Designation: X XXXX-XX

Work Item Number: LEAVE BLANK

Date: LEAVE BLANK

Standard Practice for the Evaluation and Selection of the On-Site Office Sustainability efforts for Meetings, Events, Trade Shows and Conferences

1. Scope

1.1 This standard practice delineates procedural requirements for on-site office for planners and suppliers. This standard coordinates a core activity that planners and suppliers conduct to plan a meeting and bring a meeting to fruition in a sustainable fashion.

1.1.1 The on-site office includes all planner meeting or working spaces within or nearby the meeting, event, trade show, or conference.

1.1.2  This standard identifies environmental and social sustainability criteria to be included in the on-site office and the procedures of its planners and suppliers.

1.1.3 This standard pertains to on-site offices that are occupied by planners, including staff, volunteers, vendors, and sponsors.

1.2  This standard includes aspects of Accommodations, Communications, Exhibits, Food and Beverage, Meeting Venue, and Transportation standards. The specifications of these standards shall be visited and understood by planners and suppliers in order to effectively carry out the specifications of the on-site office standard.

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 Biodegradable, adj—Describes the process whereby organic substances are broken down by the enzymes produced by living organisms.

2.1.2 Compostable materials, n—Organic substances are broken down by the enzymes produced by living organisms within a tested time frame. Implies certification by the Biodegradable Products Institute and US Composting Council.

2.1.3 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

2.1.4 Post-consumer waste, n—Waste produced by the end-user of a product. It is different from pre-consumer waste, which is the re-introduction of manufacturing scrap into the production process

2.1.5 Supplier, n—Purveyor, provider, vendor, contractor offering facilities, products and/or services (i.e. a convention and visitors’ bureau).

2.1.6 Sustainable, adj—Describes activities that meet the needs of the present without compromising the ability of future generations to meet their own needs (World Commission on Environment and Development). This infers attention to balancing economic, environmental and social goals.

2.1.7 Recovered materials, n—Waste material and by-products which have been recovered or diverted from the waste stream, but such term does not include those materials and by-products generated from, and commonly used within, an original manufacturer process. (ASTM E2114)

2.1.8 Recycle, v—recovering or reprocessing materials for use in the form of raw materials in the manufacture of new products other than fuel for producing heat or power by combustion. (ASTM E2114)

2.1.9 Recycled content products, n—products that contain preconsumer or post-consumer materials as all or part of their feedstock. (ASTM E2114)

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

3. Significance and Use

3.1 Lacking standards around on-site office selection and procedures, meeting planners and suppliers are challenged to design and implement more sustainable meetings. This standard represents the interests of all parties to create green meetings, events, trade shows, and conferences.

3.2 This ASTM practice offers a comprehensive view of the on-site office and differs from short checklists.

4. Procedures

4.1 Develop environmental policy and goals for evaluating and selecting on-site office venue and procedures for meetings, events, trade shows and conferences.

4.2 Assess sustainability attributes of On-Site Office. 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 / Environmental Purchasing

8.0 Community Partnership

4.3 Evaluate using the checklists as indicated in Annex A1.1.

5. Keywords

5.1 environmental efforts, emissions, carbon offsets, renewable energy credits, anti-idling, renewable energy, sustainable business, environmental impacts, pollutants, grey water,  lifecycle, environmental charity

ANNEX A1

1.0 Staff Management / Policy

Objectives:

o  To ensure the consideration of sustainability issues in the operation of the On-site Office.

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

Planner Specifications:

1.1   The planner shall have a written sustainability policy that covers all relevant areas of the On-Site Office sector.

o  Yes (1.0)

o  No (2.0)

1.2    The planner shall hire from local labor sources when additional staff and volunteers are needed for the On-Site Office sector.

o  Yes (1.0)

o  No (0)

1.3    The planner shall hold one or more staff members accountable for the successful carrying out of environmental efforts at all offices considered to be On-Site — including the On-Site Offices of vendors and suppliers — for the On-site Office sector, and where appropriate, the Planner shall apply staff incentives to encourage effective work.

o  Yes (1.0)

o  No (0)

Supplier Specifications:

None.

Calculations:

All calculations are contained in Annex A1.

Exemplary Performance:

The score for baseline performance in this category is 2.0 out of 3.0 points.  Adjunct XXX specifies additional performance levels.

Submittal Documentation:

None.

Resources:

None.

2.0 Communication/Policy

Objectives:

o  To disseminate information about sustainability issues to assist in the operation of the On-site Office.

o  To promote the adoption of more sustainable practices by stakeholder groups (i.e. buyers, vendors).

