supply the growing world with a sustainable supply of water. The event was hosted by the Dow Chemical Company. On the heels of the event comes a provocative challenge by Anna Lappé calling to question the credibility of an event that would not provide voice to diverse perspectives about the host's connection to water pollution and toxins in the environment.

In today's world of democratic and pervasive social media this example is a good reminder that now, more than ever, it is critical for event professionals to anticipate sustainability concerns. Particularly when it comes to creating appropriate sponsor partnerships, opening participation opportunities and being transparent about programming.

Be an Ocean Hero

2011-06-08T15:29:00.000-07:00

Think you have to don a wet suit and clean up a beach to do your part this World Ocean's Day? Well, it would help, but there are easier and possibly less Vaseline-intensive ways for event professionals to show their passion for protecting the oceans:

Choose sustainable seafood for your events.
Use less plastic, and recycle that which you can't go without.
Request hotels and venues use non-toxic cleaners, keeping chemicals from waste water.
Ensure hazardous event materials like batteries, paints or adhesives are properly disposed of so they don't find their way back to waterways.
Cut back on emissions by any means to prevent ocean acidification: choose locations closer to your attendees, turn off lights, promote transit and select vendor partners that have energy conservation programs.

Be an Ocean Hero by adding an ocean-friendly event tip or taking Oceana's World Ocean Day Pledge.

Short Film Friday: Fifty People, One Question

2011-06-03T07:54:00.000-07:00

Where would you wish to wake up tomorrow? By the end of today what do you wish would happen?

This week's short film Friday is actually four short films, and a beautiful project by Benjamin Reece and Nathan Heleine.

Funny how whomever we are we have so many beautiful things in common.

Share your wish: Fifty People One Question.

Fifty People, One Question: London from Fifty People, One Question on Vimeo.

Fifty People, One Question: Brooklyn from Fifty People, One Question on Vimeo.

Fifty People, One Question: New Orleans from Fifty People, One Question on Vimeo.

Fifty People, One Question: New York from Fifty People, One Question on Vimeo.

Thanks to Brain Pickings for sharing this project.

Falling off the Sustainability Tightrope

2011-05-31T21:12:00.000-07:00

So, it turns out, there's a problem with Fair Trade.

Not only that, but you know that "Don't print this email" tag? The one you put in your footer because you want to educate people about not printing? Well, that causes over 2000 MT of CO2 emissions.

Oh and that biodiesel bus you were booking for your event? Well think again. It might be biting the hand that feeds, contributing to rising food prices around the globe.

Seriously, keeping up with the ongoing debate about what is good, better and best in the field of event sustainability is enough to send you around the bend, or at least into a state of paralysis. Reaching for most up-to-date information, stretching to anticipate outcomes, balancing conflicting issues....event sustainability sometimes feels like walking a tightrope, where falling off means judgement and shame about being wrong or doing harm.

Faced with that kind of risk you might ask: why bother with event sustainability?

Bother because sometime, somewhere you started down the path because something about the potential difference you could make mattered to you.

Bother because nothing is ever known with 100% certainty, and odds are tomorrow we will know more than we did today because you kept trying.

Bother because continuing to question assumptions and the way things are is the only way to make sure we are on the right path, or change that path in a better direction.

Bother because trying and failing is a part of being human; it is how we learn and improve.

Bother because you have a responsibility to yourself and your community to do the best that you know how at any moment in time.

Bother because it is unreasonable for you or anyone else to expect perfection today, or perfection undiminished by the march of time.

Bother because you and the actions that stem from you are enough, important and essential.

So go ahead, let yourself slip on the high-wire a little. Splash down into the swamp of sustainability dilemmas and make the best decisions you can, even if they're not perfect. I for one will be down there to catch you.

Short Film Friday! When Nature Throws you Lemons

2011-05-27T07:32:00.000-07:00

Sean Stiegemeier makes lemonade. Last Saturday's eruption of Grimsvotn sent many travelers into a panic that it would cause a return to last year's aviation bottleneck caused by its volcanic cousin, Eyjafjallajokull. Costs to the aviation industry from the 2010 eruption's ash cloud are estimated at $1.7 billion US. A good reminder that in a global village we're all potentially vulnerable to the grumblings of an ever changing planet.

(This week's film is best appreciated fullscreen, with speakers on high!)

Iceland, Eyjafjallajökull - May 1st and 2nd, 2010 from Sean Stiegemeier on Vimeo.

I Blame Star Trek

2011-05-23T22:49:00.000-07:00

What is it about us that makes us think we can Star Trek our way out of the negative impacts of lifestyle conveniences? I read an article the other day about how microbes may make it possible for us to compost virtually everything, including polystyrene. Yes, polystyrene!

Now I like Star Trek as much as the next Trekkie, and I think it is fascinating how the show has been prophetic about everything from MRI scans to iPads and wireless communicators. But should we be relying entirely on technology and science fiction solutions to back us out of the problem of too much landfill waste?

I think not, Number One.

Now I'll admit: tiny bugs that chomp trash are pretty cool. An invention that will no doubt make it easier to be okay with using more disposable conveniences. But one can't help but ask: what's the catch, and can we not do better to solve the root problem? And more importantly: would this be the solution they would use on the Starship Enterprise? Let's ponder this for a moment.

Ever notice there are no trash cans on the Enterprise? Captain Picard asks for an "Earl Grey, hot" and it just materializes - tea cup and all - from a hole in the wall. So, what happens to that cup afterwards? Maybe Captain Picard's tea cup reverse materializes back into that hole in the wall and is magically re-constituted into a Romulan ale stein Guinan serves up in Ten Forward. Or maybe Picard places the cup in the Enterprise's garbage chute a la the original Star Wars where it gets smashed up into cubes of garbage that are jettisoned into space.

Although there are hints of cool technology everywhere on Star Trek, they seem to brush over the more mundane topics, like how they handle trash and sewage on the ships and space stations. Although, had Ed Begley Jr. done more than a guest cameo on Voyager we might have had the answer to these green mysteries that keep a tree-hugging Trekkie up at night!

What's clear though is you don't see a lot of disposables hanging around the bridge. No one drinking from a polystyrene cup. You also don't see the Enterprise jettison a trail of litter or effluent as it warps off toward a new galaxy. So it appears the Star Trek version of the future had the wisdom to close-loop its living.

So when the cool microbe-eating bug solutions get voted out in favor of more practical steps to eliminate packaging and disposables don't blame me: blame Star Trek.

Short Film Friday! How a MRF Works

2011-05-20T08:20:00.000-07:00

Ever wonder what happens after your recyclables leave your event or venue? They often go to a Materials Recovery Facility (MRF.) Here's a short video from Recycle More North Carolina about how a MRF works.

Things that make me go "hmmm...."

2011-05-18T15:52:00.000-07:00

In the wake of CERES' annual conference there have been some rumblings of revolutionizing sustainability reporting. From Hannah Jones of Nike to a world first reporting announcement from Puma, there are signs it won't be business as usual for corporate reporting anymore: financially, environmentally or socially.

According to the Guardian article about Puma's new approach to reporting, which values environmental costs in their profit and loss sheets:

The methodology for the new P&L was developed by PwC and Trucost, based on a value per tonne of CO2 at £57 and an average water value of £0.69 per m3.

So, let's say, hypothetically, that we were to apply the same prices to the estimated environmental impact of an event attendee. And report on it in the way Puma is proposing. If an event attendee produces roughly 135 kg of CO2 per day, and uses 300 L of water per day, that amounts to £24, or $39 US in environmental costs per participant over a 3 day event.

Given that, if we were required to report environmental costs on a P&L statement for event marketing or association meetings is it conceivable we should add $39,000 to costs for our 1,000 person event? $390,000 for 10,000 attendees? Over $1 million for 30,000?

Regardless of the numbers, how would adding the environmental cost of events as a budget line item shift our psychology about managing our impact? Acquiring sponsors? Setting registration fees? Purchasing materials? Considering hybrid or virtual formats? Calculating ROI?

If the future of reporting is really coming, are event managers ready?

Note: Footprint data is an approximation and for illustration only. It is based on a sample of conference tradeshow footprints in North America, incorporating air and ground travel, venue and hotel use. Figures have not been subject to peer review.

Eight Ways to Stop Trashing Food at Events

2011-05-16T10:19:00.000-07:00

Last week the UN Food & Agriculture Organization released a report stating one-third of food goes to waste. The equivalent of 1.3 billion tons, or the weight of 3,400 Golden Gate Bridges. In the US this amounts to 253 lbs of food wasted per person every year, according to Valerie Jaffee of the NRDC.

Man. Depressing.

The food waste issue is particularly relevant for events. Audits of actual events reveal approximately 18% of event waste is organic material: food. The number is even higher when you factor in packaging and service ware. So what can we do to turn the tide? After all, it's not only nourishment that we're tossing out, it's money, too.

Avoid pre-plating and pre-pouring. Once food is plated and it leaves the kitchen it can't be donated. So unless you're absolutely certain every single banquet chair will be taken, don't pre-plate. In addition pre-poured ice water and ice tea must be poured down the drain if not consumed, so consider having wait staff pour this once guests are seated.

Eliminate or request minimal edible garnishes. Food decoration may look nice, but if it's not likely to be eaten, maybe you can do without it. If you feel compelled to garnish for presentation reasons make sure it will be an appropriate edible ending to the course, rather than something that is left over.

Practice portion control. Although none of us want guests to go hungry, leaving them stuffed can be detrimental to the experiences we want to create, too. So check in with your chef about portion size, and discuss if it needs to be adjusted to prevent waste.

Double-check serving size of sides. I once worked with an event planner who eliminated $150,000 from her food and beverage costs by asking the caterer to do something I'd never thought of before: adjusting the serving size of buffet sides. She noted over 2 successive events at the same venue that there were consistently higher quantities of side salads and starches left over, while mains were gone. So she asked the caterer to adjust for this, cutting food waste and costs.

Be on top of guarantees and make them as accurate as possible. A no-brainer, really, but worth underlining! Analyzing previous event patterns and harnessing your registration system to have special meal requests and opt-in/out for meals may help. It saves money and reduces food waste.

Provide sauces, jams, sugar, cream and other condiments in bulk. Single-serving foods contribute to wasted food and packaging. It's also often cheaper and more attractive to provide it in bulk.

Choose a venue that has a food donation program in place. Contrary to common myth, it is possible to donate perishable food. So select a venue or caterer that works to divert un-served food to the needy. PCMA's Network for the Needy offers links to US and Canadian food banks.

Choose a venue that has composting. If you're feeding people at your event it's inevitable you'll have food to throw away. So choose a venue that provides a landfill alternative for your prep food waste, table scraps and service ware (if used). Composting can reduce your event waste stream anywhere from 10 - 40%. If you're being charged for waste that's a big difference!

Would welcome other examples where you've been able to reduce food waste at your events!

Short Film Friday!: On Empathy, Civilization and Sustainability

2011-05-13T09:43:00.000-07:00

Bestselling author, political adviser and social and ethical prophet Jeremy Rifkin investigates the evolution of empathy and the profound ways that it has shaped our development and our society. From RSA Animate.

Fair Trade for Events - A Quick Prezi

2011-05-11T16:20:00.000-07:00

World Fair Trade Day is May 14. How can your event benefit?

Fair Trade for Events on Prezi

Is your event an Episode? Or an Experience?

2011-05-10T06:38:00.000-07:00

Is your event an episode? Or is it an on-going service?

I recently had a light-bulb moment in a highly unlikely place: the pages of a video game magazine. This month Develop's online magazine features an article discussing how Valve, developer of some of the most renowned video games of all time, has switched from 'episodic' game content to 'games as service' model.

What does it mean, and what on earth is the relevance for sustainable events?

Well for those of you familiar with video games, episodic content can be thought of like an old fashioned game cartridge, something you plug into an existing platform or console, whether it's a Wii, PS3 or X-Box 360. A typical cartridge might provide 20 hours of game play. You beat it, then it's done. Finished. Head on to something else. At least until the the next game is released which may be a year or two away.

It's a lot like a traditional event model, really. An episode is staged in someone else's city or venue, lasting 24-36 hours, then it's done. Finished. Head on to something or somewhere else. At least until next year.

But while some companies continue to bank on episode games, the video game model is changing for Valve and some game companies at the leading edge of this industry. Companies are taking control over their development and distribution platforms to create, mold and refine them to respond to customer demands on an on-going basis in a much quicker fashion than ever before. Developers are integrating bridges that connect players and keep game-play interesting while they develop multiple, smaller patches of content, rather than wrapping up new content only in new episodes that are fewer and far between.

