Designation: X XXXX-XX

Work Item Number: WK22666

Date: August 1, 2009

Standard Practice for the Evaluation and Selection of Communication and Marketing Materials for Meetings, Events, Trade Shows and Conferences

1. Scope

1.1 This standard practice delineates procedural requirements for communication and marketing and for a meeting or event. Communications materials for meetings and events related to the marketing and communications of and for a meeting or event include paper, printed materials, giveaways and promotional items, signage, educational materials, surveys, badge holder and lanyards.

1.2 This standard identifies sustainability criteria to be included in the marketing and communications practices by planners or any other person engaged in the planning, production or execution of a meeting. 

1.3 The marketing and communications standard that follows was developed with five important sustainability goals in mind:

1.3.1 Stakeholder awareness, engagement and accountability: There are many stakeholders in meeting planning and the success of greening a meeting/event is dependent upon sharing before, during and after the event.  The amount and type of information shared will depend upon the nature of the meeting/event and the host.  The credibility of the information shared is essential to building awareness, stakeholder buy in and momentum. 

1.3.2 Dissemination of accurate and credible information:  The standard seeks to promote accurate, empirically verifiable record-keeping to ensure that environmental claims are credible and measurable. Every effort has been made to prevent “greenwashing” by rewarding accountability and transparency in environmental claims and limiting the possibility of deception or overstatement of environmental qualifications.

1.3.3 Reduction of waste and consumption: Event-related marketing and communications are a major source of unnecessary consumption and waste. This standard encouraged planners and suppliers to eliminate unnecessary paper, printed materials, giveaways and promotional items, while recognizing that a certain amount is needed to ensure a positive experience for attendees, sponsors and other event stakeholders. For that reason, creative reuse strategies, combined with comprehensive site-supported recycling/composting efforts are a critical factor.

1.3.4 Increase in green purchasing: This standard is based on the philosophy that consumables that cannot be reduced or reused should be produced to the greatest possible degree from renewable, organic, biodegradable, post-consumer recycled materials employing non-toxic, energy- and water-efficient processes, employing existing credible third-party certifications and standards wherever applicable.  In most cases, it also encourages planners and suppliers to ensure that consumable likely to be disposed of have more than one positive environmental attribute, conserving resources and reducing the impact on the environment.

1.3.5 Greening of the supply chain: With respect to marketing/communications, most of the environmental benefits occur through the choice of suppliers with internal recycling, air quality, energy- and water efficiency and corporate social responsibility. This standard encourages local purchasing (within a 500-mile radius) of marketing communications materials and services to the greatest possible extent to reduce shipping-related carbon emissions and enhance local economic benefit.

1.4 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 BPA , n—Bisphenol A

2.1.3 BRC, n— Bio-derived Renewable Content

2.1.4 EV, n— Ethylene Vinyl Acetate

2.1.5 HDPE , n—High Density Polyethylene

2.1.6 HAPs, n— Hazardous Air Pollutants; also known as toxic air pollutants or air toxics

2.1.7 PE, n—Polyethylene

2.1.8 PET , n— Polyethyleneterephthalate

2.1.9 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. Planners may include professionals who work for government, association, corporate or independent agencies. The planner is the buyer of event services

2.1.10 PLA, n— Polylactic Acid, a biopolymer made from corn sugars

2.1.11 PP, n—Polypropylene

2.1.12 PVC, n—Polyvinylchloride

2.1.13 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)

2.1.14 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)

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

2.1.16 VOCs, n— Volatile Organic Compounds

2.2 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.

3        Significance and Use

3.1  Lacking standards around communications and marketing practices, meeting planners 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 communications and marketing practices for meetings and events and differs from short checklists.

4        Procedures

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

4.2  Assess sustainability attributes of the communications and marketing practices for meetings and events.  Assess sustainability attributes of suppliers.  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  Green meetings, sustainable, marketing, communication, paper, printed materials, giveaways, promotional items, signage, educational materials, surveys, badge holder, lanyards.

ANNEX A1

1.0  Staff Management/Policy

Objective:

o  To promote accountability for environmental outcomes related to marketing communications among all stakeholder groups, including but not limited to government, owners/shareholders, employees, suppliers, customers and local communities

Planner Specifications:

1.1   The Planner shall hold select one or more staff members accountable for the successful carrying out of environmental efforts included in marketing and communications, and where appropriate, apply staff incentives to encourage effective work.

   o  Yes (1)

o  No  (0)

1.2  Additional staff and volunteers needed for marketing and communication shall be hired from local labor sources.

o  Yes (1)

o  No  (0)

Supplier Specification:

1.3  The Supplier shall have a written sustainability policy that covers all relevant areas of marketing and communications.

o  Yes (1)

o  No (0)

Potential Strategies:

None.