Planner Specifications:

2.1 The planner shall keep records of all environmental efforts achieved in the On-Site Office sector and will make available those records for future planners.

o  Yes (1.0)

o  No (0)

2.2 The planner shall track measurable results of their environmental efforts  and resource use (e.g., weight and type of both disposed and recycled materials; etc.) for the On-Site Office sector — and where appropriate, track those of the supplier — and make information available for use in future planning.

o  Yes (1.0)

o  No (0)

2.3 The planner shall ensure all appropriate staff and volunteers involved in work of the On-Site Office are made aware of — and can communicate effectively — the environmental policy of the planner.

o  Yes (1.0)

o  No (0)

2.4 The planner shall include with accurate-representation the appropriate environmental efforts from the On-Site Office sector in external communications to key stakeholders and attendees.

o  Yes (1.0)

o  No (0)

2.5 The planner shall include in external communication materials ways that key stakeholders and attendees can support or add to the environmental efforts of the On-Site Office sector.

o  Yes (1.0)

o  No (0)

Supplier Specifications:

None.

Calculations:

All calculations are contained in Annex A1.

Exemplary Performance:

The score for baseline performance in this category is 3.0 out of 5.0 points.  Adjunct XXX specifies additional performance levels.

Submittal Documentation:

None.

Resources:

None.

3.0 Waste

Objectives:

o  To significantly reduce waste by reducing materials use.

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

Planner Specifications:

3.1 The planner shall reduce paper usage in the office with at least two of the following efforts:

o  Purchasing post-consumer recycled content paper (0.5)

o  Sending all staff documents electronically and having them electronically available in the office (0.5)

o  Using one master staff binder in the on-site office (0.5)

o  Printing in double-sided print mode (0.5)

3.2 The planner shall have a percentage of their shipping and packaging materials made of sustainable materials (e.g., post-consumer waste content material, recycled content material, or biodegradable material).

o  0-5% (0)

o  6-25% (0.25)

o  26-50% (0.5)

o  51-75% (0.75)

o  76-100% (1.0)

3.3 The planner shall reuse, recycle or compost a percentage of their On-Site Office waste.

o  0-50% (0)

o  51%-100% (1.0)

3.4 The planner shall plan food and beverage arrangements in collaboration with, and to precisely meet the needs of, all On-Site Office staff in order to minimize waste.

o  Yes (1.0)

o  No (0)

Supplier Specifications:

3.5 The supplier shall coordinate with the planner to refresh the On-Site Office venue only as often as requested or necessary.

o  Yes (1.0)

o  No (0)

Potential Strategies:

o  Implement a recycling program within the on-site office.

o  Planner is encouraged to insert waste management clauses in venue and vendor contracts whenever possible.

o  Consider the lifecycle of all on-site office supplies when using and shipping items.

Calculations:

All calculations are contained in Annex A1.

Exemplary Performance:

The score for baseline performance in this category is 3.0 out of 6.0 points.  Adjunct XXX specifies additional performance levels.

Submittal Documentation:

None.

Resources:

None.

4.0 Energy

Objectives:

o  To reduce energy use and associated environmental impacts

o  To promote use of renewable energy.

o  To reduce the amount of emissions associated with transportation by on-site staff.

Planner Specifications:

4.1 The supplier shall have a percentage of their office equipment be Energy Star certified, EPEAT registered, or other local equivalent ranking/certification:

o  0-50% (0)

o  51%-100% (1.0)

4.2 The planner shall have a percentage of office equipment and lighting fixtures turned off or set on sleep/energy-saver mode when not in use?

o  0-50% (0)

o  51%-100% (1.0)

4.3 The planner shall use power switches or other tactic to turn all off equipment (excluding security lighting and servers) of at night (i.e., not in standby mode)

o  Yes (1.0)

o  No (0)

4.4 The planner shall select a sustainable shipping partner for their shipping needs using EPA’s Smartway program (or regional equivalent in ranking)

o  Yes (1.0)

o  No (0)

4.5 The planner shall implement a travel plan in order to maximize use of public transportation for On-Site Office staff and volunteers?

o  Yes (1.0)

o  No (0)

4.6 The planner shall choose accommodations within a 20 minute walk of the office, event or meeting for On-Site Office staff.

o  Yes (1.0)

If yes, what overall percentage of trips between the venues was taken on foot?

o  0-50% (0)

o  51-100% (1.0)

4.7 The planner shall choose an On-Site Office venue that is within a 20-minute walk of the event or meeting.

o  Yes (1.0)

4.8 If the answer to 4.7 is yes, what overall percentage of trips between the venues were taken on foot?

o  0-50% (0)

o  51-100% (1.0)