What lessons can this phenomenon provide about event sustainability in today's world? I invite you to add to a few I see:

Planners need to expand beyond programming event episodes. The on-site event experience can no longer be the be-all and end-all of our experience, and the organizations they represent. The services we provide in the white space between events have become more important than ever in expanding value. There is more pressure to connect the dots between our events.
Planners need to assert control over their event platforms, to become developers, not just users. But how? The event web site should no longer be a means for just sharing information about the on-site experience. It must move beyond that to provide tools that engage participants pre-, during and post-event. And not just in ways that ramp up excitement for being face to face. Technology is what you make it, so think outside the box, rather than relying on options that are available right now. Re-imagine what your online event platform could be, and how it integrates with on-site programming.
It's okay to give up some control to attendees, providing a space where they are can influence the narrative. When launching their latest game, Portal 2, Valve did something that would likely scare any event organizer: they offered fans a chance to push up the game launch date. How could we adapt this philosophy to events? Granted influencing event dates might be problematic, but what if we democratized the process to build excitement about and engagement in our events? Enabled participants to vote for event locales? Session content? Learning formats? Vote on award-winning event-related projects? Structure their participation as a game?
Event destinations need to provide non-traditional platforms and experiences that embrace technology if they expect to retain the interest of today's planner and their event participants. This means inventorying and presenting new space and technology alternatives. It means ensuring event spaces in development are as adaptable as possible and integrate planner perspectives in the design phase, including integration of remote participants. As generations transition, more and more people are not just accepting of online content and experiences, they expect them. And not just as a 'nice to have', but a fundamental part of the experience. How does your destination enable this to reduce its risk of becoming obsolete?

It's a brave new world. Other industries that are evolving technologies that better respond to shifting customer expectations. Are events and destinations taking full advantage of the possibilities?

White space

2011-05-08T22:15:00.000-07:00

Spending time in the weeds

Short Film Friday: 3 x 3 x 3

2011-05-06T06:45:00.000-07:00

Would you be able to live in a 3m x 3m x 3m space? A 10 foot cube? Take a tour of this Eco-house with Dr. Mike Page from the University of Hertfordshire. Cozy...and conceivable?

A tour of the Cube from Mike Page on Vimeo.

Beyond the Automobile: Bike-able Destination Cities

2011-05-03T09:22:00.000-07:00

Cities around the world are doing whatever they can to improve the feel, the attractiveness and the economic competitiveness of their cities. And that means investing in sustainable forms of transportation. And that increasingly means investing in a high quality cycling network.

Janette Sadik-Kahn, Commissioner, NYC DOT

Last year the City of Vancouver expanded cycling routes through downtown. I'm not a biker myself, but have to admit, it has made walking through downtown a little more pleasant. And watching drivers inching through the newly separated lanes downtown certainly makes me more eager to take transit than drive.

So it got me thinking: If a good cycling network is a hallmark of a more sustainable city, where does my hometown stack up? Not even on the radar! Several destinations rank highly for bike-friendly infrastructure:

Graphic via: Motorcycle Insurance
Using data from Bicycling Magazine based on criteria put forward by the League of American Bicyclists

Some information about these destinations c/o Matador Trips:

Amsterdam: 40% of city traffic moves on two wheels.
Berlin: 400,000 people bike instead of drive.
Copenhagen: 30% of the workforce bikes to work.
Portland, Oregon: 260 miles of bike paths and a 9% bike-commuter rate make this city the bike-capital of the USA.

Street Films has put together a great video series about Moving Beyond the Automobile, exploring solutions to help us get out of our cars and build more livable cities through smarter transportation. For ideas to make your destination bike-friendly check out their Bicycling video.

And don't think biking is important? Think again... With the EU aiming for car-free cities by 2050 bikes and transit are emerging as even more important people-movers.

Short Film Friday: Today

2011-04-29T08:39:00.000-07:00

Thanks Jonathan Harris, for helping us to remember:

To stop and be aware of life as it's passing.
Life is not a hunt. It is a walkabout.
Certainty is rare. You just never really know.
Your greatest creation is your life story.
The process of growing up makes you realise there is so much more that you don't know, compared to what you thought you knew before.
Life can take on a performative quality.
Sometimes, projects run your life, rather than life running your projects.
Take time to reflect and process the experience.
You need privacy. Space. In order to contemplate, and grow.

Why we should get behind Team London 2012

2011-04-27T07:49:00.000-07:00

Over the weekend the Guardian ran a critical piece about fears London 2012 will not be able to meet sustainability targets for the upcoming Olympic Games:
London Olympics pollution on course to land hefty fine from IOC

So why is it a good sign to see these headlines? Although this kind of coverage might upset some, there's a few reasons to see this as positive:

Objectives for sustainability are being integrated into event planning. Instead of being critical of the potential to achieve the targets before the event has been executed, let's pause and consider how progressive it is to even have an event sustainability strategy with publicly stated objectives and requirements for transparent reporting. This unto itself still appears rare.

Targets are challenging. And so they should be! Furthermore, if air pollution reduction was easy to achieve would we be criticizing targets as too weak? It's possible. Without making targets challenging how can we make ambitious progress? Even if we only get part way there, is it not still a forward step, even if just shy of the goal?

Performance is tied to incentives. Here access to revenues provides a clear motivator to make a serious attempt to achieve targets. This shows a clear business motivator to be sustainable, moving beyond the sometimes touchy-feely motivators of 'doing the right thing' that we often rely on.

The philosophy is doing less harm and doing better. In a recent post GMIC Canada talks about the desire to create an 'embossed relief' from events, drawing attention to the fact events should do less harm and also make things better. The exciting thing about these air pollution targets it they actually enable this to occur. Targets are aimed at developing programs that improve the situation. Proof events can be catalysts for more sustainable cities. Imagine that: our industry as champion of the environment, not a burden on it.

Still doubtful? Check out a response to the article by David Stubbs, head of sustainability at the London Organising Committee of the Olympic Games and Paralympic Games, including a link to their latest report of progress. Yes: progress!

It's an unfortunate phenomenon that those organizations that hang out their sustainability shingle are often more the target of criticism than other groups that fail to plan for or disclose sustainability targets. When this happens it can seem those who try have the most at stake to lose, very publicly. It's a shame that the intention to 'go farther and be better' sometimes gets overshadowed by 'we're sorry, but that's not far or good enough'.

And let's not forget - the race is still being run. We won't know how well sustainability targets will be met until the Games themselves are done.

So in the lead up to the Games I'm going to get behind the home team, cheer their event sustainability targets and hope they can continue to push through to improve how we all do what we do. Go Team London 2012!

The Hangover

2011-04-23T10:48:00.000-07:00

On Boxing Day you wake to the realities of Christmas over-spending.

On New Years, the trepidation of a coming year that may be laced with a too-much-champagne headache.

So what about Earth Day? Judging from several headlines the environmental movement is becoming more than a bit skeptical about Earth Day after 41 years:

Can't say I disagree, but I have to ask: what is the result of inserting a cynical overtone?

Even David Suzuki in his 2010 Earth Day message acknowledged some of the steady progress being made toward improving our world, acknowledging much work remains.

It appears more and more companies are using Earth Day as a platform for promotions, adopting it much like a new consumer holiday, sandwiched amongst Valentines, Easter and Mother's Day. On one hand this allows companies who are sustainable year round to tout what they do. Often, however, it does appear to enable those without strong commitments to wave the 'green' options or special offers they only provide at this time of year, or on request. The transience of this kind of commitment can be frustrating for those trying to make Earth Day everyday.

But back to the original question: is cynicism of Earth Day efforts and events productive to achieving the overall goal of a year-round commitment to sustainable business?

Partially, yes. The power of media and opinion leaders to critique hollow sustainability commitments poses a potential risk that may drive companies to ongoing, continuous programs that support sustainability. Fear and risk, after all, can be exceptionally effective motivators.

However, for the individual citizen how does it feel to have your participation in Earth Day judged as a hollow, ineffective exercise? How about shamed? How about guilty? How about 'bad'? How about unlikely to attempt again? Feels a bit like being the kid singled out because they gave the wrong answer in class, or brought something foolish to show and tell. Are these really the feelings we want to be associated with our movement?

What are your thoughts?

Thanksgivings

2011-04-22T10:08:00.000-07:00

So it's Earth Day. Are you planting a tree? Running a promotion at your company that gives back to the planet? Adding a green experience to your special event? All good and noble things that help make a difference.

Me? I've decided I'm going to call my parents. And I'm going to say 'thanks'.

Thanks for:

Taking me to the beach so I could swim even though I couldn't walk.
Packing up us kids in the Volvo to go camping, even if it was only a few kilometers from home.
Letting me take over a patch of the yard to try to grow a vegetable garden...in September.
Making me walk to the bus stop and, yes, take the bus.
Indulging my pleas to have a fish tank, even when I didn't always clean it and would sob when I had to bury casualties I'd caused.
Signing my permission slip to travel abroad at 13 to see how the rest of the world lives.

My parents have taught me the greatest Earth Day lesson:
Your direct experience of the world - it's births, lives and deaths - cultivates an appreciation of that which connects us and sustains us.

So, thanks, Mum and Dad. Happy Earth Day. Everyday.

The Jackass Whisperer

2011-04-18T13:01:00.000-07:00

"Don't try to win over the haters, you are not the jackass whisperer"

Quote captured by @MikeTibbles by @BreneBrown

A few years back I was on the receiving end of a rant from a representative of a foam plastic manufacturing company who was upset I had been encouraging exhibitors to discontinue use of their product in displays and shipping materials. The event was for one of my first major clients. The complainant was one of their tradeshow exhibit sponsors.

I attempted to remain calm. I let her blow off steam, and vent. I expressed empathy for her frustration, but was careful to not apologize. I took a few breaths and explained why we were discouraging use of the materials. We had a mandate to plan a sustainable event from the host. We had learned foam-based plastics were non-recyclable in the majority of cities this event visited. This was contributing to waste, which the event was also being charged for. In addition, we were trying to respond to requests from exhibitors about simple steps they could take to voluntarily align with the sustainable mandate of the tradeshow.

Needless to say, she was having none of it. She was annoyed. Highly annoyed. And she was calling the Director of Sponsorship and Exhibits.

I thought I'd lost a major sponsorship. My client was going to be livid. I could kiss goodbye to my contract with them.

To my extreme relief my client stood behind me. They upheld inclusion of the voluntary guideline to reduce and eliminate foam-based plastic. Not only that, but a few years later the event shifted to make the guidelines mandatory for all exhibitors.

I realize now there was nothing I could have done to change the sponsor's mind, unless I was prepared to sacrifice something important: the responsibility I'd been given to ensure integrity in the guidelines we were creating. Definitely a risky choice in this situation that could have easily backfired. The experience highlighted for me the critical importance of so many things:

Ensuring a clear mandate and support for event sustainability from the host up front.
Anticipating issues that might raise the ire of certain event stakeholders and being prepared about how to respond.
Remaining focused and calm when someone challenges your decisions and actions.
Avoiding silencing others while ensuring respectful communication.
Affirming your position, but not arguing it.
Circling back to sources to be open to the possibility you might be wrong.

Because at the end of the day, I realize some people will passionately express their position to someone who doesn't share it in an effort to convert them. And while I can be a stubborn jackass, I am also not a jackass whisperer.

Short Film Friday!: 7 Days Away - 7 Billion Reasons Why

2011-04-15T07:41:00.000-07:00

Earth Day is seven days away and National Geographic reminds us there are seven billion reasons why it's important. Check it out in this first installment of Short Film Friday!

Running on Empty

2011-04-14T08:40:00.000-07:00

Came across this article awhile ago thanks to a tweet from @barbaraconvene:

Robotic Clouds Will Provide Shade During Qatar World Cup

The headline jarred me. I thought: isn't that a little ludicrous? Now I don't want to go off the deep end here, especially because I know recent siting decisions for the FIFA World Cup have been rather controversial. And let's face it, the Qatar event is over 10 years away. A lot can change in 10 years.

The situation in Qatar reminds me of an important distinction for event sustainability though:

There is a subtle difference between doing good and doing less harm.

Think of your event impacts as three glasses of water, half full. (Why? Because Mum always said it's better to be a glass half full kind of person and thinking about the desert has me thirsty)

The first glass is economic.

In the lead up to this (and most any) event we're going to see a lot of emptying of this glass on many things, especially built infrastructure and venues. But the theory is the glass will be filled up in the long term, replenished during and after the event through the economic spin offs from travel and sponsor investment. The hope for all our events is that this glass has at least as much water as we started with when we finish. If we can wind up with a surplus even better!

The second glass is social.

From a sustainability perspective we ask can we improve or nourish the community through the event? Does it contribute to a better quality or standard of living? Does it better the human condition, reduce it, or act indifferent? Are the people in the destinations where we hold events feeling parched or quenched having hosted the event? Then there is the experience the event itself provides. Have we exceeded our participant's expectations? Do they feel 'full'?

The final glass is the environment.
What is this glass filed with? Well, water of course, but other resources too: energy, raw materials, the air we breathe. Whereas we can 'do good' by filling the other two glasses through improvements in working conditions, additional investment and community legacy, the environmental glass is one that we continue to empty. Event sustainability here is about how effective we are in emptying the glass less quickly. Doing less harm. Allowing it enough time to naturally replenish. We're getting better at reducing what we use from this glass, and recycling materials within it, but right now we are still experiencing a net leakage. And we will continue to do so until we can create solutions to generate our own environmental resources and close-loop the materials we use.

