Designation: X XXXX-XX

Work Item Number: WK22674

Date: August 1, 2009

Standard Practice for the Evaluation and Selection of Meeting Venues for Meetings, Events, Trade Shows and Conferences

This standard is issued under the fixed designation X XXXX; the number immediately following the designation indicates the year of original adoption or, in the case of revision, the year of last revision. A number in parentheses indicates the year of last re-approval. A superscript epsilon (e) indicates an editorial change since the last revision or reapproval.

1. Scope

1.1 This standard practice delineates procedural requirements for researching, evaluating and choosing the meeting venue for a meeting or event. This standard coordinates a primary activity that planners conduct to plan a meeting or event and bring to fruition.

1.1.1 Venue selection is the practice of researching, evaluating and choosing the facility for a meeting or event.

1.2  This standard identifies sustainability criteria to be included in venue selection by planners or destination professionals. This standard also identifies best sustainable practices that can be adopted by destination professionals.

1.3 This standard is designed so that it can be used by either a venue to self-determine sustainability or by a planner as a tool to collect sustainability data from one or more venues during site visits or through a Request for Proposal (RFP) process.

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 Alternative fuel: can be contrasted with conventional fuels such as fossil fuels. Alternative fuels include biodiesel, methanol, ethanol, and biomass sources

2.1.2 The American Society of Heating, Refrigerating and Air-Conditioning Engineers ASHRAE Guideline 0, The Commissioning Process, defines commissioning as “a quality-oriented process for achieving, verifying, and documenting that the performance of facilities, systems, and assemblies meets defined objectives and criteria”. Commissioning is therefore an “umbrella” process for all the planning, delivery, verification, and managing risks to critical functions performed in, or by, facilities. Commissioning uncovers deficiencies in design or installation using peer review and field verification. Commissioning also accomplishes higher energy efficiency, environmental health, and occupant safety and improves indoor air quality. Commissioning is a quality assurance-based process that delivers preventive and predictive maintenance plans, tailored operating manuals, and training procedures. Essentially, the commissioning process formalizes review and integration of all project expectations during planning, design, construction, and occupancy phases by inspection and functional performance testing, and oversight of operator training and record documentation [ASHRAE Guideline 0].

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

2.1.4 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.

2.1.5 Convention & visitors’ bureau, n—Convention and visitor bureaus are not-for-profit organizations charged with representing a specific destination and helping the long-term development of communities through a travel and tourism strategy. Convention and visitor bureaus are usually membership organizations bringing together businesses that rely on tourism and events for revenue. For visitors, CVBs are like a key to the city. As an unbiased resource, CVBs can serve as a broker or an official point of contact for convention and event planners, tour operators and visitors. They assist planners with event preparation and encourage business travelers and visitors alike to visit local historic, cultural and recreational sites.

2.1.6 Environmental management system: A management and operation process that is operated and documented to support identification of objectives, implementation processes and performance measurement related sustainable practices.

2.1.7 Hybrid: when referring to vehicles this indicates use of a mix of power or fuel sources, such as electric and petroleum, for example.

2.1.8 Natural fiber: made of naturally-occurring materials such as plants and animals. Can be contrasted with synthetic fibers such as plastics

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.

2.1.10 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

2.1.11 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)

2.1.12 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)

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

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

2.1.15 Renewable power: energy that is generated from natural sources that can be replenished easily, such as sunlight, tides, wind and geothermal.

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

2.1.17 Sustainable, adj – 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.

2.1.18 Venue, n – 1) Site or destination of meeting, event or show 2) Location of performance such as hall, ballroom, auditorium, etc.

3. Significance and Use

3.1 Lacking standards around venues, meeting planners and suppliers (e.g., hotels, Convention and Visitors Bureaus, venues, destination marketing organizations) are challenged to design and implement more sustainable meetings. This standard represents the interests of all parties to create more sustainable meetings.

3.2 This ASTM practice offers a comprehensive view of venue performance and differs from short checklists.  A planner may have to look across the standard to determine which portions of the standard are the most appropriate for use.  For example, a meeting planner who is holding an exhibition at a large venue will need to use the following standards:  venues, exhibits, food and beverage, AV, on-site office, marketing and communication.  The planner may also need to use destination selection, accommodations and transportation if he/she is responsible for managing those aspects of the exhibition.

4. Procedures

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

4.2 Assess sustainability attributes of destinations during site visits or through Requests for Proposals (RFPs).  Planners shall incorporate sustainability into their overall decisions about venues.  Suppliers shall incorporate sustainability into their overall operations.  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 venues (planners) or operational procedures (suppliers) using the document as indicated in Annex A1. 

4.4 Suppliers shall implement an Environmental Policy Statement based upon the information in A2.

5. Keywords

Venue, green meetings, sustainable

ANNEX A1

1.0 Staff Management/Policy

Objectives:

o  To guarantee sustainability is integrated into all venue operations.

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

Planner  Specifications:

1.1      The planner shall keep records of all environmental efforts achieved in a venue per event and will make those records available for future planners.

o  Yes (2.0)

o  No (0)

Supplier Specifications:

1.2       The supplier’s staff shall be assessed every six months by the Sustainability Manager or Operations Manager on their implementation of the practices laid out in the Environmental Policy.  The supplier shall provide the written process that is followed to perform this assessment.

o  Yes (2.0)

o  No (0)

1.3       If the supplier implements an Environmental Management System, the supplier shall ensure that the EMS incorporates the minimum required elements of the green meeting standard into the EMS

o  Yes (2.0)

o  No (0)

1.4       The supplier shall offer and identify incentives to staff who engage in environmental efforts.

o  Yes (0.5)

o  No (0)

1.5       The supplier shall identify which staff and/or departments are trained in the EMS and the Environmental Policy

o  Yes (0.5)

o  No (0)

1.6       If the supplier has been recognized or received awards for its environmental initiatives, it shall provide a list and associated year of recognition in order to receive points.

o  Yes for each award (maximum 4 awards) that has occurred in consecutive years for at least two years (0.5)

o  No (0)

1.7       If the supplier sponsors, participates or recognizes environmental events (i.e. Earth Day, America Recycles Day, etc.) the supplier shall provide a list of activities and describe how it participates in the events

o  Yes for each award (maximum 4 awards) that has occurred in consecutive years for at least two years (0.5)

o  No (0)

1.8      The planner shall keep records of all environmental efforts achieved in a venue per event and will make those records available for future planners.

o  Yes (2.0)

o  No (0)

Potential Strategies:

In order to meet the specification the planner and/or supplier shall document a written process to assess staff implementation of the Environmental Policy.    