4.9 The planner shall purchase a percentage of the on-site office electricity from renewable energy sources, or have purchased renewable energy credits or carbon offsets to cover a percentage of On-Site Office power use.

o  Yes (1.0)

4.10 If the planner purchases on-site electricity from a renewable energy source, what is the percentage?

o  0-50% (0)

o  51-100% (1.0)

4.11 The planner shall use energy-efficient lighting such as compact fluorescent lighting or LED lighting in the On-Site Office venue.

o  Yes (1.0)

o  No (0)

Supplier Specifications:

4.12 The supplier shall have a percentage of their office equipment be Energy Star certified, EPEAT registered, or other local equivalent ranking/certification:

o  0-50% (0)

o  51%-100% (1.0)

4.13 The supplier shall measure and report to the planner the carbon footprint of the On-Site office, using available online tools or through professional assessment.

o  Yes (1.0)

o  No (0)

Potential Strategies:

o  Create an on-site staff incentive program to maximize use of lower-emissions travel, including the use of public transportation (e.g., subsidize public transportation for staff).

o  As necessary, ask local staff to provide you with information on their housing proximity to the venue and mode of transport.

o  Use power strips to avoid standby-mode power usage and promote the turning off of all office equipment overnight.

o  Allow sufficient time to plan shipment strategy in advance, to minimize the need for multiple and/or overnight shipments.

Calculations:

For people transport: http://www.denver.org/convention/green/event-calculator#eventCalcTop

For freight transport: http://www.freightemissionscalculator.com

All calculations are contained in Annex A1.

Exemplary Performance:

The score for baseline performance in this category is 5.0 out of 12.0 points.  Adjunct XXX specifies additional performance levels.

Submittal Documentation:

None.

Resources

o  Energy Star Rating program for office equipment www.energystar.gov

o  Green Seal certification standard for cleaning products www.greenseal.org

o  Environmental Protection Agency’s Smart Way program http://www.epa.gov/smartway/transport/index.htm

5.0 Air Quality Management

Objectives:

o  To promote air quality management at on-site office (includes indoor air quality e.g. cleaning chemicals, HVAC systems, equipment used; and outdoor air quality e.g. use of machinery etc.)

o  To reduce greenhouse gas emissions.

o  To offset air emissions that are unavoidable.

o  To improve indoor air quality.

o  To reduce the amount of emissions associated with transportation by on-site staff.

Planner Specifications:

5.1 The planner shall prohibit smoking inside the on-site office venue or within 25 feet from any entrance, open window, or air intake.

o  Yes (1.0)

o  No (0)

5.2 The planner shall require all on-site office staff and volunteers comply with an anti-idling policy.

o  Yes (1.0)

o  No (0)

Supplier Specifications:

5.3 The supplier shall use a percentage of Green Seal Certified or equivalent (or regional equivalent in ranking) cleaning supplies.

o  0-50% (0)

o  51%-100% (1.0)

5.4 The supplier shall have locally-sourced live plants in the on-site office venue.

o  Yes (1.0)

o  No (0)

Potential Strategies

o  Meeting host organization to encourage or sponsor the purchase of carbon offsets for all staff that fly to the meeting to offset air emissions.

o  Create awareness that live plants can improve indoor air quality, and encourage that they be permanent in the office venue or be purchased locally. Create a plan for use after the event if they are not permanent fixtures.

Calculations:

Carbon offset calculator – adopt standard / best practice calculator for all categories of standards.

All calculations are contained in Annex A1.

Exemplary Performance:

The score for baseline performance in this category is 2.0 out of 4.0 points.  Adjunct XXX specifies additional performance levels.

Submittal Documentation:

None.

Resources:

Green Seal certification standard for cleaning products www.greenseal.org

6.0 Water

Objective

o   To reduce the amount of water used in the on-site office venue.

o  To eliminate any pollutants from contaminating the water in and around the on-site office venue.

Planner Specifications;

None.

Supplier Specifications:

6.1 The supplier shall have water faucets at the On-Site Office venue that feature sensor-activation technology.

o  Yes (1.0)

o  No (0)

6.2 The supplier shall have toilets at the On-Site Office venue that feature sensor activation technology.

o  Yes (1.0)

o  No (0)

6.3 The supplier shall have low-flow toilets and low-flow faucet heads at the On-Site Office venue.

o  Yes (1.0)

o  No (0)

6.4 The supplier shall have a rainwater or grey water capture system installed to supply water for applicable uses (e.g. watering plants, cleaning, etc.).

o  Yes (1.0)

o  No (0)

Calculations:

All calculations are contained in Annex A1.

