Sustainability Conference February 9-11, 2010 Denver Colorado

1. Sustainability ConferenceFebruary 9-11, 2010Denver Colorado Michael Luehrs MCI Group michael.luehrs@mci-group.com

2. Sustainability Environmental Social Impact Economic Impacts

3. What is sustainability?

4. Sustainability – a Definition • An enduring, balanced approach to economic activity, environmental responsibility and social progress

5. ISO The World of Standards European Standards Body CEN BSI British Standards

6. Standards Code of Practice Guidance Agreement  Voluntary  Best Practice  Tested against  Specification Set by experts  Types of Standards

7. Standards and Events • In 2005 London was awarded the 2012 Olympics • Discussions with the environmental management team of London 2012 led to start of BS 8901 • BS 8901 first published in 2007 • BS 8901 is being used in USA, UK, Europe and Australia • Microsoft Corporate events • Revision published in 2009 & awarded the ‘Inspire Mark’ by LOCOG 2012

8. What is Sustainability in events • BS 8900 Guidance for managing Sustainable Development published 2006 • An enduring, balanced approach to economic activity, environmental responsibility and social progress • BS 8901 Specification for a sustainable event management system with guidance for use • it should be an integral part of the event management process, and not regarded as an “add-on”; and • its influence should extend throughout the entire supply chain.

9. What is this standard? Specification for a sustainable event management system It applies to all sizes of event It applies to events, organisers, venues, suppliers Management system = Plan, Do, Check, Act Requires policy/commitments to sustainable development Requires CONTINUOUS IMPROVEMENT

10. ORGANIZATION PLANNING IMPLEMENTATION CHECKING Issue Identification & evaluation Roles & responsibilities Assessing performance Scope Sustainability principles Operational controls Objectives, targets & plans Management review Sustainability policy Resources Stakeholder identification & engagement Follow up/feed forward Skills and training Supply Chain management Communication What the standard requires….

11. Some of those who have tried...

12. Olympic venue Involvement Framework Motivation Impacts Benefits Conclusions Supply chain Market interest Objectives Winning business Commitment req’d Social impacts Community Commitment Awareness Why they did it….

13. Compliance or Certification • 1st Party declaration • An organization/organizer/event can claim compliance • 2nd Party declaration • A customer audits an organization/organizer/event • 3rd Party Certification • Certifiers need to be shown evidence that: • The management system has been designed in accordance with the standard • The management system is operating effectively

14. BS 8901 in Action – Plan, Do, Act

15. Future of Sustainability • Commitment from the industry • Global (International) standard – ISO 20121 • 8901 offers head start using the BSI transition plan • Apex standards • GRI reporting supplement • Opportunity ahead? • Soccer World Cup 2014 • Rio 2016 • Public awareness is increasing toward Environment, Social and Economic impact

16. Nov 2007 Aug 2009 Sep 2009 Jan 2010 July 2010 Dec 2010 Public comments close 1st ISO meeting ISO draft for comment ISO Committee BS 8901 BS 8901 Development timeframe to an ISO Standard ISO 20121 publish June 2012 The Future – ISO Status and Timeline

17. Feb 2011 May 2011 Sep 2009 Jan 2010 May 2010 May 2010 Sep 2011 Final Committee vote Mtg to address comments Publication of ISO 20121 Draft out for comment Committee Review of Draft Committee Set-up 1st International Meeting 2nd Committee draft Mtg to address comments Final Committee vote Publication of ISO 20121 Mtg to address comments Draft out for comment Sep 2011 Jan 2012 June 2012 Sep 2010 May 2010 Nov 2010 ISO Process & possible timelines

18. APEX Green Meeting Standards Sue Tinnish APEX ASTM Liaison Convention Industry Council sue@suetinnish.com

19. Overview • Update about APEX standards development • Discuss similarities and differences between the standards • Insert US presence into the ISO process • Identify how to bridge between ISO/BS8901 and the APEX/ASTM standards

20. The US World of Standards

21. What’s the Same – Use of Standards Organization • BSI British Standards is the UK’s national standards organization recognized globally for its independence, integrity and innovation in standards. • ASTM International is one of the world’s largest voluntary standards development organizations. ASTM plays a leadership role in addressing needs of the global marketplace. • ISO has developed over 17500 International Standards on a variety of subjects and some 1100 new ISO standards are published every year.

