Designation: X XXXX-XX

Work Item Number: WK22057

Date: August 1, 2009

Standard Practice for the Evaluation and Selection of Audiovisual (AV) and Production for Meetings, Events, Trade Shows and Conferences

1.  Scope

1.1.1 This standard practice delineates procedural requirements for the audiovisual and production services associated with live events.

1.1.2 Audio Visual (AV) and production services encompass the range of services required to provide staging, décor, scenic elements, audio, video, lighting and technical production.

1.1.3  This standard identifies sustainability criteria to be included in AV and Production by planners or organizers of any meeting or event. 

1.2  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 Snake, n-Cabling used to distribute audio and video signal.

2.1.2 RoHS, n-Roster of Hazardous Substances. List of materials (primarily heavy metals) prohibited from use in manufacturing process.

3. Significance and Use

3.1 Lacking standards around AV and Production services, meeting planners and suppliers (lighting and staging companies, rental agencies) are challenged to design and implement more sustainable meetings. This standard represents the interests of all parties to create green meetings.

3.2 This ASTM practice offers a comprehensive view of AV and Production services and differs from short checklists.

4. Procedures

4.1 Develop Environmental Policy and Goals for Evaluating and Selecting AV and Production for Meetings, Events, Trade Shows and Conferences. 

4.2 Assess sustainability attributes of AV and Production services. At a minimum the criteria for sustainable destinations includes the following characteristics:

1.0   Staff Management/ Policy

2.0   Communication/  Policy

3.0   Waste

4.0   Energy

5.0   Air Quality

6.0   Water

7.0   Procurement

8.0   Community Partners

4.3 Evaluate using the checklists as indicated in Annex A1.1.  Exemplary performance is indicated for Suppliers and Planners.

5. Keywords

5.1 Audio, Video, Recording, Projection, Lighting, Floral, Décor, Scenery

 2.0   Communication/Policy

Objective:

o  To promote the adoption of more sustainable practices by stakeholder groups (i.e. client, supplier, planner, employees, community).

Specifications:

2.1   All results of environmental efforts made by production team shall be compiled in a detailed analysis (i.e. scenic tonnage recycled, reduction in energy consumption).

o  Yes (3.0)

2.2   Supplier shall track the results of their environmental activities (i.e. amount of energy consumed, number of batteries collected for reuse, number of live plants replaced by cut).

o  Yes (3.0)

2.3   For each event, all environmental policies and practices specific to that event shall be communicated electronically to staff in a crew memo.

o  Yes (1.0)

Potential Strategies:

None.

Calculations:

Utilize this Annex A1 for all calculations.

Exemplary Performance:

The score for baseline performance in this category is 7 out of 7 maximum points. Adjunct XXX specifies additional performance levels.

Submittal Documentation:

None required.

Resources:

None specified.

ANNEX A1

1.0 Staff Management / Policy

Objectives:

o  To guarantee sustainability is integrated into all audiovisual and production activity.

o  To promote the documentation of formal, written policies that support sustainability principles.

Specifications:

1.1   The production staff shall be selected from a local labor pool.

o  0-25% local (0)

o  25-50% local (0.5)

o  50-75% local (1.0)

o  75-100% local (1.5)

1.2   The audiovisual (AV) contractor shall have a written sustainability policy for its organization, documenting a vision, objectives and goals for sustainability.

o  Policy is documented (1.0)

o  Policy is not documented (0)

1.3   The AV contractor shall administer a sustainable travel policy that includes at least one of the following, .5 point will be awarded for each:

o  Preference for green-certified hotels;

o  require ride sharing/car-pooling;

o  carbon offset for staff travel;

o   promotion of virtual meeting options (such as teleconferencing) where appropriate.

