IFMSA-QUÉBEC MontrÊal August 2-8th, 2018
2018
Meting
Augst
GREEN GOALS As a team of youth leaders in global health, we strive to ensure a sustainable meeting
with a minimal ecological footprint. In fact, we commit to host the first ecoresponsible and
carbon-neutral IFMSA meeting, and are already taking action to make it possible.
Our Green Coordinator created a set of Green Goals that will be reached throughout the event. The goals are organized by category and strategies for impact assessment are included to assess & record the implementation of our goals.
Commitment and accountability to eco-friendly action A Green Coordinator is nominated for the event and is responsible for: § Empowering eco-friendly logistics § Supporting & organizing educational health-environment activities for all attendees of the event. § Coordinating on-site green initiatives during the event. § Coaching & promotion of future eco-responsible local, national & international events within the organization.
Our organizing committee (OC) collaborates for impact assessment & reporting of areas for improvement of future versions of the event around the world.
Impact assessment
Raising awareness & education
Goals Participants receive an electronic Green Delegate Toolkit prior to the event with tips to follow during the event to reduce their ecological footprint.
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Green Delegate Toolkit online Toolkit emailed to attendees
An educational conference panel is organized to explore links between health & environment, as well as innovative ways forward to address health challenges of climate change. The conference is followed by a networking open discussion reception.
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Theme event agenda Panel discussion pictures
A “green” stand is present during the whole week with volunteer experts in environment, and provides a space for:
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Attendees’ pictures at the green stand Green stand feedback form aiming 80% respondents with increased knowledge about environmental issues related to health & events.
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Sharing about eco-friendly action in personal & professional life. Discussing eco-friendly measures adopted at the AM2018. Learning eco-responsible management for events worldwide. Learning about the impact of environment on health. Learning about the impact of healthcare on the environment. Connecting to existing resources worldwide.
Signposting at food & beverage stations informs participants about high ecological footprint foods, beverages & packaging.
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Pictures of posters food/beverage stations
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Online quiz circulated during the event - aiming for 30% participation & 80% increased motivation to enact change.
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Contribution to documents and/or regulations for eco-responsible event management within the International Federation of Medical Students’ Associations (IFMSA).
An online quiz about environmental action & health motivates attendees to get involved as citizens & healthcare professionals in their communities.
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Eco-responsible events worldwide are promoted by: § §
Setting the example of eco-friendly management to youth event leaders from around the world. Coaching of future eco-responsible versions of the event (and similar local, national and international events within the organization) around the world.
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Documentation of efforts corresponding to best practices in eco-responsible logistics in 6 components (see sections below)
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Carbon calculation report from the tool Green coordinator detailed calculation record.
Carbon emissions are reduced at their source by eco-responsible measures are adopted in all 6 event components: Accommodation, Transportation, Catering, Materials, Waste Management, Energy Carbon emissions of the Pre-GA, AM2018 and Alumni conference are calculated precisely and accurately by the Green Coordinator (and proofread by the OC), using a reputed tool accounting for 6 main event components: Accommodation, Transportation, Catering, Materials, Waste Management, Energy.
Carbon-neutrality
Carbon emissions of attendees’ flights are calculated with a reputed tool including a radiation coefficient (to account for high-altitude emissions).
Delegates’ flight emissions are offset by carbon credits purchase before September 2018: § §
Delegates are encouraged & offered the possibility on the registration platform to pay carbon offsets for their flights. The OC covers all fees for remaining unpaid emissions.
Carbon emissions calculation tool Carbon credits for countries calculation sheet.
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Registration platform “flight offset” option. Carbon credits for countries calculation sheet. Certificate from carbon credit supplier.
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Certificate supplier.
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OC correspondence Options evaluation excel sheet with assessment of all 9 criteria.
A budget item is dedicated to the purchase of carbon credits to offset emissions of the event.
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Budget document
At least 90% of conference day activities are held in a LEED-certified facility.