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:

None.

3.0  Waste Reduction

Objectives:   

o  To significantly reduce waste by reducing material use.

o  To significantly reduce waste by diverting materials from landfill through reuse and recycling/composting initiatives.

Planner Specifications:

3.1 The planner shall employ suppliers that have internal recycling programs including at least three divertible materials.  Percentage of suppliers who comply:        

o  0 – 25%  (.25)                                                                  

o  26 – 50% (5.)                                                                                                       

o  51 – 75% (1.0)            

3.2 The planner shall reduce use of paper through at least three of the following strategies:

o  Providing 25% or more of online (0.5)

o  Providing 75% or more of  marketing and communications online (0.5) 

o  Providing  registration online as one option (.5) as only option (1)       

o  Providing post-event survey electronically  (1)

o  Providing 25% or more event materials in other media format (flash-drive or CD) (.05)

o  Printing both sides of the paper (0.5)

o  Provide lightest weight paper or plastic badge stock (0.5)

o   Sustainable design (no bleeds, standard sheet size, light ink coverage  (0.5 )  

3.3 The planner shall reduce waste related to event credentials (e.g. badges, lanyards, etc.) by:

o  Eliminating one or more components (polyester badge holder, duplex paper badges or printed polyester lanyard) (.5)

o  Eliminate the use of thermal printable paper (0.5)    

o  Reusing at least 25%  of lanyards or badge holders from previous events and/or recollecting at least 25% for future use (.5)

o  Recycling printed name cards (0.5)

o  Offers exhibitors electronic data capture to replace business cards (0.5)

o  Reuses badges, holders lanyard (0.5)

o  Offers recyclable badges, lanyards or holders(0.5)

o  Collects badges, holders, and lanyards for recycling (0.5)

o  Badges, holders, lanyards, ribbons constructed from biodegradable materials (1)

3.4 The planner shall reduce waste related to event signage by:

o  Reducing size or quantity (0.5 )

o  Employing reusable signage (inserts, digital)(0.5)

o  Repurposing signage (e.g. making into bags) (0.5)

3.5 The planner shall reduce waste related to event bags by:

o  Not supplied by planner (0.5)

o  Sponsorship for Literature Bags is eliminated (0.5)

o  Pre-registration forms allows for literature bag opt outs (0.5)

o  Reusing at least 25% from previous events and/or conserving for future use (.5)  

3.6 The planner shall reduce waste related to other promotional giveaways by:

o  Reducing variety or quantity (.5)

o  At least 25% reused from previous event or designed for future reuse (.5 )

3.7  The planner shall ensure that left-over event-related paper or cardboard that is disposed of is recycled. Indicate percentage of paper/cardboard recycled:  

o  0 – 25%  (.25)                                                                  

o  26 – 50% (5.)                                                                                                       

o  51 – 75% (1.0)    

3.8  The planner shall ensure that plastic, glass, metal, fabric or compostable supplies that are disposed of are appropriately recycled or composted?   Indicate percentage of plastic, etc. recycled:

o  0 – 25%  (.25)                                                                  

o  26 – 50% (5.)                                                                                                       

o  51 – 75% (1.0)     

Supplier Specification:

3.9  The supplier shall have an internal recycling program including three or more of the following divertible materials:

o  Cardboard (0.5) 

o  Paper (0.5)

o  Plastic (0.5) 

o  Glass (0.5) 

o  Metal (0.5)

o  E-waste (0.5)

o  Food waste/compost (0.5)  

Potential Strategies:

None specified

Calculations:

All calculations are contained in Annex A1.

Exemplary Performance:

The score for baseline performance in this category is 6 out of 16.0 points.  Adjunct XXX specifies additional performance levels.

Submittal Documentation:

None specified.

Resources:

None specified

2.0  Communications/Policy

Objectives:

o To promote proper record-keeping and documentation of environmental goals, strategies and outcomes.

o To develop and disseminate measurable, documented sustainability goals, strategies and outcomes to event stakeholders (event organizers, staff, attendees, speakers, sponsors and other participants, product manufacturers and other suppliers) and beneficiaries (i.e. general public, consumers, clients).  

o To encourage support and involvement in sustainability efforts by all applicable stakeholder groups, including but not limited to event stakeholders (government, owners/shareholders, employees, suppliers, customers and local communities). 

o To encourage the use of empirically verifiable and/or certified green products, practices and processes and reward suppliers that provide credible, independent documentation of environmental performance.

