An Introduction to the APEX/ASTM Standards in Development

1. An Introduction to the APEX/ASTM Standards in Development PRESENTED BY ROGER SIMONS OCTOBER 25 • 2010

2. An Introduction

3. The Background

4. Mission and Approach Develop voluntary standards that can be implemented to create a more sustainable meeting or event. The panel defines sustainability as the economic, environmental and social aspect of meetings and events.

5. Road map for Planners and Suppliers who wish to implement sustainable practices Goal 1 Goal 2 Goal 3 Enhance sustainable practices with communities, venues, clients, attendees, exhibitors and vendors, etc. Industry-wide accepted standard for a green meeting Three Goals

6. Guiding Objectives • Voluntary • Accessible • Engagement & Incremental Pathway • Defined & Recognized Standard • Industry’s Own Solution • Adaptable

7. 9 Sectors or Standards • Audio-Visual • Accommodations • Communications & Marketing • Destinations • Exhibits • Food & Beverage • Meeting Venue • On-Site Office • Transportation

8. 8 Categories of Specifications

9. Requirements • Specific actions to be performed or steps to be taken • Focus on things that can be quantified and measured • Results oriented

10. Who Contributes? Planner Requirements + = Supplier Requirements Green Meeting Your Text here

11. Tiered Performance Levels

12. Sample Requirement Food & Beverage Standard, Level 1 Procurement Requirement Planner 7.7.5 The planner shall require in their contract/agreement that all coffee is organic, fair trade, and/or shade grown for onsite events. Supplier 8.7.5 The supplier shall purchase a minimum of 100% of coffee for onsite events which meets one or more following: organic, fair trade, and/or shade grown.

13. Sample Requirement Meeting Venue Standard, Level 1 Energy Requirement Supplier 4.2.4.1 The supplier shall ensure that a 50% reduced light protocol is implemented during move-in and move out. 4.2.4.2 The supplier shall ensure no HVAC during "move-in/move-out“. Planner 4.1.4.2 The planner shall provide accurate and detailed schedule of event elements to allow supplier to efficiently schedule use of lights, HVAC systems, and escalators.

14. Accommodation- Level 1- EXAMPLES

15. Requirements- Management & Policy • Sustainability Policy • Executive Support • Staff Accountability • Objectives/KPIs

16. Requirements- Communication • Property to share planners objectives with staff • Clear communication with guests on programs • - In room recycling, towel/linen program, water reduction

17. Requirements- Waste Management • Disposal & Diversion Baseline- 12 month period • Semi Annual Waste Audits • 25% diversion rate on event/ 15% property exc catering • Correct disposal/recycling- fluorescent light bulbs and ballasts, lead-acid and dry-cell batteries, oil/grease, oil-based paint and solvents.

18. Requirements- Energy • 12-month energy intensity baseline • track and record energy use using with own system or third-party (e.g. U.S. EPA and DOE’s Energy Star portfolio manager). • Energy reduction plan

19. Requirements- Air Quality • 90% of guest rooms designated non-smoking, and 100% of all other areas non-smoking • Prohibit smoking outdoors within 20 feet of doors • Regulate idling at property • Employees shall be trained in no-idling procedures

20. Requirements- Water • Guest room linen reuse program • Normalized baseline of water use with one to three years of historical data • Plan for annual water reduction • 20% of its fixtures be high-efficiency fixtures as defined in Resources section

21. Requirements- Procurement & • Environmental Purchasing • Establish criteria to ensure the purchase of environmentally preferable products and services • 12-month baseline of percentage of purchases • 30% of annual office supplies containing 20%+ post-consumer content and/or recycled materials. • Annual inventory of hazardous products containing volatile organic compounds (VOCs), hazardous air pollutants (HAPs etc)

22. Procurement cont.. • Minimum of 25% green certified (i.e., Green Seal, Eco-Logo, Design for the Environment) cleaning products • Bulk purchases constitute 10%+ of total purchases • Communicate contents and any updates of sustainable procurement policy to vendors, encouraging adaptation to the venue’s procurement policy.

23. Requirements- Community • Partner with community organizations to reuse and/or repurpose materials left by events. • Participate in at least one event, fund raiser, volunteer effort, etc. annually with a partner. • To the maximum extent possible, donate and/or reuse materials when renovating or updating its facility.

24. Next Steps: • Standards to be launched close 2010? • Self Assessment option • Third Party Assessment • Credential program for individual professionals • Complementary management system standards & reporting guidelines

25. Standards for the Industry

26. How the Standards Work Together

27. How the Standards Work Together

29. ISO 20121 will be....... • A specification for a management system to improve the sustainability of the events industry • Applicable to management system not the event • Requires organisations to understand the sustainable development issues relevant to their event(s) and event related activities • Sharing management system principles with ISO 9001/14001/26000

30. ISO 20121 will not be: • Specification for a sustainable event • A “performance” standard • A checklist • A guideline • A green standard • Just applicable to event organisers

31. Global Reporting InitiativeEvents Organizers Sector Supplement

32. What is the Events Organizers Sector Supplement? • Tailored sustainability reporting guidelines for the events sector, which will potentially increase the number of reporters in the sector and affect sustainability impact by more effective reporting • The Supplement can be used to report on the sustainability performance of an Event Organizer (including multiples events), as well as to report on one off Events

33. What are the main sector reporting themes? Some of the main themes that are being reported on in the events sector are: Legacy Anti-doping Transportation Inclusivity Sourcing

34. QUESTIONS?

35. Scott Morgan, Kimpton Hotels Rebecca Mebane, Meet Green Briana Bill, EPA Harry Lewis, EPA Jeff Beck, Michigan State University Holli Bibler Shahnaz Cheema, MedEd Consultants LLC Mary Davar, Wyeth Pharmaceuticals Angela Gennari, Venue Quest Steve Gersman, Calyx Sustainable Hotel & Tourism Consultants David Glickson, National Renewable Energy Laboratory James Gowell, Passkey Jen Harpaz, Venue Quest Mark W. Henry, Hyatt Hotels & Resorts Sherris Johnson, Ivy Tech Community College Jamie Kamin, Humana Inc. Michael Luehrs, MCI Group Shannon McCorison, ProLogis Lisa Misakian, The Charter & Beaver Creek Nancy Norman, The Norman Group LLC Robert O'Hallaran, East Carolina University Molly Ray, Kimpton Hotels Seattle Megan Rooksby, American Express Corporate Meeting Solutions Daniel Ruben, Boston Green Tourism Darlene Somers, Association Management Center Mike Smith, Experient Kristen Wheeler, SAIC Sharon Zamojski, The Westin Diplomat Resort & Spa Accommodations Committee

36. Sustainable Event Measurement Tool