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Going Green: Producing Sustainable Events Amanda Simons | Greenview | Sustainable Events Program Manager Jeff Chase | Freeman | Vice President of Sustainability Wendi Sabo | Freeman | Sr. Director, AV Brand Marketing [moderator]

Agenda: Think Green Collaboration: We’re In This Together! Creating a Green Event Plan The Business of Going Green Progress Not Perfection: Track and Measure Think Green: Best Practices Freeman Green Open Forum

What does event sustainability mean to you? Thinking Aloud

Collaboration: We’re In This Together! You have the Power to Ask Sustainable events happen with sustainable vendors Sustainable venues are only as sustainable as those that operate and occupy them Sustainable Destinations are better equipped to help support sustainable events. Host City Facilities Venue Operations Event Mgmt. Attendees

What are your biggest event sustainability challenges? Thinking Aloud

Set a goal/expectations with your GSC and vendors Assign a Green Leader for that show Provide onsite training and establish a theme like “Keep it Green” to keep everyone focused on the goals Identify the things you would like to track that matter to you and create a tracking form for all vendors Establish a Donation Program and partner with local charities Communicate your accomplishments with a post-event press release, blog or social media post Creating a Green Event Plan

What are your biggest challenges in engaging internal and external stakeholders in your event sustainability goals? Thinking Aloud

The Business of Going Green What are the costs of sustainability? – Does not have to cost you more – or can be cost neutral. What are trade offs? Who is involved? Focus on what you can do: – You can directly control: Staff, Purchases – You can influence: Venue, Vendors – You can incentivize/motivate: Exhibitors, Attendees

How are you including sustainability in contract negotiations with vendors, venues, suppliers etc? Thinking Aloud

Progress Not Perfection Conduct a Sustainable Event Assessment to gather baseline data and set goals for key impact areas such as energy, water waste and carbon emissions Identify impact areas to track and measure with multi-year goals

What event elements are your biggest challenges to track and measure? Thinking Aloud

Think Green: Best Practices Reduce or eliminate quantity of printed consumables on-site. (Magazines?) Distribute Speaker handouts online Use post‐consumer recycled paper with vegetable‐ and soy‐based inks on all printed materials. Provide free mobile app that scans QR codes linking exhibitor’s product listings/brochures to reduce printed matter at the show. Include a scheduler and session descriptions to avoid printing large show directory.

Think Green: Best Practices Produce signs and graphics printed on recyclable eco-board instead of foam core Make signs that can be used next year. No annual logos Have a pre event meeting with your Venue, Cleaning vendor and Local Waste hauler to set expectations and Goals

Think Green: Best Practices Create informational signage to educate attendees on how they can contribute to the event sustainability goals. Request written sustainability policy or commitment from vendors and exhibitors. Promote sustainability goals on your event website.

Think Green: Best Practices Collect name badge holders and other printed materials for recycling. Provide bins for unwanted tote bags and other expo giveaways. Donate to local charity.

Think Green: Best Practices Replace bottled water with water stations. Provide trash, recycling and composting bins — and staff with student volunteers to ensure proper waste disposal.

Think Green: Best Practices Provide Exhibitor Service Manuals and ordering online ONLY! Stop printing. Request Exhibition Hall Carpet made with recycled yarns and create a plan to have carpets recycled to manage landfill waste. Choose a SmartWay™-certified hauler at no additional cost to rest assured your transportation company is practicing sustainable shipping.

What are you doing to make your event more sustainable? Thinking Aloud

Quick Video about Freeman Sustainability and how Carpet gets handled Thinking Aloud

Open Forum: Q&A Thinking Aloud

Additional Resources Green Meetings Industry Council Convention Industry Council - ASTM Standards

Amanda Simons Jeff continue the conversation