Now doing less harm is not necessarily a bad thing. It's certainly better than causing the same harm. But it requires accepting we are not being sustainable where we do not sufficiently allow for refilling of the glass. This realization can shift our thinking away from the artificial sense of security bought by 'carbon neutral' claims. And this change in perspective can help us be more effective in addressing the environmental aspects of our events in meaningful, relevant and practical ways. Accepting that our environmental goal is to do less harm first might cause us to reduce the materials we use. To site our events with more attentiveness to resource use. To consider virtual ways to engage that have a smaller footprint. To use caution in communicating our efforts so we don't overstate them in a way that creates the false impression of filling the glass ('carbon positive', anyone?). Most importantly it could focus our attention on the imperative to measure environmental impacts from events so at the most fundamental level we can know the impact we're causing, positively and negatively.

Looking at our events as three glasses also reminds us we trade-off between each. And we can't keep filling the one glass at the expense of the others. There is, after all, a point when the well runs dry and scarcity of environmental or social resources starts to empty the economic glass more quickly.

So where does this leave our clouds in Qatar? Although the opportunity to site in a destination with a naturally suitable climate is gone, there is still time to carefully consider how each decision from here on out will empty the environmental glass less quickly. Here is hoping heads come out of the clouds to focus less on the "amazingness" of what could become a potentially wasteful spectacle and more on what can be done to truly move closer to sustainability.

For more reading about FIFA and sustainable aspects of the World Cup event and bidding process visit:

I want my (Green) Event Team to be like...

2011-04-12T11:56:00.000-07:00

The Goonies

Goonies never say die!

Approaching a task with Errol Flynn-like zest that
leads to treasure at the end of a grand adventure!

The Fellowship

You will unite or you will fail.

United behind a single overarching goal this team
transcends differences to save the world.

The Breakfast Club

Why do you have to insult everybody?

I'm being honest, asshole. I would expect you to know the difference.

Courage to question your peers is essential to challenge the status quo.

The Ghostbusters
You know, it just occurred to me that we really haven't
had a successful test of this equipment.

Flying by the seat of your pants with a sense of humour is the best way
to deal with the paranormal...and sustainability.

Jamaican Bobsled Team in Cool Runnings

Derice, a gold medal is a wonderful thing. But if you're not enough without one,
you'll never be enough *with* one.

Hey coach, how will I know if I'm enough?

When you cross that finish line tomorrow, you'll know.

Because in spite of budget, training and equipment there is still a chance to find
a 'green' medal moment when you're committed and determined!

For more ins and outs of establishing your Green Team check out Nancy Zavada's GMIC Webinar April 13.

PS...How can you tell I'm a child of the 80's?

USEPA lists top EnergyStar Destinations

2011-04-10T11:20:00.000-07:00

The USEPA has released its list of US cities with the most EnergyStar certified buildings. Topping the list:

Los Angeles
Washington, DC
San Francisco
Chicago
New York

Buildings in these five cities have collectively saved $416.5 million and prevented emissions equivalent to electricity use in 200,000 American homes.

Although impressive and significant, a caution to those putting their eggs in the EnergyStar basket: water use and waste production as well as purchasing should be considered in addition to adoption of energy efficiency programs. So don't forget to look beyond the EnergyStar plaque to know if your event venue and destination has a holistic approach to sustainability.

Looking for other lists of 'greener' venues and destinations? Check out the sidebar for links and these archived posts:

Reflections on a Mote of Dust

2011-04-06T21:57:00.000-07:00

An important reminder from a humble astronomer this Earth Month.

From this distant vantage point, the Earth might not seem of particular interest. But for us, it's different. Look again at that dot. That's here, that's home, that's us. On it everyone you love, everyone you know, everyone you ever heard of, every human being who ever was, lived out their lives. The aggregate of our joy and suffering, thousands of confident religions, ideologies, and economic doctrines, every hunter and forager, every hero and coward, every creator and destroyer of civilization, every king and peasant, every young couple in love, every mother and father, hopeful child, inventor and explorer, every teacher of morals, every corrupt politician, every "superstar," every "supreme leader," every saint and sinner in the history of our species lived there – on a mote of dust suspended in a sunbeam.

The Earth is a very small stage in a vast cosmic arena. Think of the rivers of blood spilled by all those generals and emperors so that, in glory and triumph, they could become the momentary masters of a fraction of a dot. Think of the endless cruelties visited by the inhabitants of one corner of this pixel on the scarcely distinguishable inhabitants of some other corner, how frequent their misunderstandings, how eager they are to kill one another, how fervent their hatreds.

Our posturings, our imagined self-importance, the delusion that we have some privileged position in the Universe, are challenged by this point of pale light. Our planet is a lonely speck in the great enveloping cosmic dark. In our obscurity, in all this vastness, there is no hint that help will come from elsewhere to save us from ourselves.

The Earth is the only world known so far to harbor life. There is nowhere else, at least in the near future, to which our species could migrate. Visit, yes. Settle, not yet. Like it or not, for the moment the Earth is where we make our stand.

It has been said that astronomy is a humbling and character-building experience. There is perhaps no better demonstration of the folly of human conceits than this distant image of our tiny world. To me, it underscores our responsibility to deal more kindly with one another, and to preserve and cherish the pale blue dot, the only home we've ever known.

-- Carl Sagan, Pale Blue Dot, 1994

Loving these name badges....

2011-04-04T18:59:00.000-07:00

Aren't they the coolest? Anyone with a sewing machine and a thrift store nearby could make these! (Click to enlarge)

Handmade from discarded silk ties and reclaimed plastic veggie containers. Badges printed on 30% post-consumer recycled content stock, including a mini-program on the back. We're going to have a hard time collecting them for re-use at Canada Media Marketplace, even though we'll try. Everyone wants to keep them!

Would welcome other cool and unique ideas for making name badges from reclaimed materials!

Christchurch: Phoenix from the Ashes

2011-04-02T21:47:00.000-07:00

I will confess: I have a soft spot for Kiwis. The fruit, the flight-less birds and the down to earth nature of the people from the land of the long white cloud. In fact were I not already in love with Vancouver Island I could easily transfer my allegiance to the North and South Islands of beautiful New Zealand.

So needless to say, my heart ached in September to hear of the 7.1 earthquake in Christchurch and again this February to learn of the second to strike the South Island city. Although not as high in magnitude, the second quake left the city more damaged than the first: 146 lives lost. 50-60% of central business district buildings completely destroyed or significantly damaged, including the iconic Christchurch Cathedral whose spire I remember soaking up one sunny spring more than a few years ago.

Christchurch Cathedral, before and after the February 2011 quake

I've been thinking a lot of those who I know there and their process of recovery and rebuilding. My thoughts perhaps more acute knowing the Pacific Northwest of North America is sorely overdue for a shake-up of our own. The magnitude of the devastation may not be as great as that being suffered in Japan, but for me the personal connection runs a little deeper.

It's been interesting to watch the response of the tourism industry as well. Destination marketers have evolved into crisis responders, ensuring there is an accurate and steady flow of information about accommodation, transportation and tourism activities in the wake of the disaster. The city has updates and regular reports for travelers to help keep the flow of visitors coming, a key ingredient in ensuring economic recovery as quickly as possible. This prompts me to wonder how many CVBs are as prepared to respond to this kind of situation. Is natural disaster response in their destination plan and strategy?

Beyond that, however, it is inspiring to see that from the ashes citizens are using this catastrophic event as an opportunity to envision the rebuilding of their city into something new and different. Better. Celsias recently featured several of these ideas, ranging from greenspace to living roofs and improved biking infrastructure.

Am looking forward to my next trip back to my second home to see how the city responds, rebuilds and sustains itself. Maybe you'll help them rebuild, too.

Christchurch and Canterbury, New Zealand

Red pill? Or Blue pill?

2011-03-30T18:10:00.000-07:00

Morpheus: I imagine that right now you're feeling a bit like Alice. Tumbling down the rabbit hole?

Shawna: Actually yes. Feels kind of like that some days. The face of events is changing. More virtualization and hybrid experiences. Social networking is taking over the world. Natural disasters can throw a wrench in the most perfect of plans. Economic realities are still pressing cutbacks in travel, incentives and meetings. Increasing labor unrest. And then there's the environment, the rising cost of fuel making all of us to wonder if the event and travel industry as it is will survive. It's tough slogging for an event professional.

Morpheus: Do you believe in fate, Shawna?

Shawna: No.

Morpheus: Why not?

Shawna: Because I don't like the idea that I am not in control of my life. I believe I have a choice. I have an influence.

Morpheus: *Skeptical* You have the look of a woman who accepts what she sees because she is expecting to wake up.

Shawna: *Thoughtful pause* No. I don't think so. The world is changing and the nature of events is changing. My choice is to jump in and become the transformation. Or I could delude myself that change is not happening. Keep doing things as they've always been done because somehow, through some miracle, things have to swing back to how they used to be. We both know that's unlikely to happen, Morpheus.

Morpheus: Then this is your last chance. You take the blue pill, the story ends. You wake up in your bed and you believe whatever you want to believe. You take the red pill, you stay in wonderland and I show you how deep the rabbit hole goes.

Shawna: *Pauses. Chooses red. Joins Engage365*

If you're an event or destination professional and you've not yet heard of Engage 365 you might want to lay off the blue pill for a little bit and try out the red pill. Right now there are thousands of professionals who are looking to engage attendees, members and customers beyond the traditional event model, experimenting in new methods of meeting that actively engage technology and social media and contribute to sustainability.

But be careful, in joining the Engage365 matrix you just may find out there is no "meeting". Err...I mean spoon.

Exploring Canada's Green Destinations, in the Big Apple

2011-03-27T14:39:00.000-07:00

Next week I'm off to experience Canada...in New York City! Canada Media Marketplace brings the best of Canada to travel trade media in the United States. Although my role at the event is very much in the background - helping to ensure as small an environmental footprint for the event as possible - Media Marketplace is also a great place for me to learn about different destinations and companies that provide sustainable meeting, event and incentive experiences in Canada.

Starting in the east, my interest is definitely piqued by Newfoundland's Fogo Island Inn / Shorefast Foundation. According to the New York Times, this remote island destination with a shrinking population of 3,000 is blossoming into a sustainability-minded artistic colony. The intriguing story of this destination compelled the Times to list Fogo Island as #22 in their top 41 destinations to visit in 2011.

I'm also intending to express my sincere appreciation to Tourism Prince Edward Island for the hands-down highlight of my summer vacation last year: Flavour Trails. I've never so thoroughly eaten my way through a holiday in my entire life, thrilled that each bite was sustainably island-grown.

Also hope to catch up with Fairmont Hotels and Resorts and Starwood. Competition is heating up in the 'green' hotel movement as various brands launch their own proprietary sustainable meeting and measurement tools or take advantage of emerging footprint programs offered through groups like Green Hotels Global. Keen to see what new plans these chains have in this area. Especially Fairmont, who has been fairly successful at ensuring consistent chain-wide sustainable meeting programs, especially within Canada. As an aside we'll be testing out Hilton's LightStay program at the primary event venue, the Waldorf=Astoria in New York, hoping to improve on the sustainability baselines we established for Media Marketplace in 2009.

Sited in my sister's home-province of Manitoba I also aim to learn a bit more about Churchill Wild. Adventures with this family-operated eco-outfitter are likened to watching your favourite nature channel, without the television. As awesome as that sounds, I'm turning my attention more to the company's statement of environmental principles, hoping to gain some insight into how they provide low-impact luxury experiences is such remote locations and the increasingly fragile arctic tundra ecosystem.

Closer to home I'm sure Tourism Vancouver will be touting the city's Olympic credentials, as well as the newly opened Vancouver Convention Centre West Building, the first convention centre in the world to earn the highly coveted Platinum LEED certified green-building rating. I confess I'm smitten by the beehives kept on the living roof of the new building. Just awesome. I'll also be keen to see how Travel Alberta and the tripartite of of Calgary, Banff-Lake Louise and Edmonton are developing sustainably, having worked with the province to inventory some of its great green credentials in 2009.

So much of the country to see and only one Marketplace to do it! Will try to post more updates from the road, including some insights into sustainable practices at the event itself.

Is Complexity Killing Event Sustainability?

2011-03-23T12:58:00.000-07:00

Shibui: simple, subtle, unobtrusive beauty.

To explain it runs counter to the Japanese artistic concept embodied in the word, but alas, I will try. In describing the concept's relevance to raku pottery it is mentioned shibui is that element that is neither the artist, or the object, but the tension that connects the two of them together. It's the fire of the kiln, the pattern a watercolour brush stains the page. It's the process that transfixes us when we become absorbed in an experience; time passes without knowledge of it and we emerge changed.

Change of course is what we need in the event industry. Especially if we are to contribute to a more sustainable society. But the path to transformation needs to be paved with tools that embody the principle of shibui: simplicity, subtlety, unobtrusiveness. In other words: to make sustainability mainstream it must use tools that naturally fit with how events work.