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Venue contract Event room planning sheet
At least 50% of delegates are lodged in a 3 stars or less accommodation during the whole week, as a measure to reduce resources & energy use.
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Hotel contracts
Maximal occupancy and 4 or more delegates per room is achieved for 90% of rooms, as a measure to reduce resources & energy use.
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Room assignments chart
All delegates are lodged at walking distance (less than 15 minutes by foot) from the main conference venue.
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Hotel – venue trajectory map
Carbon offsets are purchased from a project certified under a recognized international standard and chosen responsibly using the David Suzuki Guide for Carbon Offsetting, to fulfill all 9 project quality criteria. (additionality, accurate quantification, auditing, unique ownership, permanence, leakage, sustainability considerations, stakeholder consultation, timing)
Venue
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The AM2018, the Pre-GA and Alumni conference are carbon-neutral by September 2018.
Accommodation
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from
carbon
credit
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Transportation
Public transportation is used by delegates for all distances greater than 2km (specifically for airport & social program venues transportation)
At least 50% of social program venues are at walking distance from the accommodation, and all venues are no more than 5 km from accommodation. Electric transportation is prioritized and encouraged: § §
Only electric/hybrid buses or metro are provided for transportation to social program venues. Electric taxi service is encouraged as secondary transportation option, through promotion of Teo Taxi services.
Minimal packaging of foods & beverages is prioritized in all purchase & catering deals.
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STM tickets order and/or correspondence OR School/STM buses reservation documents.
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Social program schedule & venues map
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School/STM buses reservation documents with special request of electric/hybrid buses. Teo Taxi promotion, correspondence and/or agreement documents.
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Catering correspondence, with request to remove individual packaging.
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Catering correspondence/contracts Description of provided meals, dishes, cutlery & lunchbox (if applicable)
Lunchboxes service is minimized to <10% of food provided. Lunchboxes are recyclable (with no risk of excessive material contamination by food), or compostable. Buffet service is provided for >90% of food and snacks. Reusable dishes & cutlery are used for at least 50% of buffet service.
Catering
Vegetarian meals & snacks are encouraged: § § § §
All snacks are vegetarian. All meals include a vegetarian option. 2 meals are exclusively vegetarian for all attendees. Ecological impact of meat is visibly posted at the service area.
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At least 1 socially responsible caterer is included into the food service. All snacks are from local food producers (Montreal region is prioritized, but also allowing from province of Quebec or Ontario) Only certified fair trade coffee is served at coffee breaks. Sugar, milk & cream are served in bulk at coffee breaks. No bottled water is served during the event. All food surplus is donated to local food redistribution organisation(s), in reusable containers.
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A reusable cup is available to all attendees for coffee and beverages throughout the event.
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Correspondence organisations Donation pictures
with
local
Proof of purchase and distribution OR “Bring your own cup “ advertisement
At least 50% of materials items for sessions and posting are generated from reuse. 90% of materials for sessions and posting are recycled or reused by midAugust 2018.
All name tags are recyclable and without plastic container.
Materials
§ Sustainable generated, reused or recycled lanyard models are prioritized. Merchandising items are reduced in comparison to previous editions of the event: § § § §
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Inventory of materials with product characteristics, provenance & proofs of purchase when applicable. Photos of distributed materials.
Only 1 event souvenir object is provided, reusable and useful for the duration of the event (ex: a branded coffee cup) No goodie bags No stickers Minimal packaging for all merchandising is requested.
Waste management
Only notepads from recycled paper are used, otherwise no notepads are distributed. Waste is reduced at the source by reuse of materials and minimal packaging of food/materials. Waste sorting bins (including compost, recycling and garbage) are placed in sufficient amount on site.
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Clear sorting instructions and volunteers help delegates appropriately sort their waste during the whole week.
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The estimated amount of waste produced in each category is recorded (by weight or volume) to approximate carbon emissions.
For any inquiries, please contact our Green Coordinator at : am2018.green@ifmsa.qc.ca
Waste bins map Pictures of posters and volunteers Waste quantification documentation Volunteer task distribution documents.