22. What’s the Same – Goals • Help companies to improve sustainable performance within available budgets • Reduce carbon emissions and waste, improving the resource efficiency of the entire event supply chain • Present opportunities for more efficient planning and encourage the re-use of equipment and infrastructure. • Reduce environmental impacts such as carbon usage, waste management and effects on biodiversity • Improve social impacts such as community involvement

23. What’s the Same – Stakeholders • Event organizers • Venues • Organizations and/or individuals in the supply chain

24. What’s the Same – Planners Planners: • Use in planning • Assists with decision making • Offers strategic alignment with your organization • Use in reporting

25. What’s the Same – Suppliers Suppliers: • Needed for competitive advantage • Use to guide operational changes • Mitigate risk of reputation/regulations

26. Standards Specification Agreement  Voluntary  Best Practice  Metrics Guidance APEX Standards

27. What is an APEX standard? Specification for meetings and events It applies to all sizes of event It applies to events, organizers, venues, suppliers Requires policy/commitments Offers path for continuous improvement Management system = Plan, Do, Check, Act Specification for meetings and events a sustainable event management system Requires CONTINUOUS IMPROVEMENT

28. What’s Different – Scope • Sustainability Management System • A SMS is a comprehensive approach for identifying and coordinating existing efforts, establishing baselines, defining sustainability and creating plans to integrate sustainability into our operations and organization • A SMS is a roadmap for future • Multiple stakeholders within and outside organization are involved in the process

29. What’s Different – Scope • BS 8901 is a three-phased system: planning, implementation and review • BS 8901 is a standard for the “Specification for a sustainability management system for sustainable events with guidance for use” • It is a system of working

30. What’s Different – Scope • BS 8901 does not certify events • BS 8901 applies to the event management system that an organization uses to deliver events or event related activities • The event is simply the output of the system

31. Example – Management System vs. Meetings • Scope definition is important part of BS 8901 • Organizations can be confused as to whether the standard applies to all part parts of their organization, those parts solely involved in delivering events or to an individual event • This is a common problem and is resolved by defining the boundaries of the organization to which BS 8901 is to be applied

32. Example – Process vs. Event • For Reeds, the implementation of the standard has been about implementing systematic procedures for record keeping and process improvement, and setting formal targets for continual improvement and feedback. Source: Case study on BSI website

33. What’s Different – Level of Detail • BS 8901 does not specify numeric measurement levels which must be achieved because each event, venue and supplier will need to measure according to their specific issues

34. 9 Sectors Audio Visual Accommodation Transportation Communications On-Site Office APEX Green Standards Your Text here Title Destinations Meeting Venue Food& Beverage Exhibits

35. APEX Standards – Categories

36. Level Scoring

37. Annexes • Contain Level 2-4

38. Appendix Standard - checklist.

39. ORGANIZATION PLANNING IMPLEMENTATION CHECKING Issue Identification & evaluation Roles & responsibilities Assessing performance Scope Sustainability principles Operational controls Objectives, targets & plans Management review Sustainability policy Resources Stakeholder identification & engagement Follow up/feed forward Skills and training Supply Chain management Communication What the BS 8901 standard requires….

40. ORGANIZATION PLANNING IMPLEMENTATION CHECKING Issue Identification & evaluation Roles & responsibilities Assessing performance Objectives, targets & plans Management review Sustainability policy Resources Communication What the APEX standard offers….

41. Works Together • MPI used BS 8901 process on the 2008 and 2009 European Conferences

42. Future Work Efforts • Continue through consensus process through ASTM • Apply to ISO to serve as ANSI-certified representative for the United States (ISO-TAG) • Collaborate and highlight awareness of overlap and compatibility • Continue the evolution to making our world more sustainable

43. Thank you - Questions