Yes, the devil is in the details and people need guidance through sustainable event standards that are robust. But if the design of event sustainability standards do not provide a point of entry that encourages and allows professionals to use them, they become impermeable, sterile, inert. Like a piece of complex art you set on a shelf and observe from a distance: not able to relate to it, intimidated to attempt it.

There is a very wide gap that exists between event management and sustainability. And I don't just mean in terms of footprint. I mean in terms of skill set and knowledge. Event managers have a deep knowledge of their supply chain, relationship building and experience creation. Sustainability professionals have a deep knowledge of environmental and social responsibility approaches that can ensure business success. Standards need to build a permanent bridge between these sectors in a way that does not disable action through intimidation. And eventually enables toll-free ownership of event sustainability by those able to take responsibility for it: event planners and suppliers.

While we need event sustainability experts, or artists, what we really need right now are more apprentices. We desperately need people to get started. To find apprentices event sustainability artists need to make what they do accessible, and less intimidating. We need to accept that perfection is not the goal: active and informed participation is. We need to cultivate standards that can be accessed to educate, enable ownership and promote innovation, while not being so foreign that they paralyze initiative from the outset. We need to break down the barriers that exist between sustainability experts and event industry professionals with carefully-designed and simple stepping stones that bridge the divide. To do this we need to embody less of the baggage that has come to (negatively) define bureaucratic standards. We need act like teachers, mentors and educators, and need event sustainability standards to do the same.

At least that is my take, as an apprentice seeking shibui.

The time is now to make your voice heard as pivotal event sustainability standards are being offered for comment. As you review them ask yourself:

Can they be understood by an event professional who will be a primary user?
Are the requirements reasonable and feasible enough to make them a daily practice?
Is a more sustainable event industry really being enabled by what is recommended?
Most fundamentally, consider: Could I do this? Can these help me be a better apprentice?

If you're like me, I'm becoming absorbed in the process, but I'm not emerging changed. If anything I'm confused and concerned standards lack the simple and natural fit with event planning necessary to gain traction with the mainstream event industry.

Help make emergent event sustainability standards effective, accessible pathways to a better industry. Have your say:

GRI Event Sector Supplement (public comment period ends May 16, 2011)
APEX-ASTM Environmentally Sustainable Meeting Standards
ISO 2012 (anticipated public comment period starting Spring 2011)

Make Ripples - World Water Day

2011-03-22T07:50:00.000-07:00

Thousands have lived without love, not one without water.

~ W.H. Auden

National Geographic Water Calculator

Thirsty for water-saving ideas for events

2011-03-19T12:37:00.000-07:00

Living on the "Wet Coast" of Canada drought tends to be one of the farthest things from my mind. After all, my September - May wardrobe is defined by it's ability to keep at bay the varying degrees of soggy that drench the city of Vancouver. Even the dog sighs at me when I drag him out daily to dodge the raindrops (note his love of water below).

Living here it's easy to think drought is a problem for Australia or Africa. But the news of late is giving me signs it's not so far from home, which of course is no excuse to suddenly become more attentive to what is a significant global environmental and human rights issue.

Today's Arizona Republic discusses the challenge of securing a new water supply for one of the largest metropolitan regions in the USA. It includes ideas for reducing consumption - critical in a region where changing the landscape to eliminate lawns could increase projected water supply by 40%.

Last week the Denver Post discussed the conflict between agricultural and residential water use in Colorado, where transfer of water rights from farmers to the suburbs could remove 700,000 hectares of irrigated cropland by 2050.

And then there is Texas, where in spite of wetter than typical weather, farmers fear the return of the Dust Bowl as critical underground water supplies run dry. The southwest region as a whole is particularly susceptible to drought. (More reading 3/23/11).

The reality is many cities - including those in North America - are at risk of drought. Sperling has put together a list of drought-risk cities in the US using data from the National Climatic Data Center. The North American Drought Monitor also keeps track of drought risk areas in Canada, Mexico and the USA.

Where does your city lie? What destinations are you going to that may be water-hungry? Are there steps you can take to contribute to solutions from an events perspective?

Earlier this week I posted some common tips to conserve water at events. But there are always those unplanned things that crop up that you just didn't anticipate like....

What to do when your opening reception sponsor wants to put a stage over a garden water feature, requiring an entire pool be drained?
Responding to an attendee complaint that an exhibit booth keeps their water faucets on all day, wasting water unnecessarily?
Helping an exhibitor who wants to find a better end of life use for the ice sculpture left over from his booth?
Assisting a conference organizer who hears organic cotton bags are not good because they require too much water to grow?
Advising a rental company who desperately wants to offer reusable green linens, but has to resort to harsher water-polluting chemicals to keep their tablecloths free of unsightly grease stains?

These are all questions I've been asked on one occasion or another and in many cases there are no perfect answers. In these situations creative problem solving has to kick in to find a better, more water-friendly solution often in a less than ideal situation. In the case of the above, solutions have included:

Draining water features into surrounding gardens in place of regular watering when moving the stage to an alternate location is just a no-go.
Amending exhibitor guidelines to require exhibitors to have holding tanks and pumps to 'close the loop' in any displays that involve running water.
Breaking ice sculptures into pieces and leaving them to melt onto landscaping.
Educating about different textile options for bags and their environmental impact using resources such as GMIC and their members.
The laundry example we're still working on, and would welcome suggestions!

Would welcome other planners and destinations to share their water-conservation challenges and solutions as we approach World Water Day March 22.

More drought-related reading:

Drought and Western US Wildfire Risk 2011

Chicken? Or Beef?

2011-03-18T07:54:00.000-07:00

March 22 is World Water Day. So a simple pop-quiz: If you want to plan a water-wise menu which would you choose:

Chicken or beef?
Potato or rice?

You might be surprised how great a water divide exists between these two simple options which are such common menu planning decisions. For the answers check out National Geographic's Hidden Water Use Tool. (Or scroll down below for the quick answers!)

You might also want to run these food-related comparisons:

Apple juice or orange juice?
Wine or beer?
Tea or coffee?

Remember though: sustainable menu choices are not as 'simple' as just what conserves the most water. Although water is a critical issue, energy use from packaging, production and transport, support of small-scale and local growers, and use of chemicals and pesticides are also important. The complicated nature of food choices can make your head spin, but the more you know, the better decisions you can make.

Answers:

Chicken is the more water-wise choice, consuming 1,773 L of water per 0.5 kg, compared to beef at 6,810 L of water per 0.5 kg.
Potatoes trump rice at 1,250 L less water per pound. Potatoes take approximately 450 L of water per 0.5 kg while rice consumes 1,700 L per 0.5 kg.

Water, water....everywhere?

2011-03-15T20:04:00.000-07:00

We talk a lot about the carbon impact of events. But what about water?

An event attendee can consume approximately 330 L of water per day conservatively, including hotel and venue use. That's enough to overflow two bathtubs. And that doesn't include food production, which is significant if you consider:

A cup of coffee takes 200 L (55 gallons) of water to make, with most of the water used to grow the coffee beans.
A quarter-pounder is worth more than 30 average American showers.

In contrast a person living in sub-Saharan Africa survives on as little as 10-20 L (3-5 gallons) per day.

Seems a bit unequal.

So what simple, water-saving steps can you take to reduce your water footprint at events?

Start at your desk. Get a reusable water bottle and use it. Buy office supplies with recycled content. Use that recycling bin. Bike, take transit or ride share. Recycling a pound of paper, less than the weight of your average newspaper, saves about 3.5 gallons of water.
Pay attention to water conservation in food and beverage. Don't pre-fill water glasses and don't use bottled water. Serve buffet-style. Ask for 'from scratch' menus as processed foods tend to have a higher energy and water footprint. Consider one fully vegetarian meal or a higher portion of vegetables instead of heavy protein. One of the easiest ways to slim your water footprint is to eat less meat and dairy. Another way is to choose grass-fed, rather than grain-fed, since it can take a lot of water to grow corn and other feed crops. Also, just say no to printing 100 page BEOs (or at least make sure it's recycled content)!
Ask if venues and hotels are water-wise and give those who are your business. Look for low flow fixtures (are two shower heads really necessary?). Inquire if properties use green-certified cleaners and recycled content bathroom papers. Also, don't forget energy conservation impacts water use, so choosing venues and hotels that practice energy efficiency can indirectly reduce your water footprint.
Select a city with a small carbon footprint from travel. A gallon of gasoline takes nearly 13 gallons of water to produce, so less air travel equals less fuel use, which helps conserve water. Flying from Los Angeles to San Francisco, about 700 miles round-trip, could cost you more than 9,000 gallons of water, or enough for almost 2,000 average dishwasher loads. A walkable city also reduces shuttle, fuel and water use.

March 22 is World Water Day. How will you honour it? Will you make a splash or a ripple?

Reference: National Geographic, Columbia University.

Local Food: Better, Not Best

2011-03-12T11:42:00.000-08:00

In a recent post for the Post Carbon Institute entitled "Beyond Food Miles" Michael Bomford presents a compelling argument to put that 100 mile diet on the back-burner. Or at least on a side-plate until you think through the total energy that goes into food production.

His thesis: That a single-minded locavore can actually make things worse from an energy perspective.

His advice, which is particularly relevant for event professionals interested in catering for more sustainable food and beverage:

Choosing local food is one way to reduce food system energy use; but even more effective ways include:

Choosing whole foods over processed foods;
Getting a small, energy-efficient refrigerator and getting rid of extra refrigerators;
Replacing animal products with grain and vegetable-based proteins;
Drinking tap water instead of processed beverages;
Choosing food that was grown in a region well-suited to the crop, using methods that build soil and rely primarily on sunshine for energy and rainfall for water.

He Shoots, He Misses? Hockey Controversy Spotlights Lesson in Sponsorship, Sustainability and Risk Management

2011-03-11T07:54:00.000-08:00

From a corporate social responsibility standpoint, it is becoming increasingly difficult to associate our brand with events which could lead to serious and irresponsible accidents. Action must be taken by the organizers. Unless the organizers take immediate action we will withdraw our sponsorship.

Sounds serious, eh? I mean if this was your event, you'd take notice, right? The loss of sponsorship dollars, the public relations nightmare, attendee criticism...what a nightmare. If only you'd taken steps to identify the risks beforehand, and act to reduce or eliminate them.

Unless you're the Commissioner of the National Hockey League, it seems.

If you don't follow hockey you likely missed the news of the latest devastating hit that left Montreal forward Max Pacioretty with a broken neck vertebrae (warning: it will make you wince). Air Canada, NHL sponsor, however, did not. In a recent letter to the NHL they state:

“From a corporate social responsibility standpoint, it is becoming increasingly difficult to associate our brand with sports events which could lead to serious and irresponsible accidents; action must be taken by the NHL before we are encountered with a fatality. Unless the NHL takes immediate action with serious suspension to the players in question to curtail these life-threatening injuries, Air Canada will withdraw its sponsorship of hockey."

Inaction on the part of the NHL to address potentially life-threatening risks to players is no longer acceptable to Air Canada, it appears.

Setting aside the valid concerns and debate about violence in sports, what on earth does this have to do with sustainable events and sustainable event destinations?

This is a perfect example of what BS 8901 practitioners call an "event sustainability issue". Or a concern raised by a stakeholder that puts your event or events at risk. In this case the issue relates to health, safety, branding and potential loss of sponsorship revenue. No doubt these are important social responsibility and financial concerns. When a stakeholder flags an issue like this how you respond sends a strong message about your commitment to social responsibility to people impacted by your actions. And this response likely creates a stronger impression about what you value than any green meetings checklist or volunteer project does. It shows them if you care about what they think and feel and how they're affected.

While some may not always see the financial, environmental or social benefits of sustainable events most of us can appreciate the need to minimize risk as much as we can. Taking inventory of your event or event destination to consider what kind of environmental and social responsibility issues might pose threats is a sound business strategy. Being proactive about minimizing significant risks can prevent unnecessary stress and financial damage, and help preserve or even improve image.

In the example above it appears the NHL can afford to disregard this particular stakeholder interest given the Commissioner's indifferent response. But not all of us can afford to treat sponsor, client or attendee concerns as such a low priority. Although it's possible those clubs reliant on Air Canada - such as the victim's Montreal Canadiens - may feel the pinch more than the NHL itself if the airline actually follows through. It seems even the big leagues could learn a bit from the hits and punches sustainability issues throw at event planners and how we decide to roll with them.

UPDATE: VIA Rail also latest sponsor to also criticize NHL

BS-check, Aisle 12

2011-03-07T14:01:00.000-08:00

The U.S. Federal Trade Commission has identified chronic issues that contribute to greenwashing and recently released Guides for Making Environmental Claims. The implications? Anyone communicating their sustainable event practices should avoid making unsupportable or inaccurate environmental claims, lest they wind up in a similar situation as Fiji Water did recently.

I've just found myself in the awkward position of having someone make an environmental claim about their property that I question to be true based on first hand experience.

