Designation: X XXXX-XX

Work Item Number: WK22678

Date: August 1, 2009

Standard Specification for the Evaluation and Selection of Transportation for Meetings, Events, Trade Shows and Conferences

1. Scope

1.1 This standard practice delineates procedural requirements for evaluating and selecting transportation for use in meetings, events, trade shows, and conferences.  This standard coordinates with a task that planners execute to bring meetings to fruition.   This standard focuses specifically on the reduction of carbon emissions from transport-related activity arising from meetings, events, trade shows and conferences.

1.2   This standard identifies sustainability criteria to be included in the selection of transportation by planners or destination management companies. This standard also identifies best sustainable practices that can be adopted by transportation companies.

1.2.1 Transportation companies include bus, charter, limousine, airlines, freight forwarders, taxi, ferry boat, van pool, rail and ground operators, and rental car agencies,

1.3 This standard does not purport to address all of the safety concerns, is any, associated with its use. It is the responsibility of the user of this standard to establish appropriate safety and health practices and determine the applicability of regulatory limitations prior to use.

2. Terminology

2.1  Definitions:

2.1.1 Alternative fuel, n—Can be contrasted with conventional fuels such as fossil fuels. Alternative fuels include biodiesel, methanol, ethanol, and biomass sources.

2.1.2 Destination Management Company, n—A professional services company possessing extensive local knowledge, expertise and resources, specializing in the design and implementation of events, activities, tours, transportation and program logistics. Depending on the company and the staff specialists in the company, they offer, but are not limited to, the following: creative proposals for special events within the meeting; guest tours; VIP amenities and transportation; shuttle services; staffing within convention centers and hotels; teambuilding, golf outings and other activities; entertainment, including sound and lighting; décor and theme development; ancillary meetings and management professionals; and, advance meetings and onsite registration services and housing.

2.1.3 Hybrid, adj—When referring to vehicles this indicates use of a mix of power or fuel sources, such as electric and petroleum, for example.

2.1.4 Planner, n—Person whose job it is to oversee and arrange every aspect of an event. Person can be an employee or hired ad hoc by large companies, professional associations, or trade associations to plan, organize, implement, and control meetings, conventions, and other events.

2.1.5 Renewable energy, n—Energy obtained from renewable resources, including wind, solar, tidal, and forestry and agricultural products and by products. (ASTM E2114)

2.1.6 Supplier, n—Purveyor, provider, vendor, contractor offering products and/or services (i.e., airline, taxi operator, ground charter operator).

2.1.7 SmartWay Carrier, n—Public for-hire fleets, Truck Owner Operators, Rail Companies, Private fleets.

2.1.8 SmartWay Shipper, n —Any company that ships or receives items delivered by truck or rail transport is eligible to participate in SmartWay as a Shipper Partner.

2.1.9 SmartWay Third-Party Logistics Company, n—Third Party Logistics Providers (3PLs), Fourth Party Logistics Providers (4PLs), Logistics Companies, Transportation Intermediaries (asset or non-asset based), Freight Brokers.

2.1.10 Transportation, n —The movement of people or goods.

3. Significance and Use

3.1  While CO₂ emissions are not the most “visible” destructive by-product of an event (as compared to waste stream or recycled giveaways, etc.), emissions are one of the most environmentally destructive with the most profound implications for humanity.  Lacking standards around transportation usage, meeting planners and suppliers (destination management companies, transportation companies) are challenged to design and implement more sustainable meetings. This standard represents the interests of all parties to create more sustainable meetings.

3.2 Review of existing industry literature reveals that this standard is the first American standard in the arena of transportation and presents a powerful opportunity to demonstrate the convention/meeting/ trade show/event industries’ leadership on transport-related CO₂, NOx, SOx, and Particulate Matter (PM) and other air emissions.

4. Procedures

4.1 Develop environmental policy and goals for evaluating and selecting transportation for meetings, events, trade shows and conferences.