Calculations

All calculations are contained in Annex A1.

Exemplary Performance:

The score for baseline performance in this category is 2 points out of a maximum of 7.5.  Adjunct XXX specifies additional performance levels.

Submittal Documentation:

o  Written process to assess staff implementation of the Environmental Policy

o  Valid certification for ISO 14001 including effective dates

o  Written incentives for staff environmental initiatives

o  Written documentation of awards and year of recognition

o  Written documentation of environmental and community events and associated dates and activities

Resources:

o  Environmental Policy See definition document.

o  Environmental Management System http://www.iso.org/iso/iso_14000_essentials

2.0 Communication/Policy

Objectives:

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

o  To encourage transparency as it relates to the environmental sustainability of planners and suppliers.

Planner Specifications:

Policy

2.1       The planner organization shall have a written sustainability policy which supports and aligns with the operations of the supplier; including documenting a vision, objectives and goals for sustainability.

o  Yes (1.5)

o  No (0)

2.2       The planner organization shall train their employees on the supplier’s sustainable practices and policies.

o  Yes (0.5)

o  No (0)

Communication

2.3              Where applicable, the planner shall include the supplier’s sustainability and/or environmental policy in its on-going communications with clients (e.g.., e-newsletters, scoping meetings)

o  Yes (0.5)

o  No (0)

Supplier Specifications:

Policy

2.4       The supplier shall have in place an environmental policy that meets the parameters of the definition that accompanies this standard.

o  Yes (2.0)

o  No (0)

2.5       If requested by the planner, the supplier shall provide training to planner staff on the supplier’s sustainability policies and/or activities

o  Yes (0.5)

o  No (0)

2.6       The supplier’s environmental policy shall have General Manager or Executive support as indicated by a signed statement.

o  Yes (2.0)

o  No (0)

2.7       The policy shall be reviewed and signed by the supplier’s General Manager or Director of Operations at least every 6 months.

o  Yes (0.5)

o  No (0)

2.8       There shall be a supplier on-site staff point person, such as a Sustainability Manager, assigned to own and manage the implementation of this environmental policy.

o  Yes (0.5)

o  No (0)

2.9       The sustainability policy shall be integrated into the supplier’s new staff and on-going trainings.

o  Yes (0.5)

o  No (0)

2.10     The supplier shall have visible communication informing supplier staff and visitors of practices in place to reduce and/or replace energy consumption.

o  Yes (0.5)

o  No (0)

2.11     The supplier shall have visible communication informing supplier staff and visitors of practices in place to reduce water consumption.

o  Yes (0.5)

o  No (0)

2.12     The supplier shall have visible communication informing supplier staff and visitors of practices in place to reduce and divert waste.

o  Yes (0.5)

o  No (0)

2.13     The supplier shall have procedures in place that would prevent exhibitions from blocking air exchanges, air flow and/or natural light.

o  Yes (0.5)

o  No (0)

2.14     The supplier shall provide clear documentation of the Environmental Policy to event and meeting planners in Sales Kits and/or Planner Guides.

o  Yes (0.5)

o  No (0)

2.15     In its contract with the planner, the supplier shall require adherence to its Environmental Policy

o  Yes (0.5)

o  No (0)

2.16     The supplier shall provide documentation and applications that demonstrate its participation in local, national, or international standards/voluntary/partnership programs focused on sustainability, waste, energy or water (e.g., ISO 14001, BS9801, LEED certification).

o  Yes (0.5)

o  No (0)

Communication

2.17     The supplier shall place its Environmental Policy and sustainability metrics on the website.

o  Yes (0.5)

o  No (0)

2.18     The supplier website shall offer information on local resources for event production.

o  Yes (0.5)

o  No (0)

2.19     The supplier website shall offer a clear plan or directive for hosting sustainable event at their location.

o  Yes (0.5)

o  No (0)

2.20     The supplier shall post waste diversion rates on its website or in other visible documents.

o  Yes (0.5)

o  No (0)

2.21     The supplier shall deliver materials such as contracts and sales kits electronically.

o  Yes (0.5)

o  No (0)

2.22     The supplier shall build into standard operating procedures environmental feedback opportunities for working with planners, supply chain, customers and employees.  The supplier shall provide details of how feedback is solicited and incorporated

o  Yes (0.5)

o  No (0)

Potential Strategies

In order to meet the specification the supplier shall have a website that is maintained and updated to include its sustainable practices, policies, metrics, and best practices for hosting sustainable events.  The supplier shall also have written procedures on how feedback on environmental policy and activities received from clients, stakeholders and staff are incorporated by the supplier.   

Calculations

All calculations are contained in Annex A1.

Exemplary Performance

The score for baseline performance in this category is 8.0 points out of a maximum 13.5.  Adjunct XXX specifies additional performance levels

Submittal Documentation

o  Written procedures on how feedback on how feedback on environmental policy and activities received from clients, stakeholders and staff are incorporated by the supplier.

Resources

o  http://www.london2012.com/plans/sustainability/index.php

o  http://www.denverconvention.com/green.htm

o  http://www.visitsandiego.com/meetingplanners/enviropractices.cfm

3.0 Waste Management

Objectives:

Assess, measure and track venue waste production and diversion according to the waste hierarchy:  (1.0) employ strategies which try to avoid products becoming waste; (2.0) employ strategies to repurpose waste products; and, (3) employ strategies for recycling and/or disposal as a last resort.