To give some basic facts:
The claim relates to waste management. Specifically, disclosure of an event diversion-from-landfill rate by a venue that is significantly higher than expected. Post-event data received does not align with practice observed on site or what one would expect based on the type of waste program at the venue and the history of the event in question. Recycled amounts from the venue do match documentation directly from the recycling facility, but appear to exclude trash hauled from the venue by another waste company. The property in question has been asked about these points and they maintain they stand behind their reporting in spite of specific concerns raised. The event host has been advised of the situation and is wisely not reporting the data provided as actual diversion, given concerns about accuracy.

Since going through this experience, I've observed others touting similar diversion rates from this property as truthful, without question. I can't say I blame them as they likely a) don't have the direct hauler documentation b) haven't completed back of house inspections of the venue and recycling facility and c) probably don't have their event waste history to refer to as a reality-check. So, although I can't blame them, I have to confess: I'm having a hard time not calling the venue on misrepresenting their data, especially when I've raised concerns with them in a reasonable way!

So please, do me a favour if you can: When presented with a diversion rate from landfill for your event, do a BS check.

Ask for direct-reported data from the hauler. Data filtered by a venue can be manipulated. Also be aware the venue may deal with different haulers for different materials and they may only be disclosing partial data in their report.
Ask if reported data includes all material hauled, including recyclables, trash, donations and any other streams. Sometimes venues will not factor in all streams, which can have significant impact on reported diversion trends.
Ask if you can isolate your data specifically, or if the data might be impacted by multiple events on-property at the same time as yours. Most facilities would have to make special accommodations to do this for you. If they haven't it's probable that you're getting more than your own event's weight, although percent diversion could still be accurate, overall.
Ask if you can come back of house to visit where waste is marshaled. Observing staff and how they handle waste in the back of house is a good way to gauge what kind of diversion you might expect. If 2 of every 3 trash bags are being put in the landfill, it's a good sign you're likely lower than 40% diversion. Don't be afraid to peer into a dumpster or ask how full it is either. It's important to see these things with your own eyes in order to know if reported waste metrics are accurate.
Ask if you can contact or visit their recycling and/or compost facility to see for yourself how waste is sorted. Any facility that is transparent will be glad to connect you with their hauler to verify practices.
If possible refer back to any previous records you might have about landfill or recycling at your event. Often if you can estimate per participant amounts in previous years you can gauge roughly how much waste you could expect, assuming a similar event format and attendee composition. So if last year you produced 10 lbs of left over material per person and you're expecting 1000 people onsite, you can expect your total waste and recycling to measure about 10,000 lbs.
Clarify if the venue includes incineration in their diversion from landfill calculations. I choose to not include incinerated waste in diversion from landfill as it often does not provide the highest use option for organic waste which could be used as compost. It can also create significant local air quality issues. Sometimes venues will treat this as recycling of waste-to-energy, so clarify if this is the case.
Lastly, if your venue doesn't have composting and they're claiming a diversion from landfill rate of greater than 70%, be suspicious. Compostable waste tends to account for at least 25% of event waste streams. If your venue doesn't have composting your event likely shouldn't be achieving over 70% diversion.

I should temper my post here by stating in over 10 years this is the first time I've ever been faced with this kind of situation, which itself is pretty good news. Most venues are doing a good job of reporting waste and when there are questions are more than willing to work to address them. Still, it's important to be clear there are no rules on how to report waste diversion for events. So it pays to be diligent in minimizing your risk of greenwashing your good efforts. Don't be afraid to ask!

Green Index Ranks Global Destinations

2011-03-06T12:24:00.000-08:00

Last year I was involved in a program led by Oracle that created 36 small-size sustainable event pilot projects outside of North America. It was an exceptional opportunity to learn about the capacity of different cities to cater to sustainable events given their prevailing infrastructure, regulations and culture. Through my limited experience it appeared that:

Asian properties used had high awareness of energy and water conservation, with low flow fixtures and occupancy sensors as standard. They were also more conscious about reducing waste at source.
Latin American venues used benefited from the lower carbon footprint of hydroelectric power and had unique community donation programs to re-purpose event supplies.
European destinations used featured convenient and efficient transit as well as more sophisticated recycling and waste management programs.
Australian venues used practiced environmentally preferable purchasing for food and beverage and things like cleaners and also had above average recycling programs.

I'm over-generalizing quite a bit here, but I found it interesting to reflect on this first-hand experience and read through Siemens Green Cities Indexes, which analyze the sustainability performance of the largest cities in Europe, Asia and Latin America. The Index provides a good barometer of what to expect if you're a planner hosting events in these regions.

Europe: Siemens AG European Green City Index

Copenhagen is the greenest city in Europe. The host city of the 15th UN Climate Change Conference held in December 2009 performs very well in all eight categories, as evidenced by the COP15 Sustainability Report. Second place in the overall rankings is Stockholm, and Oslo finishes third, followed by Vienna and Amsterdam.

Churchill Park, Copenhagen (Wonderful Copenhagen)

Latin America: Siemens Latin America Green Cities Index

Five of the six cities that finish above average or well above average overall in the Index are from Brazil — Belo Horizonte, Brasília, Curitiba, Rio de Janeiro, and São Paulo. The cities have a very high share of hydropower, which gives them an advantage in their energy and CO2 performance.

Curitiba Botanical Garden

Asia: Siemens Asian Green City Index

Singapore is Asia’s greenest metropolis. Well above average in terms of all categories assessed, Singapore is followed by Hong Kong, Osaka, Seoul, Taipei, Tokyo, and Yokohama.

Kusu Island, Singapore (Singapore Tourism Board)

Some comparisons between these regions based on the Siemens studies:

The share of renewables in electricity production for Asia is 11%, much lower than the figure for Latin America, at 64%, where hydropower is much more common. In addition, only about 3% of the energy Asian cities use on average is from renewable sources, which is less than half of Europe’s average share of 7%.
Asian cities produce less waste per capita than Europe and Latin America, but waste collection is less effective. The 22 Asian cities produce an average of 375 kilograms of waste per capita per year, less than in Latin America (465 kilograms) and Europe (511 kilograms).
Average annual CO₂ emissions per capita are 4.6 tons in the Asian cities assessed, and below the corresponding figure for Europe (5.2 tons per capita and year).
Water consumption rates in the Asian Green City Index are similar to Latin America and Europe.
Air pollution is a serious problem across Asia, with average levels of the three pollutants evaluated in the Index exceeding the safe levels set down by the World Health Organisation.

Do I Matter to You?

2011-03-03T13:10:00.000-08:00

We do not inherit the Earth from our Ancestors,
We borrow it from our Children.

And on May 8th they're asserting their inheritance.

Who Is Ready? from iMatter March on Vimeo.

iMatter March

..and a New Pair of Shoes

2011-03-01T19:29:00.000-08:00

A few years ago the meetings industry picked up "CSR" as the calling card for sustainability. It was a positive step - moving the concept of sustainability into the industry vernacular. Helping people create a safe space to act in a way that helped others, reduced footprints and enabled business success through positive PR and financial benefits.

But I have to confess: I wonder if our industry is sorely neglecting the social cornerstone of sustainability?

My last post talked a bit about Shift Report. Conscientious Innovation's report lists several key sustainability issues that are most important to us, the top five being:

Feeling connected to friends, family and community
Sense of well being
Balanced life
Being paid a living wage
Employer treatment of employees

Are we responding to the shift in attitudes that sees these personal values emerging as most important among so many others? Could we do better?

Let's take the last two on this list: being paid a living wage and treatment of employees. I'm not going to kid myself - these are not questions that many of us are going to see asked in an event RFP any time soon. But it's not a secret our sector is challenged to meet the wage and benefit packages of other sectors. Many hospitality support staff within our sector find it tough to even meet basic needs. You might hear about the statistics that substantiate this, but have you put a face to the human impact?

A time ago, I was inspecting the back dock of a large convention centre to make sure our event waste was getting to where it needed to be. To comply with our contract the venue had stationed one of their janitorial staff at their loading bay to make sure that every bag of waste from our event was filed under compost, recycling or trash. To prepare for the event this man had gone through training to become familiar with how event materials needed to be disposed of and knew more about waste management in his community than the typical recycling warrior. A pretty specialized skill given how complicated our waste stream is. He prepared signs for his co-workers, set up marshaling areas to control the flow of materials; he even trained other staff in a colour-coded bag system we had set up to help sort streams. He was brilliant, and had a smile a mile wide every time we came to see him. It was a pretty dirty job, in a cold, dark area of the building, but there he was, pulling a huge weight for our team; climbing in and out of dumpsters, reaching into trash bags and operating compactors. He was proud, excited and 200% customer service-oriented.

Chatting with him back there one day we were both shuffling our feet to stay warm and I looked down to notice he had threadbare sneakers on, his dirty socks showing through in multiple places. On my way back from the dock I paused at his managers desk to talk to her and their mutual supervisor came by. She him asked if she could get approval to expense a pair of shoes. Asked why, she explained our champion didn't have a pair of work boots and she was worried he'd injure himself moving around the dock. The next day our recycling champion had a new pair of shoes.

Today, I vaguely remember our event at that center. I do know we had an exceptional diversion rate, thanks to the efforts of our champion and his team. In spite of that success I have a nagging feeling of sadness that is my strongest memory of the experience, along with a deep appreciation of the work of those two angels at the back dock. They are who I remember most, and I hope we can move to a place where such committed people are fairly rewarded.

A Brand New Bike...

2011-02-27T11:39:00.000-08:00

Thanks to a recommendation from Denise Taschereau at Fairware I recently discovered the Shift Report. The Report presents insight into what sustainability issues really matter to people. Conscientious Innovation - the producers of the report - help companies to use this knowledge to realize the business opportunity in sustainability.

So what sustainability issues are most important? Topping CI's list includes things like:

Feeling connected to friends, family and community
Sense of well being
Balanced life
Being paid a living wage
Employer treatment of employees

Still important but near the bottom of the list:

Organic
Environmentally friendly products
Climate Change
Global warming

We can relate, right? I mean, we care about climate change, but the intensity of our involvement spikes when we look at the faces of 11,000 residents of Tuvalu whose country may drown in the South Pacific when sea levels rise. We connect with them, empathize with them, want to ensure their well-being and hopefully, as a result, we act for them.

It's interesting to analyze our sustainable event actions relative to the Shift Report's insight. Is your event or destination acting on these kinds of issues?

Many events and destinations have started at the bottom of this list. Event planners are counting carbon, buying local and organic, and choosing more energy efficient, climate-friendly venues and hotels. CVBs are responding by providing carbon offset options and inventorying sustainable venues, hotels and community features to communicate how these add value of their destination product. Don't get me wrong - these are not bad things! The greatest step, after all, is to get started. It just may not be the best thing if you're looking to have the biggest impact on your stakeholders, if you 'Shift' your thinking.

By default we pay attention to the first item on the Shift list to a degree: we're holding events that can connect people to people, after all. But do the experiences we create really make people feel connected to each other and the destination?

I recently took part in a very cool event experience in Portland, OR, that made me feel both. RunBrainRun engages conference and corporate teams in fun, challenging exercises that build bikes for local youth. Our team (Go Ruff Riders!) was made up of event professionals from throughout the country, both planners and suppliers. The activity instantly forced us to collaborate in a way that set aside all agendas and differences in backgrounds. We were there to have fun, work hard and well...try to figure out how to not disappoint the kid we knew would be getting our bike! After an hour of rushing, cheering and figuring out how to do things like attach a bike pump to a cross bar we were done, and presented our accomplishment to Jake, the young boy who was to be the proud owner of our new bike. Hands down the most rewarding moment of my whole week was seeing the grin on his face as we handed him his helmet and bike lock.

This is the memory I'll take away from this event and destination: the great time I had with my peers, the gift we were able to give one person and the smile he all rewarded us with. Thanks Travel Portland for making the shift to thinking sustainably. Thanks Ruff Riders for the laughs and fun! And of course, thanks Jake.

For more information on the Shift Report visit Conscientious Innovation.

Mon Assemblee Vert - Tres Magnifique!

2011-02-26T16:39:00.000-08:00

Travel Portland: tickling funny and green bones.

Open Sourcing Objectives

2011-02-25T08:27:00.000-08:00

I'm feeling like I missed the mark with my peers at the GMIC Sustainable Meetings Conference recently. I led a session about Sustainable Event Objective Setting with GMIC Incoming President Paul Salinger. Our task was to help our fellow attendees craft some clear goals for case study projects they had been assigned as part of the conference theme "Game On". In reviewing the objectives crafted for the studies Paul summarized it quite simply: We all need to get better. It's bothering me, so thought I'd dust off and try another approach!

There are many project management resources out there that provide helpful guidance about objective-setting generally. I won't repeat them here, but share some informal lessons I've learned work best when strategising about event sustainability. Would also invite others to share their perspectives!