1.4   The AV contractor shall have a third-party verified environmental management system (EMS) accreditation or certification, such as ISO 14001 or BS 8901.

o  Policy is documented (1.0)

o  Policy is not documented (0)

1.5   The AV contractor shall have an electronic waste (E-waste) disposal policy in alignment with Federal, State or Local laws

o  Policy is documented (1.0)

o  Policy is not documented (0)

1.6   The E-waste handling policy shall follow the US EPA’s environmental hierarchy for electronic waste. (see resources)

o  Policy is documented (1.0)

o  Policy is not documented (0)

Potential Strategies:

None.

Calculations:

Utilize this Annex A1 for all calculations.

Exemplary Performance:

The score for baseline performance in this category is 2.5 out of 7.5 maximum points.  Adjunct XXX specifies additional performance levels.

Submittal Documentation:

o  Sustainability Policy

o  EMS Certification documents

o  E-waste Policy

Resources:

o  Environmental Hierarchy: Reuse; Refurbishment; Recycling; Incineration/Landfill.

o  GSA Personal Property Disposal Guidelines, http://www.gsa.gov/gsa/cm_attachments/GSA_DOCUMENT/5-06-00389DisposalGuide_R2-yWCQ_0Z5RDZ-i34K-pR.pdf

o  EPA’s eCycling Web site on Regulations/Standards: http://www.epa.gov/epawaste/conserve/materials/ecycling/rules.htm

o  The Federal Electronics Challenge (FEC) resource, Federal Legislation and Executive Orders Relevant to the FEC, available at: http://www.federalelectronicschallenge.net/resources/docs/fec_regs.pdf

o  Basel Action Network – e-Stewards Program: http://www.e-stewards.org

 3.0   Waste

Objectives:

o  To eliminate waste by reducing materials use.

o  To reduce waste by diverting material from landfill through reuse or recycling initiatives.

Specifications:

3.1   For Scenic/Platform design, the plans/proofs shall be shared electronically.

o  Yes (1.0)

3.2   The scenic/set materials shall be reused, recycled and/or recyclable.

Percentage reused:

o  1 pt > 30%

o  2 pt > 60%

o  4 pt > 90%

Percentage recyclable:

o  1 pt > 30%

o  2 pt > 60%

o  4 pt > 90%

Percentage recycled:

o  1 pt > 30%

o  2 pt > 60%

o  4 pt > 90%

3.3   Wood used for scenic construction shall be from reclaimed or sustainably farmed wood (Forest Stewardship Council approved).

o  Yes (1.0)

o  No (0)

3.4   Scenic components shall be rented.

o  1 pt > 40%

3.5   Audio signal shall be distributed through digital snake v. analog multi-channel snake.

o  Yes (1.0)

o  No (0)

3.6   Audio recordings shall be provided electronically rather than on disposable media.

o  Yes (1.0)

o  No (0)

3.7   Video recordings shall be made through solid-state, tapeless digital recording devices.

o  Yes (1.0)

o  No (0)

3.8   If recording to tape, shall be onto recycled tape.

o  Yes (1.0)

o  No (0)

3.9   Hard media (tapes, DVD’s), shall be labeled to show how to recycle properly.

o  Yes (1.0)

3.10      Batteries shall be reused and recycled.

o  Yes (1.0)

3.11      Projector Lamps shall be recycled in an appropriate manner.

o  Yes (1.0)

3.12      When used, balloons shall be made from biodegradable latex.

o  Yes (1.0)

3.13      Arrangements will be repurposed for multiple uses over range of a day or days.

o  Yes (1.0)

o  No (0)

3.14     Cut florals shall be replaced with live plants.

Percentage replaced:

o  1 pt > 30%

o  2 pt > 60%

o  4 pt > 90%

3.15     Florals shall be purchased from certified organic farmers.

o Yes (1.0)

o  No (0)

Potential Strategies:

None.

Calculations:

Utilize this Annex A1 for all calculations.

The score for baseline performance in this category is 9.0 out of 29.0  maximum points. Adjunct XXX  specifies additional performance levels.