Planner Specifications:

3.1       If the supplier does not offer event specific diversion reports, the planner shall develop a plan with the supplier operations to do so and provide the plan upon request.

o  Yes (1.0)

o  No (0)

3.2       The planner shall track and communicate post-event diversion rates per event.

o  Yes (1.0)

o  No (0)

3.3       The planner shall place volunteer or staff person at each collection area to educate and assist in the Front of House recycling and composting effort.

o  Yes (1.5)

o  No (0)

3.4       The planner shall provide additional waste collection stations if necessary for the event.

o  Yes (0.5)

o  No (0)

Supplier Specifications:

3.5       The supplier shall conduct waste audits semi-annually to identify waste streams, and develop a plan for waste reduction and increased diversion.

o  Yes (1.0)

o  No (0)

3.6       The supplier shall track and record their waste diversion rates, using their own system or third-party supported system (e.g., U.S. EPA’s WasteWise).

• Yes (1.0)
• No (0)

3.7       The supplier shall divert the following percentages from the waste stream: (specify if measured by weight or by volume).

• 5-15% (0.5)
• 16-30% (1.0)
• 31-50% (1.5)
• 51-75% (2.0)
• Over 76% (3)

3.8                   The supplier shall offer diversion reports tracked specifically per event.

• Yes (1.0)
• No (0)

3.9       The supplier shall capture and recycle at least two or more of the following materials:

o  Paper (0.5)

0  Aluminum (0.5)

0  Glass (0.5)

o  Plastics (0.5)

o  Cardboard (0.5)

3.10     The supplier shall collect recyclable materials both in the Front of House (public) and Back of House (kitchen, bussing, administrative).

o  Yes (1.0)

o  No (0)

3.11     The supplier shall place clearly labeled recycling bins at each trash bin with either recyclable bags or reusable containers.

o  Yes (1.0)

o  No (0)

3.12     The supplier shall place clear and thorough signage placed at each recycling collection bin.

o  Yes (1.0)

o  No (0)

3.13     The supplier shall collect compostable materials Front of House (public) and Back of House (kitchen, bussing, administrative).

o  Yes (1.0)

o  No (0)

3.14     If the supplier does not collect compostable materials, they shall be willing and able to accommodate a composting program if requested by an event.

o  Yes (1.0)

o  No (0)

3.15     The supplier shall place a clearly labeled bin for compostables at each trash and recycling bin with a compostable or reusable bag.

o  Yes (1.0)

o  No (0)

3.16     The supplier shall place clear and thorough signage placed at each compost collection bin.

o  Yes (1.0)

o  No (0)

3.17     If the planner requests assistance, the supplier shall help the planner obtain volunteers or other staff from the local area to staff collection areas for recycling and/or composting

o  Yes (0.5)

o  No (0)

3.18     The supplier shall recycle the following hazardous materials:

o  Light Bulbs (0.5)

o  Batteries (0.5)

o  Oil/Grease (0.5)

o  Paint (0.5)

3.19     The supplier shall recycle the following electronic equipment:

o  Computer (0.5)

o  Printer Cartridges (0.5)

o  Cell Phones (0.5)

o  Appliances (0.5)

Potential Strategies:

In order to meet the specification the supplier shall develop a plan for waste reduction and diversion.  In addition, the supplier shall track and record their waste diversion rates so as to be able to provide waste diversion reports.  The planner shall also develop a plan to be able to track diversion reports per event.

Calculations:

All calculations are contained in Annex A1.

Exemplary Performance:

The score for baseline performance in this category is 8.0 out of 22.0 points.  Adjunct XXX specifies additional performance levels.

Submittal Documentation:

o  Written plan for waste reduction and diversion

o  Staff training / orientation / evaluation materials, including sustainability aspects

o  Written travel policy

o  Green team roster / Sustainability officer contact, minutes and action plans from team meetings

o  Links to member education resources and/or training documentation that include sustainability aspects

o  Valid certificate for ISO 14001 / BS 8901 verification, including effective dates

Resources:

o  For more information on the difference of measuring in volume or in weight, please go here: http://cms.h2e-online.org/ee/waste-reduction/getting-started/data-collection

o  Information on U.S. EPA’s WasteWise Program http://www.epa.gov/epawaste/partnerships/wastewise/index.htm

o  To calculate carbon equivalent of waste materials, please see the Office Carbon Footprint http://www.epa.gov/epawaste/partnerships/wastewise/carboncalc.htm

4.0 Energy Management

Objectives:

o  Assess, measure and track venue energy consumption and establish baseline and reduction goals to ensure maximum energy efficiency throughout the building.  Reduce energy consumption for all continual operations by promoting the use of the following “Low Carbon Hierarchy” (see reference):

(1.0) Reduce—avoid energy use then reduce through energy efficiency and redesign of products and services (e.g., seek natural lighted areas for exhibitions and meeting rooms);

(2.0) Replace—use low carbon, renewable energy where possible and/or cleaner and more efficient fossil fuel technology; and,

(3) Neutralize—offset the unavoidable carbon emissions.