The basic formula that has worked well for me is Vision = (Objectives + Indicators + Targets) Time. Remember an objective is about transformation. It should set you on a path to achieving your vision in incremental steps. It is an active statement about how you want to change. Use verbs to describe it (reduce, improve, increase, eliminate, etc.).
Vision is critical. You might have a vision already, or need to create it. Sometimes an existing vision may need to be interpreted to focus in on sustainability and event applications. The critical point: create consensus around a common, concise mission statement that describes your ultimate destination. This might be a one sentence description of the kind of event experience or company you want. John Furlong's vision of the 2010 Olympic Winter Games as "Canada's Games" is a great example of this.
Don't neglect measurement. Objectives without indicators and targets are a bit like trying to lose weight, without stepping on a scale. For every objective decide how you'll track it, and what level of performance you want to achieve. Don't be afraid establish a baseline as your first target if you're really not sure what level of performance is possible. When you set indicators and targets keep in mind what kind of data you can collect consistently and compare over time across events. These kind of indicators will be the most valuable to you.
Participation is key. Collective goal setting translates into collective ownership. We are much more likely to take responsibility for something we've created and have a stake in, so involve staff, vendors, exhibitors, sponsors and attendees.
Set boundaries. Biting off too much too soon is a recipe for burnout. If water related issues are most important start there. If human health is a priority use menu planning and eliminating toxic materials as a first step. If it's necessary to save money use that as a filter. Or start with objectives that address your most immediate issues and problems. Just start. Somewhere, anywhere. And once you've achieved your goal, stretch it, and your boundary.
Be SMART. Once you've drafted an objective ask yourself a series of questions. Is it specific and clear? Can it be measured? Is it attainable based on factors that are within your control? Are resources in place to make the objective realistic? What's the time frame? Adjust and refine the objective to make sure these questions are answered.

Sustainable event objectives are as unique as your event project and you. Get creative. Personalize them. Stretch them. Some good objectives I've seen that touch on social, financial and environmental aspects include the following. Note targets are intended as hypothetical examples and not guidance on what you should strive for - set targets that make sense for you!

Reduce event venue waste production, energy and water use.

Indicators: Kilograms of waste produced per attendee, kWh of energy use per attendee, litres of water used per attendee.
Targets: Less than 1.5 kg per attendee, Less than 80 kWh energy use per attendee, less than 40 L water per attendee.
Variation: Stretch the boundary to include catering and hotels.

Reduce attendee carbon emissions from air and ground transport, venue and hotel use.

Indicators: Pounds of carbon dioxide emissions produced per attendee.
Targets: Under 700 lbs per attendee.
Variation: Add an objective to offset those attendee emissions that are not able to be reduced by 100%.

Improve host hotel compliance with contracted sustainability criteria.

Indicators: Percent of hotels used complying with each contract criterion, Number of non-conformities reported by event management and attendees.
Targets: 100% compliance with 20 criteria contracted, 10 non-conformities maximum (10% decrease from previous year).
Variation: Stretch the vendor boundary to measure this for catering, decorators, venues and other suppliers.

Improve attendee perception of sustainable event actions by organizers.

Indicator: Attendee evaluation rating about event sustainability.
Targets: 4.5/5 rating.
Variation: Add a question to evaluations that also invites feedback on practices attendees would like to see, enabling future targets to be set. If you're an event supplier, substitute 'attendee' with 'client'.

Generate positive media coverage of event sustainability.

Indicator: Number of positive media articles generated.
Targets: 5 articles generated.
Variation: Consider supplemental indicators that also measure the value of coverage and the number of readers reached.

Reuse signage.

Indicators: Percent of signage reused (square feet of signage reused divided by total signage used).
Targets: 50% reuse minimum.
Variations: Repeat the 'reduce' objective for decor items and name badges.

Expand sponsorship revenue by integrating new sustainable experiences into the event design.

Indicators: Financial value of new sponsorships.
Target: $10,000 minimum.

Improve employee health and well-being.

Indicators: Number of sick days taken within the two months to event on-site period.
Target: Zero days.

What sustainability objectives have you found to be successful for your events?

Sustainable Event Chain: Can we Build it?

2011-02-22T08:03:00.000-08:00

Remember making paper chains? Cutting out strips of paper and joining each strip in a ring until everything was connected in a single, long, interconnected chain?

What if we, as planners, took our events and thought about them like that? On a destination level? What would happen if we were to start a conversation with neighboring events in our host city about how we could make our mutual events better by connecting them as a chain - event to event - in order to maximize economic and environmental efficiency through collaboration?

The Unitarian Universalist Association has inspired this thought in me for the last two years through their General Assembly. In 2009 the UUA initiated a conversation with Meeting Professionals International to advocate for commercial composting in their mutual host city, Salt Lake City. In 2010 UUA partnered again with the Presbyterian Church to share the same general services contractor for their individual General Assemblies, held back to back in Minneapolis. Sharing and collaboration led to simple acts that reduced shipping footprint, materials use and cost. $3700 was saved by cooperating to adopt similar hall layouts that avoided extra set-up fees.

What a novel concept to stretch the boundaries of sustainable events further! Will you help build the chain?

Measure Up!

2011-02-22T08:02:00.000-08:00

Shout out to Amy Spatrisano at MeetGreen who gave a session today at GMIC on how to measure up with your sustainable event initiatives. It's great to see more and more event planners moving beyond the 'green meetings checklist' to measure strategic sustainability actions for their events. A great opportunity to show how event outcomes can spiral up to contribute to sustainable business goals!

Couple of great examples along these lines:

Cisco Live Green Plan: Between 2008 and 2010 this event has slashed paper use for direct marketing and onsite from 22.5 tons to less than one ton!
Intel Developer Forum: Hotel guests during IDF could generate over 75,000 pounds of laundry, using over 226,000 gallons of water to clean. If every IDF guest participated in the hotel linen re-use program offered by host hotels in SFO, it would cut the environmental impact in half. Check out Intel's quirky take on 'greening' IDF in this video.
Canada Media Marketplace: In 2010 this small 270-attendee table-top marketplace made a big difference by diverting 3.3 tons of waste, or 64% from landfill.

Check out the links for more details!

Going the Extra Mile to Save a Mile

2011-02-22T08:01:00.000-08:00

Preparing to attend a Menu Planning session at the GMIC Sustainable Events Conference in Portland. In lead-up thought I'd share a sustainable F&B planning example from Oracle OpenWorld, JavaOne and Develop 2010!

Food & Beverage: Getting More Sustainable Without More Money
Oracle has developed a method for measuring food miles for their annual OpenWorld event held in San Francisco In 2009 organizers researched the footprint of food, finding that on average menu ingredients traveled 12,300 miles per function. A challenge was issued to all caterers in 2010 to reduce menus to 5,000 miles. This very ambitious goal was not reached for all functions, but significant progress was made to cut the cross-function average down by 2,500 miles. Conscious efforts were taken by both McCall’s Catering and Savor to plan menus and seek ingredients that reduced footprints. For example, preliminary menus for boxed lunches served to the event's 40,000+ attendees averaged 21,500 miles over 4 days. By going back and re-sourcing six ingredients and opting to make some ingredients from scratch Savor was able to reduce average miles for boxed lunches by 7,000! In addition McCalls was able to cater the Closing Reception, OTN, and Tuesday evening reception menus for less than 5,000 miles. Furthermore, all footprint reductions came at no additional cost, did not significantly change menus and took advantage of in-season options that did not reduce transportation energy at the expense of increasing production energy.

Looking forward to learning new best practice ideas from the Doubletree Hotel in Portland!

A Sustainable Event Destination Standard

2011-02-22T08:00:00.001-08:00

Event sustainability standards are on the agenda this morning at the Sustainable Meetings Conference. The much anticipated APEX/ASTM Environmentally Sustainable Meeting Standards are promised "soon". So what kind of requirements might they hold for destinations? Following is a look at possible Level 1 (of 4) requirements for Destination Cities and CVBs/DMCs. How would you measure up?

Supplier (Destination City) Performance Requirements

Staff Management and Environmental Policy

No requirements.

Communications

The destination shall provide empirically verifiable documentation to support environmental claims, if requested.

Waste Management

The destination shall establish a 12-month municipal waste diversion baseline for the destination.
The destination shall offer donation programs for food or conference materials or both that are available to the hospitality community (i.e., restaurants, hotels, and venues).
The destination shall divert at least four of the following: cardboard, paper, plastic, glass, metal, e-waste, wood and food waste/compost. Food waste/compost shall be diverted to a food waste composting program that collects, sorts, transports and appropriately processes the food waste/compost. Cardboard, paper, plastic, glass, metal, e-waste, and wood shall be diverted to a recycling service that collects, sorts, transports and appropriately recycles the material. Composting or recycling may be provided privately or by local government.

Energy

The destination shall adopt at least one of the following sustainable energy programs: a) Has direct-purchase renewable power options available through regional utilities (wind, solar, geothermal, and hydro); b) Mandates through local, state, or national regulation a minimum renewable energy requirement; or c) Consumer education programs for business about energy efficiency and conservation.

Air Quality

No requirements.

Water

The destination shall maintain a comprehensive water quality and water use monitoring program.

Procurement and Environmental Purchasing

The destination’s primary convention venue shall meet Venues, Level 1.
The destination shall be able to offer hotels for the event that shall qualify under Accommodations, Level 1.

Community Partners

The destination shall provide information about donation programs that can be used for meetings and events, including a food donation program.

Supplier (CVB/DMC) Performance Requirements

Staff Management and Environmental Policy

The supplier shall have a written environmental sustainability policy, available for stakeholder review, for its organization documenting a vision, objectives and goals for sustainability that address the applicable environmental characteristics as described in this standard (staff management and policy, communications, waste management, energy, air quality, water, procurement and community partners)
The supplier shall designate one or more staff members to implement the supplier’s environmental sustainability initiatives.

Communications

The supplier shall communicate planner’s written environmental objectives and performance criteria related to the destination selection to its staff, if specified.
The supplier shall provide the planner with information about environmental efforts and programs in place in the destination as standard practice.

Waste Management

The supplier shall establish a 12-month waste diversion baseline (or all months of operation for suppliers operating less than twelve months).

Energy

The supplier shall have a policy for staff travel that includes sustainability considerations. In the policy, air travel footprint, ground transportation practices, and hotel selection shall be addressed.
The supplier shall establish a baseline of energy use from air and ground travel.

Air Quality

No requirements.

Water

No requirements.

Procurement and Environmental Purchasing

The supplier shall establish criteria for purchasing environmentally preferable products, which shall be outlined in a sustainable procurement policy. The criteria shall consider price and quality, environmental impact and ethics/reputation of the vendor.
The supplier shall establish a 12-month baseline (or all months of operation for those facilities operating less than a year) of percentage of purchases made in accordance with the purchasing policy above.
The suppler shall purchase environmentally preferable products based on the above criteria not less than 30% of the time.

Community Partners

The supplier shall provide information about community service organizations that may accept event-related donation streams (food and other materials) or provide volunteer opportunities.

The Natural Step for Destinations

2011-02-21T22:01:00.000-08:00

Reviewing the agenda for the GMIC Sustainable Events Conference tomorrow and am wondering if Dr. Karl-Henrik Robert will speak about how he inspired Whistler's 2020 Vision for destination sustainability?

Check out the videos:
Part I
Part II

...gotta love tax returns being recycled into bathroom tissue ;)

GMIC Case Study Cafe

2011-02-21T20:30:00.000-08:00

Day one at the GMIC conference and we're collaborating, case studying, curve balling and causing general chaos!

The event is using a team-based gaming model and my team has been wading into the process of destination selection for our hypothetical oil and gas company event we're planning. Here are our options:

In addition to being affordable the destination should:

Offer a community project that ties in with renewable and alternative energy.
Have a smaller environmental impact in terms of waste management, energy use and emissions as a priority, relative to other options.
Provide venues and vendors that can measure and report on sustainability impacts, especially waste, energy and emissions.

The event hosts 2000 people, primarily coming from Calgary and Houston, in addition to a small group from Nigeria.

If you were us, who would you choose?

Game On!

2011-02-21T16:52:00.001-08:00

A whirlwind day at the GMIC Sustainable Meetings Conference. It is indeed Game On for the crew of inspiring event sustainability leaders gathered in Portland Oregon this week! It's been fascinating to learn from peers in this movement over many years, and in just the first day of this annual conference! You have so much to offer and your passion is inspiring.

You challenge all in the sustainable destination movement to:

Create a compelling vision of what is possible to inspire cohesive action.
Identify specific, measurable and actionable objectives to move this vision forward.
Ask difficult and controversial questions, such as how the face of destination marketing will change if oil prices were to rise to $200 per barrel and only 5 airlines were to remain in Europe. Read more.
Channel human experiences in a way that creates a return on relationships and memorable destination stories for visitors, recognizing that people want to connect to communities on a personal level.
Collaborate across destinations to share best practices and create alliances that can support a sustainable destination economy and overall improvements to local quality of life.
Think outside of the boundaries of traditional destination marketing to establish partnerships within cities to realize a fuller potential for tourism and events, contributing to local improvements and opportunities, healthy citizens and skilled, valuable employees.
Be transparent about the costs and benefits of travel to engender trust and credibility.
Stand up and be counted for the important contribution you make to business, environmental and social sustainability through the services you provide!