4.2 Assess sustainability attributes of transportation options during entire planning process including site selection, logistical decisions, and procurement.  Planners shall incorporate sustainability into their overall decisions about transportation options.  Suppliers shall incorporate sustainability into their overall operations.  At  a minimum the criteria for sustainable transportation includes the following characteristics:

4.0 Energy

5.0 Air Quality

7.0 Procurement

4.3 All parties involved in planning meetings shall use the explanatory text included in Annex A1 accompanied by the Scoring Matrix (Annex A2), Specifications (Annex A3) and Transportation Modes Calculator (A3). Acceptable “green” levels of performance are indicated within the Scoring Matrix.

5. Keywords

5.1 Transportation, green meetings, sustainable, carbon-offset, carbon emissions, air quality, greenhouse gas emissions measurement, reporting and reduction

ANNEX A1

1.0   Staff Management/ Policy – no applicable information

2.0  Communication/  Policy – no applicable information

3.0  Waste – no applicable information

4.0 Energy

Use renewable, alternative fuel and fuel-efficient vehicles

Objective:

o  To promote use of renewable and alternative fuels, as well as fuel-efficient vehicles in meeting and event-related transportation.

Planner or Supplier Specifications:

4.1 Meeting, event and/or facility shall employ vehicles using renewable or alternative fuels. Points awarded for all categories with a positive “yes” response:

o  Ethanol fuel based vehicle (0.5)

o  Flex Fuel (EPA SmartWay certified) or E85 Vehicle (0.50)

o  LNG/CNG fuel based vehicle     (1.0)

Biodiesel

o  <B20 based vehicle (0.25)

o  B20 based vehicle (0.25)

o  B80-B100 based vehicle (1.0)

Hybrid (gas/electric)

o  < 40 mpg (0.50)

o  ≥ 40 mpg (1.0)

o  Propane fuel based vehicle (1.0)

o  Plug-in Electric vehicle (1.0)

o  Zero Emission Vehicle (ZEV) (1.0)

o  Hydrogen fuel Cell (1.0)

Potential Strategies:

Planner and facility manager shall contract with vendors that provide renewable and alternative fuel vehicles to the meeting/event and other activities that are ancillary to the event (hotel shuttles, off-site event shuttles, rental cars, etc.)

Calculations:

All calculations are contained in Annex A1.

Exemplary Performance:

Over 75% of passenger-miles are transported using either alternative or renewable fuels or late model vehicles.

The score for baseline performance in this category is 6.75 out of 8.0 points.  The relevant adjunct specifies additional performance levels.

Submittal Documentation:

Planner and/or facility manager receive receipts from vendors indicating that vehicles provided were in fact powered by renewable or alternative fuels.   In the case of purchased fuels, the filling receipt shall be tendered as proof.

Resources:

o  http://www.afdc.energy.gov/afdc/

o  http://www.driveclean.ca.gov/

Attendee travel distance reduction

Objective:

o  To reduce the overall distance traveled by attendees and shift travel away from carbon-intensive modes.

Planner Specifications:

For this requirement, attendee travel is broken down into travel “to and from” the event and ground transportation within the event.  This recognizes the fact that some events require unavoidable attendee travel by air (carbon intensive) and for such events, minimizing event ground transport will carry a greater reward.

4.1  Planner and/or facility shall use SmartWay (or other verified governmental GHG reduction program’s) certified light-duty vehicles for this event:

o  Yes (1.0)

o  No (0)

4.2  Calculate average attendee transport distance to and from event is (see Transport Calculator),  Average attendee transport distance to and from event is:

o  0-50 miles    (3.0)

o  51-200 miles (2.0)

o  201-400 miles          (1.0)

4.3  Calculate emissions impact from ground transportation related to this event (see Transport Calculator).  Average emissions impact per attendee from ground transportation related to this event is:

o  0.0-0.5 lbs CO2 (3.0)

o  0.6-1.5 lbs CO2 (2.0)

o  1.6-4.0 lbs CO2  (1.0)