Exemplary Performance:

The score for baseline performance in this category is 1.0 out of 4.0 points.  Adjunct XXX specifies additional performance levels.

Submittal Documentation:

None.

Resources

o  Green Seal certification standard for cleaning products www.greenseal.org

7.0              Procurement / Environmental Purchasing

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.

o  To reduce negative environmental impacts with each meeting or event.

o  To provide support to the local economy and the global economically challenged community at-large.

Planner Specifications:

7.1 The planner shall choose suppliers to best match its environmental sustainability policy and efforts, and inform suppliers that environmental purchasing and procurement is included in the On-Site Office sustainability policy.

o  Yes (1.0)

o  No (0)

7.2 The planner shall purchase or rent a percentage of office equipment and supplies from local sources (within a 30 mile radius of the office destination).

o  0-5% (0)

o  6-25% (0.25)

o  26-50% (0.5)

o  51-75% (0.75

o  76-100% (1.0)

7.3 The planner shall purchase a percentage of office supplies and staff uniforms that are made of environmentally sustainable materials (e.g. 70% post-consumer waste paper products, etc.).

o  0-5% (0)

o  6-25% (0.25)

o  26-50% (0.5)

o  51-75% (0.75

o  76-100% (1.0)

Planner Specifications:

None.

Potential Strategies

o  The planner is encouraged to make an educated, conscious decision when choosing to ship vs. purchase supplies for the on-site office. For example, paper is heavy to ship and cannot be reused, so it is reasonable to encourage the planner to purchase recycled paper once they are at the meeting destination.

o  The planner is encouraged to work with the venue for local resources to support their efforts and to ensure that the venue has policies in place that assist with sustainable procurement practices.

o  Consider the lifecycle of all on-site office supplies when purchasing and shipping items.

o  Engage suppliers to support a green procurement strategy for office equipment and staff uniforms.

Calculations:

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.  Adjunct XXX specifies additional performance levels.

Submittal Documentation:

None. 

Resources

o  Green Seal Rating- www.greenseal.org 

o  TransFair USA- www.transfairusa.org

o  The National Organic Program (NOP) – www.ams.usda.gov

o  Cradle to Cradle Certification- www.c2certified.com

8.0              Community Partners

Objective

o  To leverage positive host community benefits from meetings through practices such as supporting food shelters, local schools, and other non-profits.

o  To ensure staff is treated fairly and in accordance with local labor laws.

Planner Specifications:

8.1 The planner shall provide reasonable wages, work hours and breaks for staff and volunteers, and comply with labor laws where applicable.

o  Yes (1.0)

o  No (0)

8.2 The planner shall ensure a safe work environment in the On-Site Office, and disclose to staff and volunteers any potential health hazards that exist at or nearby the On-Site Office venue.

o  Yes (1.0)

o  No (0)

8.3 The planner shall work with a local non-profit to donate left-over supplies, giveaways, and shipping materials to charity wherever possible?

o  Yes (1.0)

o  No (0)

8.4 The planner shall implement fundraising activities targeted to various potential donors — including but not limited to suppliers, venues, staff, volunteers, and attendees — for the purpose of supporting one or more charities involved in local or global environmental sustainability.

o  Yes (1.0)

o  No (0)

Planner Specifications:

8.5 The supplier shall be ADA (Americans with Disabilities Act) compliant for On-Site Office venue (or a regional equivalent).

o  Yes (1.0)

o  No (0)

Potential Strategies:

o  Use planning techniques (such as meal attendee confirmations) to optimize food and supply orders so that there is not excess to give away.

o  Determine if your organization or the venue already have local non-profits in place to receive donations. If not, identify local organizations via the Feeding America Food Bank Finder or other non-profit connection services such as the Special E.

o  Raise funds for environmental charity by having sponsors match a percentage of funds raised, or committing a percentage of registration costs or merchandise sales to charity.

o  Ask for donation receipts for tax purposes.

Calculations:

All calculations are contained in Annex A1.

Exemplary Performance:

The score for baseline performance in this category is 3.0 out of 5.0 points.  Adjunct XXX  specifies additional performance levels.

Submittal Documentation:

o  Copies of donation receipts

o  Statement from office venue and/or staffing provider that the space and services are operated in accordance with local labor practices law

o  Photograph of office space

Resources:

o  Feeding America Food Bank Finder

o  Emerson Good Samaritan Food Donation Act

o  The Special E – Resource to help repurpose food, recyclables, floral arrangements, centerpieces, decorations, party favors, excess giveaways and promotional products, unused hotel room amenities, extra meeting and event supplies.

o  Resource Area for Teaching (RAFT) – SF Bay Area, Denver, Sacramento