Shaw Green Meetings Toolkit

Shaw Conference Centre Green Meetings Toolkit

Table of Contents FRESH................................................................................................................................................. 3 User Guide for Green Meetings..................................................................................................... 4 Core Actions....................................................................................................................................... 5 Before Your Event.............................................................................................................................. 6 During Your Event.............................................................................................................................. 7 Travel and Accommodations........................................................................................................... 8 For Participants and Guests............................................................................................................ 9 Planning Chart................................................................................................................................. 10 Leaving a Legacy............................................................................................................................. 11

FRESH FRESH is an innovative program that helps conference and meeting planners achieve event goals by creating unique Edmonton experiences for their guests.

The Shaw Conference Centre works closely with meeting planners to learn what FRESH options are important to their attendees. These FRESH conversations could involve sustainability, culture, nature, education, or even community legacy interests.

Green Meetings are a key element of FRESH. The average conference delegate produces two large garbage bags of trash over a three-day conference, the equivalent of nine kilograms per day.

Other FRESH examples are varied and include: • creating local food source menus for conference delegates • connecting convention guests with community groups in need • sustainability tours of the convention centre or other Edmonton facilities • promoting active learning by inviting local post-secondary students to your conference • working with our eco-coordinator to reduce the environmental impact of your event • incorporating Aboriginal culture and education elements into the convention program • sunrise runs in Edmonton’s beautiful river valley • Festival City in a Box, unique Edmonton entertainment theming for your event Join us in taking sustainable steps into the future, one FRESH meeting at a time!

User Guide for Green Meetings Big Venue, Small Footprint The Shaw Conference Centre is a BOMA BESt (Building Environmental Standards) Level 2 certified venue and we are committed to responsible environmental practices. This is a guide to help you plan a green meeting and incorporate environmental considerations to minimize the envirnmental impact of your event. This guide includes checklists for planning green events. The Shaw Conference Centre’s own eco coordinator is also available to assist in making your event sustainable, and successful.

Getting Started The following sections of this user guide will provide you with a spectrum of options through which you can make your conference as environmentally conscious as you wish. The Core Actions Checklist will provide you with easy-to-implement, primary steps that are simple yet effective in “greening” your conference. Read on further about how you can take your event to the next level with dozens of green ideas. Every step counts. Leaving a Legacy will provide you with possible ideas for leaving an environmental legacy after your conference ends.

Core Actions Before Your Event q Be clear on your intent to “green” your event – include this information in your event program, exhibitor kits and membership mailings. q Involve stakeholders and suppliers as you plan to ensure effective green participation; establish metrics that will allow you to measure your success. q Promote responsible travel and eco-tourism among your membership.

During Your Event q Remind delegates to use recycling stations. q Minimize photocopying (when appropriate, copy double-sided). q Offer eco-friendly items as take-away gifts: reusable coffee mugs, luggage tags made from recycled vinyl, organic chocolates, soy-based candles, etc. q Collect and reuse plastic name tag holders. q Consider local and sustainable menu items. q Use bulk water instead of bottled water. q Donate leftover office supplies and electronics to inner city schools. q Reduce or eliminate the use of disposable plates, cups, utensils and napkins. q Turn off lights and shut down electronics in support rooms at the end of the day. q Consider reusable signage.

After Your Event q Evaluate your environmental impact with the Shaw Conference Centre’s Eco Report Card. q Leave an environmental legacy.

Before Your Event q q q q q q q q q q q q q q q

Plan to implement a no idling policy during the event.

Distribute information about the event by email and encourage attendees to register electronically.

Use recycled paper when printing.

Use whiteboards with non-toxic markers instead of flipcharts, or use flipcharts made from postconsumer recycled materials.

Printing should be double-sided, and done on an Energy Star-certified printer.

Any gifts for participants are mindfully chosen to be environmentally conscious or made from sustainable materials.

Encourage attendees to bring their own flash drives, or consider providing these as a gift.

Include information about waste reduction and the environmental focus of the conference in session introductions.

Choose hotels that are certified by Green KeyÂŽ, or another eco-certification program.

Opt out of providing tote bags - create virtual conference bags on your website, where people can download conference materials, or use tote bags made from sustainable materials.

Purchase signage that can be reused at other events.

Promote the use of reusable and recyclable exhibit materials.

If possible, purchase place cards and banners made from recycled materials, or that are reusable.

Consider local food options when choosing a menu – Edmonton has a number of local food vendors, as well as local breweries and coffee roasters.

Use local, environmentally friendly suppliers wherever possible.

During Your Event q q q q q q q q q q q q q q q q

q

Implement paperless check-ins (computerized systems).

Use recycled paper with vegetable oil-based ink for your print materials.

Source mailing labels with water-based adhesives.

Use name tag holders that can be recycled, and have receptacles available for attendees to place them in after the event.

Remind attendees of the environmental elements of the conference during session introductions each day.

Use reusable coffee mugs instead of disposable ones during the event.

Avoid single-serve containers for food and condiments.

Choose to use carafes or water stations instead of bottled water.

Ensure that exhibit materials are reusable, and if possible, made from recycled materials.

Advise attendees of the Shaw Conference Centre’s extensive waste management practices.

Choose menu options that are locally-sourced or organic, including wine and beer.

Provide vegetarian menus (or menu options).