I invite those of you not here in Portland this week to join us! You can follow on Twitter #gmic. Rise to the occasion and become engineers in building better communities!

Meetings Mean Business

2011-02-18T14:21:00.000-08:00

"The Economic Significance of Meetings to the U.S. Economy study reveals that the U.S. meetings industry directly supports 1.7 million jobs, $263 billion in spending, a $106 billion contribution to GDP, $60 billion in labor revenue, $14.3 billion in federal tax revenue and $11.3 billion in state and local tax revenue.

With the country looking for effective ways to work its way out of a recession, the meetings industry plays a critical role in supporting jobs in communities across America, creating environments that foster innovation and business success."

So begins the much anticipated partnership study led by the Convention Industry Council: The Economic Significance of Meetings to the U.S. Economy. This updates the CIC's decade old data to show that in times of economic concern meetings do indeed mean jobs, revenue, spending, education and business. But do they mean sustainability?

Some might argue no. That in times when natural resources are scarce we should be more attentive to reducing the footprint meetings have by cutting back on air travel and incentive activities that might be deemed a financial and environmental drain and devote more investment to virtual collaboration.

Others might argue yes. That we can't afford to ignore the insight and engagement that face to face participation with our stakeholders give us to ensure we make the best decisions not only for business, but humanity, the environment and our collective quality of life.

Focusing only on the economic output - while important - only provides a limited perspective. We need to work harder to understand the corresponding environmental output as well, and the social implications of what events do, both positive and negative. Policy decisions made only on the foundation of economic benefit disregard the costs and benefits of events in terms of energy use, emissions and waste production, local air pollution, water use and food systems in host destinations and beyond.

Looking forward to the day when we can compliment these important study findings with a true understanding of the footprint of events to know if meetings mean sustainable business!

Holiday Wish #4: Bring me a Destination that....

2010-12-22T13:52:00.000-08:00

Wish #4: Has comprehensive recycling and composting infrastructure.

I will admit, this list is rather biased, and with this wish in particular, perhaps just a tad self-serving. Truth is, I am - like many - inherently lazy. Another truth is my ability to be lazy in my job is impeded by lack of available recycling and composting infrastructure in the cities where I meet! :)

The ability for different cities to recycle and compost varies greatly. Different factors such as available infrastructure and local government regulation can support or discourage more responsible waste management. I encourage CVBs to share basic information about recycling infrastructure in their RFP responses. Tell me:

What materials your venues can recycle locally.
If venues can compost organic waste, including disposable serviceware.
What your average civic diversion rate from landfill is.
If your venue can track an event-specific waste stream.

CVBs should be aware that in some cities, waste management is a cost issue. It is not uncommon for cities to charge less to haul recyclables and organics than trash. The cost difference per ton may be a few dollars or a few hundred. It depends on the city. These costs are ultimately passed on to planners. Knowing your venues are able to divert a high amount of waste through recycling and composting can reduce land-filling costs.

Holiday Wish #3: Bring me a Destination that...

2010-12-05T12:57:00.001-08:00

Wish #3: Has venues and hotels that act on sustainability and are able to measure it.

It is good to see venues and hotels coming into sustainability. The growth of green building certifications gives planners confidence construction of event sites integrates sustainability considerations. Still, I would encourage CVBs to communicate meaningful information about the actual performance of these facilities, especially from an operations perspective. Wondering what this means? Read on for some ideas...

On the hotel side, tell me how many of your rooms or what percentage of hotel properties provide 'green' guest rooms. Criteria to consider and communicate should include things like:

linen reuse
guest room recycling availability
water conserving fixtures
energy efficient lights/HVAC systems
environmentally and socially responsible purchasing practices
housekeeping practices that are mindful of water and energy conservation
accessible rooms
non-smoking rooms
allergy-sensitive rooms

And please, PLEASE, stay in a guest room! Verify that sustainable practices are actually implemented. Where practices are not followed inform your hotels so they can course correct to make sure they are. If there is one thing I can count on during an event is that at least once I will hear from someone that their towels were changed, even when they were hung up. Help us help hotels ensure that practices are consistently followed.

For venues it is great to know facilities may be LEED-certified, or Green Seal-rated, and I would like to know more specific outcomes from these programs. Volunteer information about waste management practices, energy and water conservation efforts and most importantly: how it relates to our event.

What amount of renewable energy can I expect to be sourced?
How many pounds of waste might we expect to be produced per attendee?
Or alternatively, what is the typical diversion rate from landfill and incineration?
Are venues able to donate conference materials and food? Can you track this?
What is the per-attendee energy and water use rate?

Knowing all of these can help a 'green' planner anticipate how much time she will need to allocate for sustainability planning. The more that is in place at venues and hotels the easier her life becomes! So CVBs: if you can provide this level of detail, please do! It just might tip the scales in your destination's favour!

Chicago, Three Years Later

2010-11-30T13:55:00.000-08:00

Too often sustainable event efforts can seem like a flash-in-the-pan. It makes you wonder what happens in the destination after you leave, and if any of the sustainability programs created for your event 'stick'.

I wanted to send a shout out to the team at McCormick Place in Chicago for reassuring me last week that indeed, some things do stick!

In 2007 I attended my first Greenbuild at McCormick Place. Coming back last week to Greenbuild 2010 in Chicago, my biggest hope was that we would see an improvement on 2007, and hopefully meet or exceed what was achieved then. It wouldn't be easy, knowing that in 2007 Greenbuild achieved an event and facility record-setting 91% diversion from landfill, along with other notable improvements.

The jury is still out on 2010 waste diversion, but I have to say, it was reassuring to see in many areas things had changed since 2007. A permanent exhibit hall recycling program was in place. Improved front of house recycling was evident, both measures helping the venue to maintain a 57% diversion from landfill rate, a vast improvement on 2007 levels. Composting was not yet in place but at least an in-state program was now available, so no trucking organics to Indiana this time! Facility maintenance staff had also completely switched to a more environmentally sustainable option for cleaning chemicals as the result of a tendering process that based requirements for cleaning contractors on Greenbuild guidelines.

There were definitely some hiccups too. Staff training was a huge challenge, especially with the event needing such a large pool of last minute, temporary labour. Ongoing troubleshooting was necessary to make sure new crew shifts knew what to do to sort materials appropriately. Composting bags weren't big enough. There weren't enough of them. Volunteers couldn't provide 100% coverage of recycling stations, etc., etc.

It was actually in these trouble-shooting moments where I was most impressed and really saw the legacy left by 2007. Every single sustainability challenge we encountered on-site was met head-on by a senior staff member at McCormick Place, in person, and very quickly. They 'got it' and knew how important this piece of the event was based on their experience in 2007.

And often the solution required was not pretty. It involved reaching in, and getting very dirty. Imagine that: the Assistant General Manager reaching into a compost bin to fish out a piece of plastic. Facility Directors lending a hand to change a trash bag. Management supervisors having to open and walk into a dumpster to make sure streams were uncontaminated. Uncommon sights, for sure.

They say leadership is defined not by what you say, but by what you do. Hats off to all the staff at McCormick Place, Allied Waste and Restaurant Partners for leading by example during Greenbuild 2010. Regardless of the diversion secured to me you've demonstrated what sustainability is about: doing the best you can. Responding to stakeholder needs. Learning new and better approaches. And not being afraid to get your hands dirty! My sincere thanks to all your staff in all areas for working so hard on the waste management program for this event!

Tongs and gloves in hand, Greenbuild attendees
get an orientation to waste management
by Amy Spatrisano of MeetGreen.

Holiday Wish #2: Bring me a Destination That...

2010-11-28T12:24:00.000-08:00

Wish#2: Has public transit connections between the airport and convention core.

A city with well integrated transit is helpful, but in all honesty the connection between the airport and convention core is key. If you have one flaunt it!

Also, pay attention to how friendly fare programs are to out-of-towners. Some cities have great train connections from the airport, but signage, confusing fare systems and lack of assistance from transit staff can make it next to impossible for new users to understand how to get from A to B.

It can help if you have a ready-made explanation of how to navigate transit that can be included on the event web site. Planners will do their part to share information, but need to know connections are safe, clean, reliable and easy to access.

Thanks to Giselle Radulovic for her comments and the inspiration for this wish!

Holiday Wish #1: Bring me a Destination That....

2010-11-25T08:50:00.000-08:00

Are you a CVB wanting to know what simple sustainable features of your destination you should communicate to meeting planners? Well, you've come to the right place. Over the next few weeks I'll be posting my rather selfish and completely subjective list of "Sustainable things I wish CVBs and DMOs would let me know about BEFORE my meeting" Watch for more to come, and add your own!

Wish #1: Easy-access convention core.

Tell me how many rooms you have in reasonable walking distance of your convention center and major meeting venues. A 15 minute walk is a good rule of thumb to follow. I want to know because if I can find a city where all attendees can walk I know that will save money! A 3,500 person event can cut $60,000 in budget expenses by eliminating the need to shuttle attendees.

And what about attendees? Many welcome the fresh air after a day of sessions, and a chance to see the city. Those with mobility issues can also be willing to make their own way but be mindful that routes need to be clear from obstacles that might make use of a walker, scooter or wheelchair more difficult. So include information in your RFP response about accessibility options that are available.

It's also in your interest to fill me in on what makes your city easy to navigate by foot. More people strolling can mean less traffic congestion, air pollution from shuttles and more spill-over revenue to local businesses.

Not many room nights within a close walk of main meeting venues? Let me know how many are a single transit connection away. Talk to your civic transit authority to see if they may be willing to discount or donate transit passes to help attendees navigate the city. This could sweeten the deal if I can't house all participants nearby.

City vs Country: Is the Concrete Jungle More Sustainable?

2010-11-11T10:36:00.000-08:00

Excerpt from New Scientist
08 November 2010 by Shanta Barley

They may not have so many trees to hug, but city slickers lead more environmentally friendly lives than their country cousins.

On the Ordos plateau in north central China, shepherds can remember the grass being tall enough to hide a horse. No longer. It is now so short and sparse that in places even a scurrying rabbit has no cover. To try and halt this loss of habitat, the government has paid farmers and shepherds to move to the district capital, Ordos City. Some 435,000 of the region's inhabitants - almost half the total - have left as a result.

"What the Chinese government has realised is that these people will do less environmental damage living at high density in a city than when they're spread out across the countryside," says Gordon McGranahan, an urban economist at the International Institute for Environment and Development (IIED) in London who visited Ordos last year.

The idea is rapidly gaining weight outside of China, with a wave of recent research showing that cities may provide the perfect environment to deal with impending environmental crises. Some even claim that cities are the best way to reduce poverty and stem population growth.

The latest issue of New Scientist provides a new perspective to challenge our assumptions that the big city has a bigger impact than rural living. To read the full article visit New Scientist (subscription required).

Love. Not Loss.

2010-11-02T09:22:00.000-07:00

Remember when you were a kid, and couldn't settle for someone else doing it for you? Not content to watch you wanted to be an active participant in sensing and experiencing the world. Sometimes it led to getting dirty, sometimes getting burned. Always learning the consequences and appreciating the experience directly. Unmediated. Personally.

I have a few childhood experiences I recall as very powerful ones. Most of them take place on the harbour where I spent many hours beach-combing, fishing, playing and discovering. A common feeling in my oldest memories is a sense of extreme happiness about being in this special place, mixed with sadness and loss where I saw it 'hurt' through things like pollution that left the shellfish unfit to eat. Out of the sadness comes a strong sense of protection and love for nature that I'm fairly certain has influenced me on the path I am today.

Home

Spending time on the road, in hotels, convention centers and at meeting after meeting may seem a vast departure from this path. However, I have always felt sustainable meetings work has a strong connection with environmental education and positively empowering people to protect the planet in ways that have meaning for them. It happens on many levels, one of which is the power we have as event professionals to create an experience that changes lives, and causes people to act in a different way when granted a new appreciation of a relationship, place or issue. Ways that make people feel good about what they do so they are inspired to do better, rather than bad about what they don't do, or do wrong, and unmotivated to go further.

With that perspective in mind I wanted to post the following video in hopes that love and not loss will continue to propel us forward in all avenues we work.

Just when you thought you had one problem solved....

2010-10-17T13:58:00.001-07:00

...another rears its head.

I think we all can agree that recycling is a cornerstone of sustainable events. It's something that is low hanging, basic and measurable in most cases. It's the one thing you can feel pretty good about, without the trade-offs that often exist between local and organic, for example.

Well, an experience has caused me to think again.

I had the opportunity to tour a shall-remain-nameless recycling plant in a shall-remain-nameless destination. The facility was fairly average: sort piles, belts, balers; what you would expect from a typical, mid-sized facility. The plant's ability to reclaim materials was fairly good. On average 90% of sorted materials were able to be marketed. So why did I leave the plant with a bad feeling in my stomach?