Submittal Documentation:

None required.

Resources:

None specified.

 4.0   Energy

Objectives:

o  To reduce energy use at source.

o  To reduce greenhouse gas emissions.

o  To promote use of renewable forms of energy.

Specifications:

4.1   Audio signal distribution shall be through digital signal.

o  Yes (0.5)

o  No (0)

4.2   Flat panel monitors shall be LCD rather than plasma.

o  Yes (0.5)

4.3   The lighting for performance and presentation areas utilize 25-100% of Category 1* or 4**** low-energy light sources.

(1.0) point per 25% of fixture count that is category 1 for a maximum of 4 points

o  (1.0)

o  (2.0)

o  (3.0)

o  (4)

4.4   The lighting for performance and presentation areas utilize 80% or greater of Category 2** low-energy light sources, in all fixtures that are NOT Category 1, 3***, or 4.

If 100% compliance is met, (.25) point awarded for each increment of 20 fixtures or fraction thereof, up to a total of (2.0) points

o  (.25)

o  (0.5)

o  (.75)

o  (1.0)

o  (1.25)

o  (1.50)

o  (1.75)

o  (2.0)

4.5   The lighting for breakout, meal, buffet, and product display areas utilize 25-100% of Category 1 or 4 low-energy lighting fixtures.

(0.5) point per 25% of fixture count that is category 1 or 4

o  (0.5)

o  (1.0)

o  (1.5)

o  (2.0)

4.6   The lighting for breakout, meal, buffet, and product display areas utilize 100% of Category 2 or 3 low-energy light sources, in all fixtures that are NOT Category 1 or 4.

If 100% compliance is met, (.25) point awarded for each increment of 20 fixtures or fraction thereof, up to a total of (2.0) points

o  (.25)

o  (0.5)

o  (.75)

o  (1.0)

o  (1.25)

o  (1.50)

o  (1.75)

o  (2.0)

4.7   The lighting for branding or other thematic projections utilize 100% of Category 1 low-energy light sources.

If 100% compliance is met, (.25) points awarded for each increment of 6 fixtures or fraction thereof, up to a total of (2.0) points

o  (.25)

o  (0.5)

o  (.75)

o  (1.0)

o  (1.25)

o  (1.50)

o  (1.75)

o  (2.0)

4.8   The lighting for branding or other thematic projections utilize 100% of Category 2 or 3*** low-energy light sources, in all fixtures that are NOT Category 1.

If 100% compliance is met, (.25) points

o  (.25)

4.9   The lighting for scenic and decor illumination utilize 25-100% of Category 1 or 4 low-energy lighting fixtures.

(0.5) point per 25% of fixture count that is category 1 or 4

o (0.5)

o  (1.0)

o  (1.5)

o  (2.0)

4.10   The lighting for scenic and decor illumination utilize 100% of Category 2 low-energy light sources, in all fixtures that are NOT Category 1 or 4.

If 100% compliance is met, (.25) point awarded for each increment of 20 fixtures or fraction thereof, up to a total of (2.0) points

o  (.25)

o  (0.5)

o  (.75)

o  (1.0)

o  (1.25)

o  (1.50)

o  (1.75)

o  (2.0)

4.11   Equipment shall be turned off or placed in eco-mode at the end of each working day.

o  Yes (2.0)

4.12   During rehearsal, only critical equipment shall be powered on.

o  Yes (2.0)

4.13   Florals that are temperature sensitive shall be installed at last possible moment to reduce need for temperature control.

o  Yes (0.5)

o  No (0)

Potential Strategies:

None.

Calculations:

Utilize this Annex A1 for all calculations.

Exemplary Performance:

The score for baseline performance in this category is 4.5 out of 21.75 maximum points.  Adjunct XXX specifies additional performance levels.

.

Submittal Documentation:

o  Lighting diagrams and report detailing fixture count by type.