4.4  Divert a portion of attendee air travel to rail.  Percentage diverted:

o  5.01% – 7%  (3.0)

o  4.01% – 5%  (2.0)

o  3% – 4%  (1.0)

Potential Strategies:

Planner and facility manager shall encourage attendees to submit approximate mileage of travel by mode.  A minimum response shall be 10% of attendees to provide baseline data from which general conclusions about the travel can be extrapolated.  Attendees shall fill out a form or be asked during registration and the data input into a computer program.  For events like concerts or other events where attendance does not require formal registration, planners shall consider activities like recruiting volunteers to collect data, a form/computer program at the day of event ticket window, information boxes on the online ticket purchase site, inclusion of data on attendee/customer satisfaction surveys, or a few tabletop “X event carbon footprint survey” locations.

To reduce air travel, which is the most destructive form of CO₂ emissions because of the injection at atmospheric levels that prevent forests from absorbing a portion of it, planners shall consider working with rail providers to provide a ground transportation alternative.  Planners may consider strategies including party cars or branded cars on major trunk lanes to/from the destination.

Calculations:

Average attendee distance traveled to and from event

An event manifest is used to compute the average distance traveled by attendee to a given event.

(Use Transportation Mode calculator in Annex A2)

Example:

Average emission impact per attendee from event ground transportation

Tracked ground transport modes and mileage are used to compute average emission impact per attendee.

(Use Transportation Mode calculator in Annex A2)

Exemplary Performance:

Data capture rate of over 75% of attendees.

The score for baseline performance in this category is 4.0 out of 10.0 points.  The relevant adjunct specifies additional performance levels.

Submittal Documentation:

Planner and/or facility manager shall submit raw data and their calculations to determine proper application and reward of points.

Resources:

None submitted.

Responsible Carbon Offsetting

Objective:

o  To responsibly offset carbon emissions from transport using third-party certified offsets that satisfy additional requirements.

Specifications:

4.5  Offset event transportation emissions through certified emission reductions (CERs)

o  >50% emission offset (1.0)

o  100% emission offset (3.0)

An event is only eligible for carbon offsetting if a minimum of 2 points have been achieved in other transportation categories.

Preferred Offset Standards:

o  Gold Standard

o  Chicago Climate Exchange (CCX)

o  Green-e

Preferred Offset Providers:

o  Native Energy

o  Climate Trust

o  Sustainable Travel International

o  Terrapass

Potential Strategies:

Planner and/or facility manager shall encourage attendees to offset their travel emissions through a third-party provider (example is British Airways, which gives the flyer a check-box to purchase an offset for a small fee) and have that option available at the time of online registration or on-site registration.  Planner shall purchase verifiable offsets to cover their attendee travel through a third-party provider.

Planner shall encourage freight/service providers to compute and then offset the emissions.

Calculations:

Utilize pre-existing calculators as identified in resources to calculate event emissions and required offset.

An event is only eligible for carbon offsetting if a minimum of 2 points have been achieved in other transportation categories.  All calculations are contained in Annex A1.

Exemplary Performance:

The score for baseline performance in this category is 1.0 out of 3.0 points.  The relevant adjunct specifies additional performance levels.

Submittal Documentation:

Planner and/or facility manager shall require proof of offset purchase from any vendor claiming to have purchased offsets.  In the case of 3^rd party offset company being nominated to offset attendee emissions, vendor shall provide a receipt for all offsets purchased by attendees.

Resources:

o  http://www.sustainabletravelinternational.org/offset/index.php?c=1

o  http://www.terrapass.com/carbon-footprint-calculator/

o  http://www.nativeenergy.com/pages/travel_calculator/30.ph

5.1 Air Quality

Idling Reduction

Objective:

o  To reduce idling during meeting and event-related transport, including:

o  Loading Docks

o  Marshalling Yards

o  Passenger loading zones

o  Off-site events

o  Hotels

o  Taxi zones

o  Other attendee-related ground transport

Specifications:

Each requirement for this standard is awarded ½ points with a maximum of 2 points awarded for this standard.