Planner Specifications:

4.1       The planner shall provide accurate and detailed schedule of events to allow supplier to adequately schedule lights, HVAC, and escalators.

o  Yes (0.5)

o  No (0)

4.2.      In supplier where no HVAC, and reduced lighting and escalators are not standard during Move-In/Move Out, the planner shall request these provisions in the contract.

o  Yes (0.5)

o  No (0)

4.3       The planner shall offer to purchase renewable energy credits on behalf of the event.

o  Yes, less than 50% of consumption purchased (0.25)

o  Yes, greater than 51% of consumption purchased (0.50)

o  None purchased (0 points)

4.4       The planner shall offer their attendees/exhibitors the ability to purchase carbon credits to offset the carbon footprint of specific events and provide documentation from a verified carbon offset program

o  Yes (0.5)

o  No (0)

Supplier Specifications:

4.5       The supplier shall establish an energy performance baseline for the property, based on energy use for the past 1-3 years.

o  Yes (2.0)

o  No (0)

4.6       The supplier shall track the percent of change in energy usage from its previous 12 month baseline.  Points shall be awarded for a decrease of:

o  Yes (2.0)

o  No (0)

4.7       The supplier shall measure and track their carbon footprint using available online tools or through professional assessment for their supplier (e.g. total energy use) and/or supplier operations (e.g., carbon footprint of all supplier transportation).  The supplier shall identify the tool(s)) or professional assessment used.

o  Yes (1.0)

o  No (0)

4.8       The supplier shall perform a certified ASHRAE energy audit or conduct building commissioning.

o  Yes (2.0)

o  No (0)

4.9       The supplier shall develop an energy reduction plan based on the results of the energy assessments or audits

o  Yes (2.0)

o  No (0)

4.10     The supplier shall use sub-meters for HVAC systems (e.g., chillers), indoor lighting and/or outdoor lighting systems to improve energy efficiency

o  Yes (2.0)

o  No (0)

4.11     The supplier shall use energy saving features in over 50% of the building envelope, such as the following:   compact fluorescent lighting

o  LED Lighting (0.5)

o  Variable frequency HVAC drive fans (0.5)

o  Variable passenger flow escalators (0.5)

o  Low E-Glass (0.5)

o  Lighting sensors (0.5)

o  Roof material with high SRI value (0.5)

o  Insulated water pipes, tanks and heaters (0.5)

o  For every feature that exists in over 90% of the building (0.25)

o  No (0)

4.12     The supplier shall use energy saving features in building exterior lighting and landscaping, such as the following by percentage coverage:

o  LED Lighting in 20-50% (1.0)

o  LED Lighting in 51-100% (2.0)

o  Solar powered lighting (1.0)

o  Solar powered lighting (2.0)

o  No (0)

4.13     The supplier shall have reduced light protocol to 50% during “Move-In/Move Out” enforced by staff during a walk through.

o  Yes (0.5)

o  No (0)

4.14     The supplier shall have no or reduced HVAC during “Move-In/Move-Out” enforced by staff walk throughs.

o  Yes (0.5)

o  No (0)

4.15     The supplier shall have limited escalator use during “Move In/Move Out”, enforced by staff walk throughs.

o  Yes (0.5)

o  No (0)

4.16     The facility shall have a “power down” policy between established hours which requiring exhibitors and productions to pay additional rent if 24-hour is required.

o  Yes (1.0)

o  No (0)

4.17     The supplier shall have energy efficient procedures for administrative offices, such as computer power down at night and lighting sensors.

o  Yes (1.5)

o  No (0)

4.18     The supplier shall have EnergyStar, EPEAT rated, TCO certified or local equivalent ranking for office equipment.

o  Yes (1.0)

o  No (0)

4.19     The supplier shall use “occupancy-based intelligence” programs that enable energy usage to be adjusted according to building occupancy.

o  Yes, 25-50% of facility in square feet has this equipment (0.5)

o  Yes, 51-100% of facility in square feet has this equipment (0.5)

o  No (0)

4.20     The supplier shall have a Preventative Maintenance schedule for all systems to achieve highest potential level of efficiency.  The supplier shall provide documented preventative maintenance schedule for each of the following items to receive points”

o  Yes, Thermostats calibrated (0.5)

o  Yes, Filters inspected/replaced (0.5)

o  Yes, Toilets/Faucets checked for leaks (0.5)

o  No (0)

4.21     The supplier operators shall conduct yearly inspections of all building operating systems and document results.

o  Yes (1.0)

o  No (0)

4.22     The supplier shall have an onsite renewable energy source (i.e. photo voltaic panels).

o  Yes, provides up to 25% of consumption (0.25)

o  Yes, provides 26-50% of consumption (0.25)

o  Yes, provides 51-100% of consumption (0.25)

o  No (0)

4.23     The supplier shall purchase renewable energy.

o  Yes, less than 50% of consumption purchased (0.25)

o  Yes, greater than 51% of consumption purchased (0.50)

o  None purchased (0 points)

4.24     The supplier shall participate in a verified carbon trading or offset programs for their carbon production and provide documentation.

o  Yes, less than 50% of carbon offset (0.25)

o  Yes, greater than 51% of carbon offset (0.50)

o  None purchased (0 points)

Potential Strategies:

In order to meet the specification the supplier shall develop an energy reduction plan based on the results of energy assessments or audits.  In addition, the supplier shall have a written Preventative Maintenance schedule and an inspection plan for building operating systems.

Calculations:

Carbon footprint calculations are required and may be completed by using a variety of online calculators or through professional assessment.  See resources.

All calculations for this standard are contained in Annex A1.

Exemplary Performance:

The score for baseline performance in this category is 11.5 points out of a maximum of  29.5 points.  Adjunct XXX specifies additional performance levels.

Submittal Documentation:

o  Written plan for energy reduction

o  Written Preventative Maintenance schedule

o  Written inspection plan for building operating systems

Resources:

o  U.S EPA EnergyStar Portfolio Manager http://www.energystar.gov/index.cfm?c=entertainment.bus_entertainment

o  TCO Certified Products http://www.tcodevelopment.com/

o  EPEAT—Green Electronics http://www.epeat.net/

o  Carbon Footprint Calculators:

o  http://www.carbonfootprint.com/calculator.aspx

o  http://www.epa.gov/cleanenergy/energy-resources/calculator.html

o  http://www.epa.gov/epawaste/partnerships/wastewise/carboncalc.htm

o  Carbon Offset Programs:

o  http://www.green-e.org/getcert_ghg_products.shtml

o  http://www.carbonfund.org/site/pages/how_it_works/

o  http://www.carbonoffsetreview.com/categorylist.html?cat_id=576

o  Low Carbon Hierarchy–http://online.glos.ac.uk/chme2007/presentations/Phil%20Harding.pdf

5.0 Air Quality Management

Objectives:

o  Manage Indoor Air Quality

o  Manage Air Quality in the immediate area of the physical building

o  Encourage alternative forms of transportation in and around the venue,

o  Encourage alternative fuel fleets management by the venue.