Resources:

*Category 1: LED wash fixtures, HID (170w or less) PARs or Ellipsoidals, or Plasma (450w or less) light sources. 

**Category 2: High-efficiency traditional light sources such as HPL575 or similar (typically found in ETC Source4, Altman Shakespeare, or Strand SL fixtures).

***Category 3: High efficiency automated light sources such as the Martin Smart MAC or MAC250entour that deliver lumen output similar to or greater than sources that operate at much higher wattages.

****Category 4: CFL or CCFL sources, 100w or lower Halogen MR16 sources, non-fixture built-in LED “nook” sources (usually found in scenic flats and coves).

  5.0   Air Quality

Objective:

o  To promote improvements in air quality, both indoors and out.

Specifications:

5.1  Scenic components shall be produced or rented within 100 miles of venue.

o  Yes (1.0)

o  No (0)

5.2   Low/No VOC paints shall be used.

o  Yes (1.0)

o  No (0)

5.3   Audio cable sheathing shall be made from non-PVC material.

o  Yes (1.0)

o  No (0)

5.4   When not already required by local law or code, natural gas or electric-powered forklifts, scissor lifts and other heavy equipment shall be used.

o  Yes (1.0)

5.5   Indoor use of pyrotechnics shall be avoided.

o  Yes (1.0)

o  No (0)

5.6   When using pyrotechnics, nitrogen-based fuels shall be used.

o  Yes (1.0)

o  No (0)

5.7   Fog machine fluid shall be food-grade mineral-oil based.

o  Yes (1.0)

o  No (0)

5.8   Florals and plants shall be purchased from local growers.

o  Yes (1.0)

o  No (0)

5.9   AV contractor shall enforce a no-idle policy for all shipping and transportation of equipment and labor.

o  Yes (1.0)

o  No (0)

5.10  Where possible, AV contractor shall use biofuels for shipping.

o  Yes (1.0)

o  No (0)

Potential Strategies:

None.

Calculations:

Utilize this Annex A1 for all calculations.

Exemplary Performance:

The score for baseline performance in this category is 2.0 out of 10.0 maximum points.

Adjunct XXX specifies additional performance levels.

Submittal Documentation:

None specified.

Resources:

Health Effects Evaluation of Theatrical Smoke, Haze and Pyrotechnics – Moline, Golden, Highland, Wilmarth, Kao

6.0   Water None specified

7.0 Procurement

Objective:

o  To stimulate the creation of sustainable business opportunities and choices, thereby also contributing to the sustainable energy, water and waste management objectives above.

Planner or Supplier Specification:

7.1 AV contractor shall enforce environmental criteria for selecting equipment manufacturers.

(1.0) Point each for:

o  RoHS compliance

o  ISO certification

o  Plant powered by alternative energy

o  Formal enviro-packaging policy or certification

Potential Strategies:

None specified

Calculations:

Utilize this Annex A1 for all calculations.

Exemplary Performance:

The score for baseline performance in this category is 1 out of a maximum of 4 points. Adjunct XXX specifies additional performance levels.

Submittal Documentation:

None required.

Resources:

o  From detailed event equipment list, report each manufacturer’s environmental attributes.

8.0 Community Partners

Objective:

o  To leverage positive host community benefits from meetings.

Planner or Supplier Specifications:

8.1 Reusable batteries from event shall be donated to local non-profit.

o  Yes (1.0)

o  No (0)

8.2 AV supplier shall donate obsolete but still operable equipment to local non-profit.

o  Yes (1.0)

o  No (0)

8.3 Cut florals/arrangements shall be donated to local non-profit for reuse.

o  Yes (1.0)

o  No (0)

Potential Strategies:

None.

Calculations:

Utilize this Annex A1 for all calculations.

Exemplary Performance:

The score for baseline performance in this category is 0 out of a maximum of 3 points. Adjunct XXX specifies additional performance levels.

Submittal Documentation:

None required.

Resources:

None.