Planner Specifications:

1.1  The planner shall develop and disseminate a pre-event plan and/or policy  highlighting measurable event  sustainability goals to all applicable stakeholder groups, including but not limited to government, owners/shareholders, employees, suppliers, customers and local communities

o  Yes (2)

o  No (0)

2.2  The Planner shall keep records of all environmental efforts achieved in marketing and communications  and will make available those records for future planners.

o  Yes (1)

o  No (0)  

2.3  The Planner shall include with accurate-representation the appropriate environmental efforts from marketing and communications in external communications to key stakeholders, including but not limited to government, owners/shareholders, employees, suppliers, customers and local communities.

o  Yes (1)

o  No (0)

Supplier Specifications:

2.4  The supplier shall provide empirically verifiable documentation which demonstrate compliance with known standards from accrediting bodies in their field to support environmental claims, if requested.

o  Yes (1)

o  No (0)

2.5  The supplier shall present a voluntary and/or third party certification in support of environmental claims.

o  Yes (1)

o  No  (0)

Potential Strategies:

None required.

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:

Seven Deadly Sins of Greenwashing www.terrachoice.com

Federal Trade Commission guidelines (FTC) Environmental Guidelines http://www.ftc.gov/bcp/grnrule/guides980427.htm

1.0  Energy Conservation

Objectives:

o  To reduce energy use at its source

o  To reduce greenhouse gas emissions associated with the production, delivery, use and/or disposal of marketing/communications materials.

Planner Specifications:

4.1 The planner shall purchase paper, printing and promotional products from energy-efficient suppliers. Percentage of energy-efficient suppliers:                

o   0 – 25%  (.25)                                                                   

o  26 – 50% (5.)                                                                                                        

o  51 – 75% (1.0)                       

4.2 The planner shall employ environmentally conscious shipping practices, such as:

o  Ships minimum necessary quantities (0.5)

o  Smallest possible package (0.5) 

o  No, minimal or recycled packaging  (0.5)

o  Purchases locally (within 500-mile radius) (1)

4.3 The planner and/or supplier will purchase high-quality, verifiable carbon offsets to neutralize greenhouse gas emissions not eliminated through reduction efforts.

o  Yes (1)

o  No (0)

Supplier Specification:

4.4 The supplier shall have a valid third-party energy certification (EPA SmartWay, Green-e, Energy Star).

o  Yes (1)

o  No  (0)

Potential Strategies:

None.

Calculations:

Paper/Carbon Calculator: http://www.edf.org/papercalculator/

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 0 out of 2.0 points.  The relevant adjunct specifies additional performance levels.

Submittal Documentation:

None specified.

Resources:

o  Green-e: http://www.green-e.org/publications.shtml

o  Energy Star: http://www.energystar.gov

o  EPA SmartWay: http://www.epa.gov/smartway/

1.0  Water Management

Objectives:

o  To optimize the efficient use of water and energy associated with water use.

o  To reduce or eliminate water pollution added to water supplies

o  To re-use water wherever possible

Planner Specifications:

6.1 The planner shall choose suppliers of printing, signs and promotional products that have water conservation programs. Percentage of suppliers that comply:

o  0 – 25%  (.25)                                                                 

o  26 – 50% (5.)                                                                                                         

o  51 – 75% (1.0)

Supplier Specification:

6.2 The supplier shall participate in a water conservation programs such as USEPA WaterWise.

o  Yes (1)

o  No  (0)

Potential Strategies:

None specified

Calculations:

All calculations are contained in Annex A1.

Exemplary Performance:

The score for baseline performance in this category is 0 out of 2.0 points.  Adjunct XXX specifies additional performance levels.

Submittal Documentation:

None specified

Resources:

American Water Works Association http://www.awwa.org/Resources/Waterwiser.cfm

 7.0  Procurement

Objective:

o  In the absence of regulatory and industry consensus, in the absence of regulatory and industry consensus, promote the proper balance between consumption and disposal of renewable and non-renewable material, while reducing toxicity and waste and limiting water/energy consumption associated with production and printing of marketing and communications materials.