Planner Specifications:

5.1       The planner shall include in contracts with shuttle companies that the companies shall comply with the supplier’s anti-idling policies and signs.

o          Yes (1.0)

o          No (0)

5.2       The planner shall provide its on-site employees and vendors information on the supplier’s anti-idling procedures and enforcement of such procedures

o          Yes (1.0)

o          No (0)

5.3       The planner shall utilize a marshalling yard for vendors and exhibitors during Move In/Move Out.

o          Yes (1.0)

o          No (0)

5.4       The planner shall promote alternative transportation options to the supplier in outreach and communication materials, such as bus routes, etc.

o          Yes (1.0)

o          No (0)

Supplier Specifications:

5.5       The supplier shall have ability to access to fresh air exchanges during operations that may impact indoor air quality conditions.

o    Yes (1.0)

o    No (0)

5.6                   The supplier shall prohibit smoking inside.

o          Yes (1.0)

o          No (0)

5.7       The supplier shall prohibit smoking within 25ft of doors, windows, and open air intakes.

o          Yes (1.0)

o          No (0)

5.8       The supplier shall enforce the local anti-idling ordinance.  In the absence of an ordinance, the supplier shall restrict idling to less than 10 minutes unless severe weather conditions exist (to be determined by the supplier management).

o          Yes (1.0)

o          No (0)

5.9       The supplier security shall be empowered to enforce ordinance to taxis, shuttles, and other vehicles with tickets or other consequence.

o          Yes (1.0)

o          No (0)

5.10     The supplier shall post signs on property regarding anti-idling policies in marshalling yards and in other areas to be identified by the supplier.

o          Yes (1.0)

o          No (0)

5.11     The supplier’s employees shall be trained in anti-idling procedures and enforcement of such procedures.

o          Yes (1.0)

o          No (0)

5.12     The supplier shall offer employee incentives for alternatives to driving such as free bus pass, etc.

o          Yes (1.0)

o          No (0)

5.13     The supplier shall make bike racks available to employees and visitors.

o          Yes (1.0)

o          No (0)

5.14     The supplier shall have a preferred-parking incentive program for carpooling and/or alternative fuel vehicles.

o          Yes (1.0)

o          No (0)

5.15     The supplier shall have plug-in capabilities for plug-in electric vehicles.

o          Yes (1.0)

o          No (0)

5.16     The supplier shall promote and provide information regarding alternative transportation to supplier other than single occupancy vehicles.

o          Yes (1.0)

o          No (0)

5.17     The supplier shall promote and provide information regarding alternative transportation to supplier other than single occupancy vehicles.

o          Yes (1.0)

o          No (0)

5.18     The supplier shall be within 0.5 mile from a form of public transit such as bus line or light rail.

o          Yes (1.0)

o          No (0)

5.19     If the planner offers a transportation service of any kind, the vehicles shall include alternative fuel or hybrid vehicles.

o          Yes (1.0)

o          No (0)

5.20     The supplier staff shall be surveyed on environmental practices as they relate to indoor air quality and/or reducing local/global air emissions at least once a year.

o          Yes (1.0)

o          No (0)

5.21     The supplier’s street vehicle fleet shall consist of the following:

o          Biodiesel (1.0)

o          Hybrid (2.0)

o          Other (please describe)

o          Standard Gas Fueled (0)

5.22     The supplier’s indoor vehicle fleet shall consist of the following:

o          Biodiesel (1.0)

o          Hybrid (2.0)

o          Other (please describe)

o          Standard Gas Fueled (0)

Potential Strategies:

In order to meet the specification the supplier and/or planner shall adhere to local ordinance concerning idling of vehicles.  The supplier and/or planner shall communicate and train employees, suppliers and other stakeholders regarding the expectation of adherence to anti-idling policies and ordinances.

Calculations:

All calculations are contained in Annex A1.

Exemplary Performance:

The score for baseline performance in this category is 8.0 points out of a maximum of 20.5 points.  Adjunct XXX specifies additional performance levels.

Submittal Documentation:

o  Written sustainability policy

o  Local ordinance

o  Training / orientation / evaluation materials, including sustainability aspects

o  Examples of signage

o  Street and indoor fleet inventory

o  Map identifying alternative transportation access such as bus lines, etc.

Resources:

o  Anti-idling Ordinance information: http://enginesoff.com/about-ordinance.html

o  Indoor Air Quality Association:  www.iaqa.org

o  Fact Sheet: Respiratory Health Effects of Passive Smoking: www.epa.gov/smokefee/pubs/etsfs.html

6.0 Water Management

Objectives:

Assess, measure, and plan for water consumption reduction and reduce water discharges that have potential impacts on water quality.

Planner Specification:

6.1       The planner shall request pitchers of water in all event meeting rooms or otherwise where drinking water is provided.

o          Yes (1.0)

o          No (0)

Supplier Specifications:

6.2       The supplier shall track and record water usage on a monthly basis.  Tracking method shall include element to demonstrate water use reduction percentage and include a property baseline with 1-3 years of historical data.

o          Demonstrated percentage reduction (3)

o          No Reduction (0)

6.3                   The supplier shall develop a plan for annual water reduction.

o          Yes (1.0)

o          No (0)

6.4       The supplier shall install sub-meters to track various areas of  building such as kitchen, landscape, etc.

o          Yes (1.0)

o          No (0)

6.5                   The supplier toilets shall be low flow (1.28 gpf or less).

o          20-50% (1.0)

o          51-100% (2.0)

o          No (0)

6.6                   The supplier toilets shall be dual flush.

o          Yes (0.5)

o          No (0)

6.7                   The supplier urinals shall be low flow (.5 gpf of less).

o          20-50% (1.0)

o          51-100% (2.0)

o          No (0)