Could it be the dusty, hot working conditions? Maybe the obvious gap between management and crews? Perhaps the pristine conditions of the executive offices compared to the meager crew break areas? The obvious racial characteristics in common among the crews, which were very different than those of management? Maybe all four.

Had this been my first recycling plant tour I may not have noticed. But I've been to enough facilities to know that labour conditions in other plants appeared to be much better. Well-ventilated sorting areas with air conditioning being an obvious difference.

The experience has caused me to reflect: how safe are the recycling processes our sustainable events rely on? I recently came across the following report from Massachusetts published on Workers Memorial Day, April 28, 2010: Dying for Work in Massachusetts, Loss of Life and Limb in Massachusetts Workplaces. In the words of the report: "Just because a job is green, doesn't make it safe and well-paid". (Before you make a connection, the destination and facility I visited were not in Massachusetts.)

The report discloses an issue that I would expect exists worldwide: the need to ensure recycling workers have access to employment benefits and a safe workplace. In San Francisco civic mandates for a 75% recycling diversion are enabled by a unionized workforce. The report provides some interesting insight into the growth of 'green jobs', the hazards inherit in them, and what is needed to ensure health and safety.

Something to think about as we relish the success of the high diversion rate from landfill: Who made that happen for us and are they okay?

Whose Wealth, Whose Commons?

2010-09-30T16:03:00.000-07:00

In recent weeks the Canadian media has been highlighting preparations for the 2010 Commonwealth Games in Delhi, India. Interest flared around the recent collapse of a pedestrian bridge, athlete safety and security, cleanliness, and the perceived 'covering up' of local social problems related to poverty and slums in preparation for the Games' opening. Throughout media have questioned: is it a good idea for Canadian athletes to participate? Is it safe? Is it appropriate if there are concerns over social justice?

Athletes from Australia, the United Kingdom, New Zealand, Canada and other countries have since withdrawn from the competition, citing concerns over health, security and the adequacy of facilities.

Stumbling around for information and answers I came across a report by the Housing and Land Rights Network - South Asia Regional Programme Habitat International Coalition titled The 2010 Commonwealth Games: Whose Wealth? Whose Commons? The publication is a revealing study and position paper into how critical human rights and corruption issues can be overlooked during planning for large events to the detriment of local populations. If nothing else it speaks volumes in support of the need for stakeholder inclusion in planning.

And despite the many breakdowns in process and issues raised in the paper, I find myself resistant to pass judgment about what went wrong, and how. The reason being I think it is very easy to judge, and decide to opt out, standing here with my limited and comfortable Canadian perspective. It is a lot harder to try to engage, and create solutions to the issues.

In the end, it makes me question the feasibility of producing large events that use a 'western' idea of development in areas that need more than 'here today, gone tomorrow' solutions to sustainable community development. Is the investment of money in the creation of facilities, servicing of visitors and international media profile that goes along with the Commonwealth Games too short-term for Delhi? It would seem so for a destination that could sorely benefit from early consideration of how this kind of event can be a catalyst for long term improvements in local quality of life.

Name that Destination

2010-09-19T09:45:00.000-07:00

Sometimes work just follows you around on holidays. Sometimes in a bad way, sometimes in a good way. So even my effort to get away from it all this summer, I couldn't help spotting examples of sustainable destinations at work. See if you can guess where I went...

Hint #1: This destination maintains a 65% average diversion from landfill, making it a national leader in waste management. Not only is that impressive, but check out their standard compost bins in public areas!

Even our beach cottage had a detailed guide about how to recycle and compost, providing receptacles for both.

Hint #2: The Wind Energy Institute of Canada has called this destination home for 25 years, providing a central research and testing ground for renewable energy. Tourists and engineering buffs alike can check out the 17 turbines in operation at WEIC's testing site and other smaller wind farms scattered about. Without significant hydro, coal or petroleum resources this destination is aiming to source 30% of power through renewables by 2016.

Hint #3: This destination IS local food. In fact, it has developed an entire niche tourism industry based on Flavour Trails that encourage visitors to visit farms, participate in local agriculture and eat a delicious harvest of island grown produce. Definitely no place for a dieter. And although not entirely local, the Dalvay sticky-date pudding is to die for.

Hint #4: Local artisans, unique cultures and craftspeople are still alive and well, including the stunning Evangeline region that remains true to it's Acadian roots, my roots.

If those aren't enough hints and you haven't cheated by clicking links, think potatoes, red sand and Anne of Green Gables. Prince Edward Island was a sustainable destination surprise.

Photos: Recycling centres, Cavendish Beach. WEIC, Tignish. Mont Carmel parish cemetery, Mont Carmel.

Carbon confession

2010-08-09T21:15:00.000-07:00

It's that time of year again: time for the carbon confession. The time of year where I get to find out how badly my air travel kicked the planet in the teeth.

Things didn't seem so bad in 2007 when I first started tracking: 12,357 miles logged. Alarm bells went off in 2008, however, when my personal air miles peaked at 58,309. Something had to be done. But how do you reconcile requests to plan and verify sustainable events with a moral imperative to cut carbon? It's tough.

So I started to do a few practical things.

Taking direct flights. Sometimes not the best choice financially, but better from the perspective of reducing miles and take off and landing emissions. With enough lead time to ensure seats are available at a reasonable price it's helping.
Consolidating trips. It may require being away from home for a longer stretch of time but in many cases I'm able to save money and emissions by scheduling project trips back to back. So instead of two return trips, three one-way trips add up to fewer miles and in the long run, less time in transit than if trips were taken separately.
Being prepared. When you know you can only do one site visit and there will be no further opportunities to come back in-person you tend to make sure you're well prepared to do everything you need to do in one visit. Training myself to be prepared that my one site visit is my only shot has prevented the need for multiple trips.
Choosing a greener airline. This is tough, but sometimes possible if multiple airlines service a destination. Check out Greenopia for information on what your airline is doing to be more sustainable.
Packing less. Being on the road often has honed my packing efficiency. Less weight is best for hassle-free travel, and fewer emissions.

And I started to do a few things that were tougher choices to make.

Asking for flexibility with site visit times.
Requiring only one and saying no to additional site inspections.
Declining speaking opportunities unless there is a clear and measurable ROI.
Opting to have other staff located closer to the event region conduct site inspections and meetings, rather than myself where I'm farther afield.

So, I'm starting to make a dent. In 2009 mileage dropped to 40,196. This year I've dropped to 27,296 air miles. A dramatic part of this year's drop is due to client events being closer to my home, although 5,000 miles were directly reduced through consolidation, which is still progress.

I know that even despite best efforts I'm still having a negative impact. However by being thoughtful about it I hope it's in a way that does less harm.

V

2010-08-05T23:00:00.001-07:00

On television they're the evil Visitors. In the graphic novel and film he's scorned as a terrorist. For meetings the letter "V" might assume the same degree of loathing and dread: the Virtual Meeting! Striking fear in the hearts of many an event professional, the virtual meeting is something we can't deny but at the same time can't find it possible to fully embrace given how counter it is to the destination-driven business model for meetings.

Yet for event sustainability the model presents significant benefits, as proven by a recent analysis of a hybrid meeting.

The Event: An invitation-only business meeting, hosting attendees from around the world. 1600 executive attendees attending in person, 5700 technical specialists attending virtually.

The Scope: Carbon footprint analysis completed for the in-person meeting, including venue, hotels, ground transport and air travel. Additional analysis of the virtual meeting, including estimated electricity used while in the virtual environment.

The Result: An estimated 2355 metric tons of carbon emissions were produced by the in-person meeting for 1600 participants. The 5700-person virtual event produced an estimated 5.6 metric tons for carbon dioxide. 10,054 metric tons of emissions were avoided by inviting technical experts to participate virtually: the equivalent of taking 2000 cars off the road for a year.

The reality-check: Would all of the virtual attendees have attended in person if afforded the opportunity? Likely not. However the question remains: as a specific audience whose event-participation needs are fulfilled by attending virtually should they attend in person? In the case of this event it would seem the traditional model of more heads in beds might not apply, and another business model is at work to meet attendee expectations.

What does the trend toward hybrid meetings that integrate technology to enable participation mean for event sustainability and destination managers? Are we denying what seems to be an inevitable march toward and increasingly virtual meeting experience? Or are we creating a proactive strategy to deliver the best experience using the most effective medium for the audience?

Facing up to Responsibilities

2010-07-26T20:25:00.001-07:00

In the run-up to the World Cup in South Africa, there have been campaigns for improved access to water and sanitation, responsible tourism, promotion of basic education, some of which have been supported by the private sector and NGOs, and they have established a link between football, social responsibility and the respect of human rights.

Companies associated with the World Cup, as with other major sporting events, must ensure that workers they employ are treated fairly, and their rights to a fair wage, to organize, to bargain collectively, and against exploitation are respected. Manufacturers must ensure that in their supply chain there is no exploitation of workers in developing countries, and no use of exploitative child labour or forced labour. Construction companies, catering companies, and other service businesses should not encourage practices that restrict trading opportunities for small traders and other businesses. They should also make sure that they are not in any way complicit in trafficking of women or children.

The private sector needs to enter into dialogue with host governments, and governing bodies, such as FIFA, raising concerns of where companies’ responsibility to respect international human rights standards may be compromised by the states’ lack of willingness to protect its citizens. Ignorance or inaction are tantamount to complicity.

When apartheid ended in South Africa, it joined the international community of open, democratic countries. Such countries do not erect walls with their neighbours; nor do they prevent their poorest and vulnerable citizens from practicing their trade legally. The peaceful transition of South Africa was meant to be an example of removing barriers and opening frontiers.

Tear down those walls.

Excerpt from: World Cup South Africa 2010 - Facing up to Responsibilities. Steve Ouma, Institute for Human Rights and Business.

An eye-opening read for those interested in digging deep into the human rights issues associated with large-scale sporting events and the social responsibility obligations for destinations.

What would destination bidding requirements for human rights look like? What would be included? How would a destination respond to ensure concerns for things like housing, migrant workers, fair labour and human trafficking were addressed?

Destination Accessibility: Paying Attention?

2010-07-24T13:10:00.000-07:00

And I'm not just talking about air connections.

ADA: it's one of those things we kind of take for granted in the USA. We assume that because the Americans with Disabilities Act is law that it is followed by the hospitality industry. Truth is, it is often something that is enforced by watchdogs and event planners who are diligent about ensuring their attendees have an accessible experience. And not the kind of experience that makes special accommodations to single out those with mobility issues as 'more burden' and 'less human'. It's about providing an equal and dignified event experience. (Shout out to Patti Cameron - thanks for being such an advocate and the teaching you do!)

How many destinations consider this? How many convention services managers have ever attempted to navigate from their convention centre to a hotel in a wheelchair, or a scooter? Or get on a bus? Cross a street? Find a table in a restaurant? If you haven't I suggest you do. It's an enlightening experience that provides you with a whole new perspective of how someone else views your city, and how welcoming it is.

The Opening Door has a lengthy list of accessibility guides for different destinations, some produced by CVBs and DMOs, others independently. Minneapolis also has a good guide that is a few years old, which was recently used for an event I attended. Vancouver and Whistler are also good examples. And if you thought bungee jumping was not an accessible attraction...think again:

Please comment with other helpful accessibility guides and examples! Don't forget this stakeholder in your event plans and your destination development!

Diverting from Diversion

2010-07-18T14:03:00.000-07:00

Not to stray too far from the scope of my blog but I've had an itch about sustainable event measurement I'm needing to scratch.

For a number of years meeting planners and venues have been focusing on waste diversion as a key performance indicator for their events. A high percent diversion from landfill = good and a low diversion from landfill = not so good. I've become concerned that this is only telling part of the story, and feel the need to argue in support of other metrics that give a fuller picture of the waste issue.

Nancy Wilson recently shared some observations about this issue in a post on her blog: First Things First!

The inspiration for both our posts came as we considered some historical data for the Unitarian Universalist Association's General Assembly. We have complete waste, recycling and donation data for this event which has enabled us to confirm the following diversion from landfill:

Year 1: 18% diversion
Year 2: 50% diversion
Year 3: 76% diversion

A great story to tell, yes, but what about reduction?

On a deeper dive into the numbers collected we see in addition to a strong recycling rate, that UUA has reduced the total weight of materials landfilled, donated, recycled and composted by 75% over this three year period! Supporting the claim of reduction we can also look at the amount of materials shipped to show site, which has experienced a 20% reduction between Year 2 and 3. Credit is definitely due to the meeting host (go UUA!), and the suppliers they've worked with. In Years 2 and 3 their vendors have been more and more progressive from a sustainability perspective; reusing materials, purchasing in bulk and mandating reduced packaging. And that makes sense, after all, they've chosen them partially on that basis!

The point is: there are a variety of waste indicators we need to pay attention to. These different indicators help us know how the myriad decisions we make have an impact. So don't confuse waste diversion with waste reduction. Look a little deeper to see the whole story.