Include information about Edmonton Transit and other transportation options in the registration package.

If possible, encourage the use of hybrid vehicles for rental options.

Use electronic presentations instead of paper hand-outs.

Inventory leftover event items that would otherwise be thrown away at the end of the event. Document the items delegates left behind so you have a list recorded for future reference. In the future, consider if these items are necessary and if they are, how the event can organize to reduce how much is wasted.

Remind presenters to turn off projectors when not in use.

Travel and Accommodations q Bring your own toiletries in reusable containers, instead of using the products provided by the hotel. q If you rent a car, choose a hybrid. q Take public transportation to events – information about the Edmonton Transit System is available from the Shaw Conference Centre’s Sustainability Coordinator. q Provide information about bike rentals and Edmonton’s extensive trail system, available from the eco coordinator. q Consider organizing discounts for participants who use public transit or discounted/ complimentary transit tickets. q Encourage participants to carpool if they will be driving to the event. q Choose hotels with the following criteria: • The hotel has an environmental action plan and policy in place • Paper products used in the hotel are produced sustainably • Paper waste is reduced at check-in (electronically) • Toiletries are provided in refillable containers • Guest rooms contain recycling bins • Newspapers are available only by request, and not packaged in plastic • Guest rooms use reusable containers or communication systems for laundry • Guests are able to opt out of towel and sheet changes to reduce water and energy use

For Participants and Guests Consider providing a list of “green” behaviours for those attending the event: q For shorter trips, consider travelling by bus rather than car or airplane. q Only print the necessary documents before travelling. q While in Edmonton, travel by foot, bicycle, public transit or carpool as much as possible. q Stay in one of the recommended hotels that operate in an environmentally-responsible manner. q Be environmentally conscious while in the hotel room by turning off any heaters, air conditioners and lights before leaving the room each day. If the hotel offers this service, opt for no second day towel and linen removal and always recycle bottles, papers and plastics in the room.

Follow-up q Incorporate an environmentally-conscious mandate into your everyday proceedings, even after the conference is over. q Evaluate your event’s adherence to green practices by completing the Eco Report Card – use this as a benchmark for future green events. q Distribute any post-conference reports and materials electronically.

Planning Chart No Cost

Low Cost/Cost Neutral

Cost

Food & Beverage

• Reusable flatware, dinnerware, napkins • Compostable cups • Bulk coffee stations • Bulk water stations

• Choose an elegant water station • Provide vegetarian menu options

• Choose a seasonal, locallysourced menu • Use local beverage suppliers (coffee, tea, beer, wine)

Waste

• Compost food waste • Recycle beverage containers, batteries, paper, plastic, cardboard • Donate leftover food to homeless shelters and food banks • Reuse any leftover event materials • Opt out of using tote bags, and make conference materials available electronically • Promote the use of reusable and recyclable exhibit materials • Shaw Conference Centre’s extensive waste management practices

• Conduct a waste audit of your event • Use conference tote bags made from sustainable materials • Provide receptacles where attendees can recycle their name tags after the event • Use exhibit materials that are reusable or recyclable

• Choose gifts/promotional materials that are environmentally-conscious or made from sustainable materials • Consider providing flash drives as gifts so attendees can store information electronically

Communications

• Use recycled paper when printing, and print double-sided • Register attendees in a paper-free manner • Remind attendees of the environmental elements of the conference • Use electronic presentations instead of paper hand-outs • Implement a no idling policy during the event

• Purchase signage that can be used at other events • Implement paperless check-ins during the event

• Use whiteboards with nontoxic markers instead of flipcharts, or use flipcharts made from post-consumer recycled materials

Travel & Accommodations

• Close proximity to ETS bus stops and Churchill LRT station • Close to downtown amenities • Encourage attendees to carpool if they are driving to the event

• Choose hotels that are certified by Green Key® • Encourage the use of hybrid vehicles for rental options • Provide information about alternative forms of transportation nearby the centre

• Bicycle rentals are available near the Shaw Conference Centre • Provide discounted or complimentary transit tickets for attendees

Energy Consumption

• Green practices of Shaw Conference Centre employees • Remind presenters to turn off projectors when not in use

• Consider purchasing energy offsets through third party suppliers such as Bullfrog

Leaving a Legacy What better way for your conference to be remembered in the city you are visiting than to honour your guests with an environmental legacy? An environmental legacy ensures that your organization will not only have generated positive social and economic impact during your time in Edmonton, but also will leave a permanent symbol of environmental and social responsibility behind. Some possible environmental legacies include tree-planting, scholarships for environmental programs, legacy gardens, and donating extra conference materials to local schools in need are all important actions that reflect upon an organization’s commitment to sustainability.

Let us help. Contact our Sustainability Coordinator at 780.969.0404

The Shaw Conference Centre’s sustainability promise reflects the four pillars of sustainability: economy, ecology, society and culture. As a public assembly facility, we facilitate the gathering of people, the sharing of ideas and creation of community connections in a manner that supports our corporate responsibility to the environment. We support the development of the meetings industry in Edmonton by connecting our ecological and cultural history with a future vision of convention centres as a sustainable, community-owned asset.

9797 Jasper Avenue, Edmonton, AB T5J 1N9 | Phone: 780.421.9797 | Fax: 780.425.5121 www.shawconferencecentre.com