6.8                   The supplier shall have waterless urinals.

o          Yes (0.5)

o          No (0)

6.9                   The supplier shall have low flow water faucet fixtures (1.5 gpf or less).

o          20-50% (0.5)

o          51-100% (1.0)

o          No (0)

6.10     The facility shall use faucets powered by photovoltaic or turbine power.

o          Yes (1.0)

o          No (0)

6.11     If there are showers, such as employee showers the facility shall install low flow showerheads 1.0 – 1.5 gallons per minute to reduce water and energy use.

o          Yes (0.5)

o          No (0)

6.12     The supplier shall complete a water budget that incorporates its chosen landscaping preferences (e.g., WaterSense landscaping tool)

o          Yes (1.0)

o          No (0)

6.13     The supplier shall have public access water fountains in main thoroughfares.

o          Yes (1.0)

o          No (0)

6.14     The supplier shall have an Integrated Pest Management Plan/System in place and provide documentation.

o          Yes (1.0)

o          No (0)

6.15     The total site of the supplier covered by impervious surfaces shall have a minimal percentage of the following:

o          <20% (1.0)

o          21% – 50% (0.5)

o          >51% (0)

6.16     The supplier shall employ a low flow irrigation system as part of its landscaping maintenance plan.

o          Yes (1.0)

o          No (0)

6.17     The supplier shall evaluate the landscaping and maintenance operations (or landscaping contractor) periodically for adherence to established water budget.

o          Once a year (0.5)

o          Twice a year (1.0)

o          No evaluation (0)

6.18     The supplier shall have a policy restricting sidewalk spray cleaning practices.

o          Yes (1.0)

o          No (0)

6.19     The supplier irrigation systems shall be designed to eliminate distribution of water over impervious surfaces.

o          Yes (0.5)

o          No (0)

6.20     The supplier landscaping shall incorporate native plant selection.  Please indicate what percentages of plants are specified to be native to the area.

o          5-10% (0.5)

o          11- 25% (1.0)

o          26-50% = (1.5)

o          >51%=            (2.0)

6.21     The supplier irrigation systems shall have rain gauge meters.

o          Yes (1.0)

o          No (0)

6.22     The supplier shall have a water run-off capture and re-use system in place.

o          Yes (1.0)

o          No (0)

6.23     The supplier’s cleaning products shall be Green Seal Certified or equivalent and shall include items such as bacteria cubes to control uric salt built-up in waste piping. Please provide percentage of overall purchased products.

o          Yes (0.5)

o          No (0)

6.24     The supplier shall utilize organic fertilizing techniques or specify organic fertilizing techniques in contract if outsourced.

o          Yes (1.0)

o          No (0)

6.25     The supplier shall have a policy regarding snow and ice removal from supplier property limiting the application of de-icers and salts.

o          Yes (1.0)

o          No (0)

6.26     The supplier shall have a green cleaning program that is written and signed by supplier management.

o          Yes (1.0)

o          No (0)

6.27     The supplier shall have training standards in place for the green cleaning program for new and existing employees that are reviewed and updated every 6 months.

o          Yes (0.5)

o          No (0)

6.28     The supplier shall evaluate their green cleaning program at least once a year to assess amount of use of green chemicals.

o          Once a year (1.0)

o          Twice a year (1.5)

o          Three to four times per year (2.0)

Potential Strategies:

In order to meet the specification the supplier shall access current water use and practices by conducting a water survey.  With the gathered information, a water budget shall be determined using the WaterSense tool listed below.  The venue shall track water use and measure reductions using either self or similar venue as a benchmark.

Calculations:

All calculations are contained in Annex A1.

Exemplary Performance:

The score for baseline performance in this category is 5 points out of 22 points. Adjunct specifies additional performance levels. 

Submittal Documentation:

o  Water tracking methodology and results

o  Plan for annual water reduction

o  Water Budget results

o  Sub-meter locations

o  Toilet, urinal, sink, and shower specifications

o  Map identifying water fountain locations in venue

o  Landscaping maintenance plan

o  Sidewalk cleaning policy

o   Native plant inventory and percentage of overall landscaping

o  Snow and Ice Removal Policy

o  Integrated Pest Management Policy

o  Green Cleaning Program signed by management

o  Training for Green Cleaning Practices to be review every 6 months.

Resources:

o  Water Wise:  The Water Efficiency Clearinghouse:  www.awwa.org/waterwiser

o  Water Budget: www.epa.gov/watersense/specs/watervudget_tool/ws_rev-waterbudget_tool.xls.

o  Water Measurement Manual:  www.usbr.gov/pmts/hydraulics_lab/pubs/wmm

o  Water-Efficient Landscaping:  www.epa.gov/watersense

o  Irrigation Association:  www.irrigation.org

7.0 Procurement

Objectives:

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 ensure that preferred vendors adhere to specific sustainable guidelines in their contracts and/or practices.

Planner  Specifications:

None.

Supplier Specifications:

7.1       The supplier shall have a sustainable or environmental procurement policy in place.  Sustainable procurement focuses on the triple baseline–sustainable procurement price and quality, environment, social considerations and ethical/reputational are used.

o          Yes (1.0)

o          No (0)

7.2       The supplier shall have specific contract language regarding the need to purchase products that eliminate or reduce volatile organic compounds (VOCs), hazardous air pollutants (HAPs), heavy metals, materials classified as toxic, known carcinogens and other hazardous substances.

o          Yes (1.0)

o          No (0)

7.3       The supplier shall have preferred vendors that offer sustainable (e.g., fairly traded certified products) and/or environmentally preferred options (e.g., forest stewardship council certified) to their clients.

o          Yes (1.0)

o          No (0)

7.4       The planner shall seek and utilize sustainable, environmentally friendly and local vendors for onsite services either from the supplier’s sustainable and/or environmentally preferred vendor options or other sources.

o          Yes (1.0)

o          No (0)