Planner Specifications:

7.1 The planner shall purchase paper that has two or more of the following attributes:

o  Source-certified from sustainably managed forests 100% (FSC ,SFI), Mixed Source (FSC, SFI) or Recycled (1)

o  Post-consumer recycled content (Uncoated text and cover: <60%);  Coated text & cover (>10% ), Card stock (>20% ) (1)

o  Certified processed chlorine free (PCF) (1)

o  Green Seal certified (1)

7.2 The planner shall purchase binders, signage and banners that have one or more of the following attributes:

      o  ≥25 % PLA or other bio-plastic materials (1)

      o  ≥60% Biodegradable Materials (1)

      o  100% EVA or phthalate-free PVC (.5)                                  

      o  ≥60% post-consumer recycled content (paper/paper-related, PET, HDPE, PP/ PE, PVC or other recyclable material) (1)

      o  ≥60% rapidly renewable material (Bamboo, Jute) (1)

7.3 The planner shall purchase other event supplies (bags, bottles, portfolios, pencils, pens, etc.) that have two or more of the following attributes:

o  ≥60% (FSC, SFI)-certified wood (1)

o  ≥ 60% rapidly renewable material (1)

o  ≥ 60% post-consumer recycled content (paper/paper-related, PET, HDPE, PP/ PE, PVC or other recyclable material) (1)

o  Certified organic/pesticide free (1)

o  100% Recyclable materials (aluminum, stainless steel, glass, plastics (#s1-3) – .5

o  100 % PLA or other bio-plastic material (1)

7.4 The planner shall require that inks are bio-derived renewable (soy or vegetable)

o  Yes (2)

o  No  (0)

Supplier Specification:

7.5 The printer shall adopt at least three of the following practices:

o  Use vegetable-based inks (1)

o  Use Low VOC toner when printing digitally (1)

o  Offers water- or vegetable-based varnishes (1)

o  Returns toner Cartridges to be reprocessed for reuse

o  Eliminates, reduce or control VOCs, HAPs, heavy metals and/or any other materials classified as hazardous / toxic or known carcinogenic substances* in compliance with MSDS health rating of 1 or less (1)

o  Ensures ink waste can be classified as non-hazardous or is captured and treated in accordance with EPA HazMat regulations (1)

o  Ensures cured inks remain recyclable or biodegradable (1)

Potential Strategies:

None specified

Calculations:

All calculations are contained in Annex A1.

Submittal Documentation:

None specified

Exemplary Performance:

The score for baseline performance in this category is 10.0 out of 22.0 points.  Adjunct  XXX specifies additional performance levels

Resources: 

EPA HazMat regulations

5.0  Air Quality

Objective:

o  To encourage providers of marketing/communications services and supplies to take steps to protect and improve air quality.

Planner Specification:

5.1 The planner shall employ suppliers of printing, signs and promotional products that eliminate, reduce or control VOCs, HAPs, heavy metals, materials classified as toxic, known carcinogens and other hazardous substances? Percentage of suppliers that comply:

o   0 – 25%  (.25)                                                                  

o  26 – 50% (5.)                                                                                                       

o  51 – 75% (1.0) 

Supplier Specification:

5.2 The supplier of printing, signs or promotional products shall reduce, control or eliminate VOCs, HAPs, heavy metals, materials classified as toxic, known carcinogens and other hazardous substances.

o  reduce  (.25)   

o  control  (0.5)

o  eliminate (1.0)    

Potential Strategies:

None specified 

Calculations:

All calculations are contained in Annex A1.

Exemplary Performance:

The score for baseline performance in this category is 0 out of 2.0 points.  The relevant adjunct specifies additional performance levels.

Submittal Documentation: 

None specified.

Resources:

California VOC http://www.cal-iaq.org/VOC/CDPH_StandardPractice_Update_2009-04-13.pdf

8.0  Community Partnerships

Objective:

o  To provide positive community benefit from event-related marketing and communications activities.

Planner Specifications:

8.1 The Planner shall enable donation of leftover conference materials and supplies to local community or non-profit organizations.                   

o  Yes (1)

o  No (0)

8.2 The planner shall purchase at least 25% of printing, signs and promotional products locally within 500 miles.

o  Yes (1)

o  No (0)

Supplier Specification:

8.3 The supplier shall have a documented CSR program or policy for its own operation.

o  Yes (1)

o  No (0)

Potential Strategies:

None specified

Calculations:

All calculations are contained in Annex A1.

Submittal Documentation:

None.

Exemplary Performance:

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

Resources:  None specified