Planner Specifications:

5.1.Is there an idling reduction program?

o  Yes (0.5)

o  No (0)

5.2.Does the venue have signage indicating “no-idle zone”?

o  Yes (0.5)

o  No (0)

5.3  The planner shall circulate no-idle flyers to ALL applicable service providers. Examples can include:
a. Vendors to distribute to drivers internally
b. Posting in driver breakrooms
c. Handouts at driver check-in

o  Yes (0.5)

o  No (0)

5.4  The planner shall include anti-idling educational material in exhibitor and attendee communications?

o  Yes (0.5)

o  No (0)

5.5  The planner shall provide verbal reminders to drivers about anti-idling initiative?

o  Yes (0.5)

o  No (0)

Supplier Specifications:

5.6  Is there an idling reduction program?

o  Yes (0.5)

o  No (0)

5.7  The venue shall have signage indicating “no-idle zone”

o  Yes (0.5)

o  No (0)

5.8  The  venue shall circulate no-idle flyers to ALL applicable service providers.  Examples can include:
a. Vendors to distribute to drivers internally
b. Posting in driver breakrooms
c. Handouts at driver check-in

o  Yes (0.5)

o  No (0)

5.9  The venue shall include anti-idling educational material in exhibitor and attendee communications.

o  Yes (0.5)

o  No (0)

5.10    The venue shall provide verbal reminders to drivers about anti-idling initiative?

o  Yes (0.5)

o  No (0)

Potential Strategies:

Planner and facility manager instructs facility security or crowd control staff to encourage drivers to shut down engines while loading/unloading, and flyers are distributed at marshalling yards or other driver check-in areas.

Calculations:

All calculations are contained in Annex A1.

Exemplary Performance:

The score for baseline performance in this category is 2.5 out of 2.5 points.  Adjunct XXX specifies additional performance levels.

Submittal Documentation:

Planner and/or facility manager submits documentation (copies of the flyers distributed to drivers, signage, etc.) proving that security/crowd control people and driver check in personnel have been instructed to enforce anti-idle regulations.  This regulation shall be included as an addendum to the contract between show owner and general contractor or whoever is party to the contract for security/marshal yard personnel.

Resources:

o  http://enginesoff.com/

Inbound Freight

Planner or Suppler Specifications:

5.11 Event’s contracting authority (planner or facility) shall contract with a significant percentage of EPA SmartWay carrier or third party logistics partners as Official or Preferred Carriers.  For non-US events, a similar verified governmental GHG emission

o  >50% of contracts (0.50)

o  100% of contracts (1.0)

5.12 What are the scores of the SmartWay (or other verified governmental GHG emissions inventory and reduction program) carriers or third party logistics companies. Points for each SmartWay (or other verified governmental GHG emissions inventory and reduction program) carrier or third-party logistics vendor:

o  Relative score in second-highest program scoring tier, (0.50)

o  Relative score in the highest tier (1.0)

Outbound Freight

Planner or Suppler Specifications:

5.13Event’s contracting authority (planner or facility) shall contract with a significant percentage of EPA SmartWay carrier or third party logistics partners as Official or Preferred Carriers.  For non-US events, a similar verified governmental GHG emission

o  >50% of contracts (0.50)

o  100% of contracts (1.0)

5.14 What are the scores of the SmartWay (or other verified governmental GHG emissions inventory and reduction program) carriers or third party logistics companies. Points for each SmartWay (or other verified governmental GHG emissions inventory and reduction program) carrier or third-party logistics vendor:

o  Relative score in second-highest program scoring tier, (0.50)

o  Relative score in the highest tier (1.0)

Potential Strategies:

Planner and facility manager shall contract with vendors that provide renewable and alternative fuel vehicles to the meeting/event and other activities that are ancillary to the event (hotel shuttles, off-site event shuttles, rental cars, etc.)