7.5       The supplier shall have a purchasing policy in place that focuses on regional vendors.  Regional vendors are defined as within a 500 mile radius.

o          Yes (1.0)

o          No (0)

7.6       The supplier shall have contract language in place regarding the need to purchase products that eliminate or reduce volatile organic compounds (VOCs), hazardous air pollutants (HAPs), heavy metals, materials classified as toxic, known carcinogens and other hazardous substances.

o          Yes (1.0)

o          No (0)

7.7                   The supplier shall have a purchasing policy in place regarding reusable items.

o          Yes (1.0)

o          No (0)

7.8       The supplier shall require retail outlets and other customer facing retail ventures to purchase compostable materials.

o          Yes (1.0)

o          No (0)

7.9       The supplier shall require a certain percentage of its annual office supply budget to be used to purchase products containing at least greater than 20% post consumer content and/or recycled materials.

o          <10% (0)

o          10% – 30% annual budget (1.0)

o          31% – 50% annual budget (2.0)

o          >50% annual budget (3)

7.10     The supplier shall consider life cycle assessments when making purchasing decisions for electronics; construction materials, equipment and systems; and, supplier operations and maintenance materials (please see GreenSeal, EPEAT, Scientific Certification, EU eco-labeling).  The supplier shall document the source of LCA information for each point earning category.

o          Yes for every category where LCA is used to determine purchase (0.5)

o          No (0)

7.11     The supplier shall incorporate into its procurement policies a strategy to reduce packaging of all purchases to a minimum and this plan is being implemented (for example, purchase of bulk amenity dispensers and purchase of amenities in bulk; elimination of plastic water bottles).

o  Yes (1.0)

o          No (0)

7.12     The supplier shall communicate the purchasing criteria  to current suppliers and encourage the suppliers to adapt to meet the property’s environmental purchasing criteria.

o          Yes (1.0)

o          No (0)

7.13     If applicable, the supplier shall make purchasing decisions outside of corporate supply contracts if those purchasing decisions better align with the supplier’s environmental and/or sustainable procurement policy.

o          Yes (1.0)

o          No (0)

7.14     The supplier shall have contract language in place to ensure transparency and require market reports for commodities.

o          Yes (1.0)

o          No (0)

7.15     The supplier shall have contract language in place ensuring the waste hauler is compliant with applicable local, regional and/or national regulations.

o          Yes (1.0)

o          No (0)

7.16     The supplier shall have specific guidelines in its vendor and planner contracts that specify that disposable materials brought into the supplier will adhere to the supplier’s diversion policy.

o          Yes (1.0)

o          No (0)

7.17     The supplier’s landscaping management plans (or contracts) shall incorporate native plant selection by percentage.

o          5-10% (0.5)

o          11-25% (1.0)

o          26-50% (1.5)

o          >51% (2.0)

o          <10% (0)

7.18     The supplier shall have anti-idling procurement standards in place for contracted supplier vendors.

o          Yes (1.0)

o          No (0)

7.19     Preferred vendors shall have clearly stated Corporate Social Responsibility statements or Environmental Policies which support and/or complement the supplier’s Environmental Policy

o          Yes (1.0)

o          No (0)

7.20     The supplier’s Request for Proposals or Quotes shall include  a section where the vendor will propose their environmental benefits as it relates to what they would do for the supplier

o          Yes (0.5)

o          No (0)

7.21     The supplier shall publicize requirements and make recommendations in rental agreements for the energy efficiency of the electrical equipment brought into the supplier.

o          Yes (1.0)

o          No (0)

7.22     If the supplier uses an outside laundry service, the supplier shall have contract clauses which commit the vendor to use green laundry products, minimize the use of water, detergents, and electricity; including washing in cold water.

o          Yes (1.0)

o          No (0)

7.23     In its procurement contract for laundry services, the supplier shall require that its vendor provide training procedures appropriate to the supplier’s specifications to reduce the environmental impacts of laundering (e.g., cold water washes, green detergents).

o          Yes (1.0)

o          No (0)

7.24     The supplier shall select and recommend preferred service vendors to event planners and their clients based on their environmental performance.

o          Yes (1.0)

o          No (0)

Potential Strategies:

In order to meet the specification the planner and/or supplier shall document a written commitment to sustainability, their Corporate Social Responsibility, and be transparent in all practices.  Expectations shall be written into contract with consequences such as dissolution of agreement.

Calculations:

All calculations are contained in Annex A1.

Exemplary Performance:

The score for baseline performance in this category is 5.0 points out of a maximum of  20.5 points.  Adjunct XXX specifies additional performance levels.

Submittal Documentation:

o  Written Environmental Preferable Purchasing Policy signed by management

o  Retail Outlet disposable inventory

o  Office Supply annual budget indicating percentage of post consumer content and recyclable material products

o  Life Cycle Assessment tool

o  Sample contract language

o  Sample RFP language

Resources:

o  Example of sustainable procurement policy: http://www.s-p-i-n.co.uk/assets/documents/wakefieldcorporateprocurementstrategy2006.pdf

o  Environmentally Preferable Purchasing Program Guidelines:  www.epa.gov/epp/

o  Energy Star Purchasing and Procurement:  www.energystar.gov

o  Sustainable Purchasing Guide:  www.gvrd.bc.ca/smartsteps/pdfs/sustainablepurchasing.pdf

o  EPEAT—Green Electronics http://www.epeat.net/

o  Sustainable Product Standards: http://mts.sustainableproducts.com/standards.htm

8.0 Community Partners

Objective:

To leverage positive host community benefits from meetings and events through the repurpose of materials and to contribute and/or volunteer time in the community.

Planner  Specifications:

None.

Supplier Specifications:

8.1       The supplier shall partner with local agencies to reuse and/or repurpose materials left by events.

o          Vinyl (0.5)

o          Bags (0.5)

o          Badges (0.5)

o          Exhibitor sets and give-aways (0.5)

o          Carpeting/Padding (0.5)

8.2       The supplier shall donate and/or reuse materials when renovating or updating the venue.

o          Steel/Metals (0.5)

o          Plumbing/Hardware (0.5)

o          Carpeting (0.5)

o          Furniture (0.5)

8.3       Per event, the planner shall track and document by weight and/or volume the amount of materials donated to the supplier/community for reuse or repurpose.

o          Steel/Metals (0.5)

o          Plumbing/Hardware (0.5)

o          Vinyl (0.5)

o          Shrink Wrap (0.5)

o          Badges, badge holders, bags, lanyards (0.5)

o          Exhibitor sets and give-aways (0.5)

o          Carpeting/Padding (0.5)

o          Furniture (0.5)

8.4                   The supplier shall have a charitable giving plan or policy.

o          Yes (1.0)

o          No (0)

8.5              The supplier shall offer paid volunteer opportunities or charitable giving plans for employees.

o          Yes (1.0)

o          No (0)

8.6       The planner shall work with supplier staff to identify volunteer and/or charitable contribution opportunity to the local community.

o          Yes (1.0)

o          No (0)

Potential Strategies:

In order to meet the specification the venue and/or planner shall identify local organizations for donation of various materials, volunteer opportunities, and develop a charitable giving policy.

Calculations:

All calculations are contained in Annex A1.

Exemplary Performance:

The score for baseline performance in this category is 3 out of points 6.5 points.  Adjunct XXX specifies additional performance levels.

Submittal Documentation:

o  Diversion reports identifying donated material, beneficiary, quantity, and date.

o  Written charitable giving policy

o  Staff policy allowing for paid volunteer opportunities

Resources:

o  Habitat For Humanity: www.habitat.org

o  Resource Area For Teachers:  www.raft.net

o  United Way: www.liveunited.org

o  Volunteers for America:  www.voa.org

Annex 2

Meeting Venue Environmental Policy Statement

An Environmental Policy statement is an expression of intent that a venue can use as a starting point to help build an operable Environmental Management System.  An Environmental Management System (EMS)[1] is a systematic approach for organizations to bring environmental considerations into decision making and day-to-day operations. It also establishes a framework for tracking, evaluating and communicating environmental performance. An EMS helps ensure that major environmental risks and liabilities are identified, minimized and managed.

An Environmental Policy Statement is an essential tool to the environmental health practice. It sets the stage for expectations and performance of persons, individuals or groups, and it precedes the development of specific procedures or practices that should be followed to realize the expectations of the policy. The Environmental Policy should support all elements of the venue’s Environmental Management System.  This policy, at a minimum, should contain and clearly communicate the following items for the venue:

o  Mission and core values with respect to the environment;

o  Framework and procedures by which environmental issues and impacts are identified, addressed, measured and implemented, including evaluation protocols; and,

o  Commitments to control and improve environmental performance, using measurable metrics, with respect to environmental impacts associated with the venue’s services and/or activities.

The following are considered basic requirements of any Environmental Policy for a venue:

o  Tailored to the venue’s environmental impacts

o  Provides a framework for establishing environmental objectives and action

o  Commitment to continual improvement

o  A decision logic for how environmentally preferable products are chosen, including the use of third party certifications

o  Documents and implements the Environmental Policy by establishing workplans with corresponding targets and performance measures for all action areas

o  Communication Plan by which to communicate the Environmental Policy to all employees

o  Communication Plan by which to communicate the Environmental Policy to the general public, owners, managers, Real Estate Investment Trusts (REITs) or other affiliated investors.

Appropriate to the venue’s environmental impacts

Every venue has unique relations with and impacts on the environment.  The venue will need to review the following issues:

o  Waste Management and Reduction

o  Water Management and Reduction

o  Energy Management and Reduction

o  Site Management

o  Air Quality (this is essential since it’s largely unregulated and associated with asthma and other human health impacts)

o  Procurement Procedures

o  Community Partners

No list will be appropriate to all venues.  The venue must develop its own criteria to investigate all relevant environmental issues and their potential impact and importance.

Provides a structure for setting environmental objectives

All objectives are specific and define goals that need to be achieved in order to meet the requirements of the Environmental Policy.  All actions, requirements, procedures, etc., contained in the Environmental Management System must have origins in the Environmental Policy.

Commitment to continual improvement

A venue’s EMS must be reviewed to guarantee that the system, its policies and objectives are still effective to the venue’s activities.  If conditions under which the previous environmental aspects were evaluated have changed, the policies and objectives may need to re-evaluated and modified as needed (which an evaluation plan would address).

Compliance with applicable environmental laws & regulations

As part of this standard, the planner and stakeholders to the supplier expect that compliance with applicable environmental laws and regulations is maintained and that this standard asks standards and planners to achieve greater environmental results by moving beyond environmental compliance.

Compliance with all applicable environmental laws and regulations is a benchmark of a well functioning EMS.  An EMS requires that certain procedures exist regarding the identification of legal and other requirements, that periodic compliance assessment is performed, that legal requirements are considered in setting objectives and targets, and that there is a commitment to compliance.  A venue that is constantly out of compliance or does not identify and initiate action to correct noncompliances, indicates the potential for an EMS system failure.  Reviews or audits of the EMS which indicate regulatory noncompliance reflects a potential management system problem.

Document & Implement the Environmental Policy

An executive level manager must sign off on the Environmental Policy and be responsible for the implementation and evaluation of the Environmental Policy.

Communicate the Environmental Policy to all employees, contractors and subcontractors

All employees, contractors and subcontractors of the venue must understand and recognize the commitments that the venue has made.  In addition, all employees and subcontractors of the venue should be able to understand how their job function interacts with the venue’s Environmental Policy.

Communicate the Environmental Policy to the general public, clients, investors, and management companies

An Environmental Policy affords the venue the opportunity to openly discuss the venue’s environmental objectives.  The goals, mission, core values and implementation plan of the venue offer the opportunity to create an interactive dialogue with outside parties, clients and the general public.