Calculations:

All calculations are contained in Annex A1.

Exemplary Performance:

The score for baseline performance for each category (inbound and outbound) 4.5 out of 8.5 points.  Adjunct XXX specifies additional performance levels.

Submittal Documentation:

None.

Resources:

None.

6.0       Water – No applicable information

7.0       Procurement

Greenhouse Gas Measurement and Reduction Program for freight transport

Objective:

o  To promote environmental freight transport through the quantification and reduction of greenhouse gas emissions.

Planner or Supplier Specifications:

The requirement is broken down by inbound and outbound freight.  This distinction is made because the planner (show manager) has limited control over inbound trucks, but does have influence over the appointment of official and preferred freight carriers, which are used with much greater frequency on the outbound leg from an event.

Inbound Freight

7.1  Contracting authority (planner or facility) shall contract with a significant percentage of carrier or third party logistics (3PL) that have a baseline inventory of their greenhouse gas emissions.

o  Percent of Carriers or 3PL is 100%  (1.0)

o  Percent of Carriers or 3PL ≥ 50%    (0.5)

7.2  Contracting authority (planner or facility) shall contract with a significant percentage of carrier or third party logistics (3PL) that have a GHG reduction plan (based on emissions per tonne-mile) from their baseline inventory.

o  Percent of Carriers or 3PL is 100%  (1.0)

o  Percent of Carriers or 3PL ≥ 50%    (0.5)

7.3  Contracting authority (planner or facility) shall contract with a significant percentage of carrier or third party logistics (3PL) that have documented reductions in GHG emissions (based on emissions per tonne-mile) from their baseline inventory.

o  Percent of Carriers or 3PL is 100%  (1.0)

o  Percent of Carriers or 3PL ≥ 50%    (0.5)

Outbound Freight

7.4  Contracting authority (planner or facility) shall contract with a significant percentage of carrier or third party logistics (3PL) that have a baseline inventory of their greenhouse gas emissions.

o  Percent of Carriers or 3PL is 100%  (1.0)

o  Percent of Carriers or 3PL ≥ 50%    (0.5)

7.5  Contracting authority (planner or facility) shall contract with a significant percentage of carrier or third party logistics (3PL) that have a GHG reduction plan (based on emissions per tonne-mile) from their baseline inventory.

o  Percent of Carriers or 3PL is 100%  (1.0)

o  Percent of Carriers or 3PL ≥ 50%    (0.5)

7.6  Contracting authority (planner or facility) shall contract with a significant percentage of carrier or third party logistics (3PL) that have documented reductions in GHG emissions (based on emissions per tonne-mile) from their baseline inventory.

o  Percent of Carriers or 3PL is 100%  (1.0)

o  Percent of Carriers or 3PL ≥ 50%    (0.5)

Potential Strategies:

Planner/show management shall endorse shippers, third-party logistics companies and carriers that belong to a program (e.g. EPA’s SmartWay Program) that causes the measurement and reduction of greenhouse gas emissions, on an absolute and an emissions per tonne-mile basis, as official or preferred vendors to the meeting/event and encourage vendors or exhibitors to transport their shipments via such shippers, third-partly logistics companies and carriers.

Calculations:

Percentage of endorsed shippers, third-party logistics companies, and carriers are based on total tonnage to/from the event through such shippers/third-party logistics companies and carriers versus overall tonnage for an event.

Exemplary Performance:

The score for baseline performance for each category (inbound and outbound) is 3.0 out of 6.0 points.  Adjunct XXX specifies additional performance levels.

Submittal Documentation:

Planner and/or facility manager provides backup of gross tonnage in/out of the show by all

carriers and determine % of overall tonnage that was transported via endorsed carriers and shippers/third-party logistics companies.

Resources:

None specified.

8.0       Community Partners – no applicable information

Annex A2

Transportation Calculator