green events guidethe green events guide contains a list of items to consider when planning your...

GREEN EVENTS GUIDE

umanitoba.ca/sustainability

TABLE OF CONTENTS

Why Choose to go Green 1

How to Use This Guide 3

Pre-Event Guide 5

Event Guide 10

Post-Event Guide 11

Local Resources 12

Certifications 13

References 14

1umanitoba.ca/sustainability

WHY CHOOSE TO GO GREEN

Green events are those events that take into account their impact on the environment including ways to mitigate those impacts. In other words, green events are environmentally friendly events. Sustainable actions, such as using reusable or recycled materials, locally sourcing the food that is served and reducing the amount of waste from the event are all part of hosting a green event.

A green event balances the environmental, social and economic responsibilities of an organization. The University of Manitoba has a commitment to sustainability as outlined in the Sustainability Strategy. The actions taken as a result of the Sustainability Strategy and the campus Sustainability Committee have resulted in reduced greenhouse gas (GHG) emissions, protected green spaces, and better diversion of waste from landfills. These sustainable actions have led the university to be internationally recognized through the AASHE Sustainability Tracking, Assessment & Rating System (STARS), and achieved a STARS Silver rating. STARS is a measurement of sustainability performance for universities and colleges around the world.

Events are a significant piece within the University of Manitoba experience. The University of Manitoba hosts a variety of events throughout the year, reaching many of our students, staff, faculty and surrounding community. By choosing to host a green event, you are choosing to champion the values and commitments integral to the University of Manitoba. Most importantly, your green event contributes to those sustainable actions underway by the University of Manitoba, and assist in maintaining the University’s commitment to environmental stewardship.

ACKNOWLEDGING OUR GLOBAL RESPONSIBILITY

2 umanitoba.ca/sustainability

WHY CHOOSE TO GO GREEN

The Green Events Guide contains a list of items to consider when planning your next event. Tackle one item or the entire list. The important part is that you are being mindful of the impact the event will have on the community.

By choosing to host a green event, you will benefit in the following ways:

1. Save resources and reduce wasteChoosing to host a green event means critically assessing the purchasing and processes that occur before, during, and after the event. By critically assessing what is actually required for the event, less waste is produced which in turns reduces the impact the event has on our planet’s resources.

2. Reduce costsSaving resources and reducing waste is not only good for the environment, but alsogood for the bottom line. Green events typical reduce over-spending on products and food, as well as eliminates unnecessary purchases that ultimately end up in the landfill. Less purchasing means less costs associated with the event. That’s a win!

3. Additional support with marketing and communicationsBranding as a green event means you have a commitment be sustainable, and your participants will notice. By choosing a green event, you are marketing a niche opportunity that encourages individuals to attend. Plus, if you contact the Office of Sustainability we would be happy to share it amongst our network, as well as provide you with identifying graphics that indicate your event is a recognized University of Manitoba green event. Beyond the University of Manitoba, check out the event certifications available in the appendix.

4. Reflects the values of the University of ManitobaThe University of Manitoba has placed a priority on creating a university experience that prioritizes and values sustainability. By hosting a green event, you are aligning with the University of Manitoba’s commitment to sustainability, which will reflect positively for the event and planning team.

5. Easy to achieveWith a little bit of planning and consideration, a green event is not any more difficult to execute than the alternative. By going through these recommendations and choosing to pursue those that appear reasonable, your green event can capitalize on all the benefits without adding extra time, cost or stress.


HOW TO USE THIS GUIDE

Example Page

This Green Events Guide is designed not only as a useful tool with helpful tips to read through, but also to interact with and use for future green events. The following guides will highlight 59 realistic options that will help you create a successful green event. It is not necessary to meet all 60 requirements. Many of these requirements may not even be relevant to the event you have in mind. Rather, consider what is possible for your event and challenge your team to meet as many of the tips presented in this guide.

CATEGORY

Recommendations should be considered either before, during, or after the event. To help ensure you do not miss an opportunity, we have categorized each recommendation in that order.

THEME

Each recommendation is categorized under a theme. This can be helpful in determining which recommendations are likely to succeed based on the capacity and skills of your event team.

RECOMMENDATIONS

Recommendations are designed to be tangible and practical. The recommendations can be checked off if there is a plan for execution. The recommendations are also categorized under broader sustainability themes to assist with impact reporting.


HOW TO USE THIS GUIDEThis Green Event Guide provides 59 options for you to consider as you plan your event. To help you keep track of these options, we have separated them into four themes that are colour coordinated for your consideration. Use these themes to assist you in determining your sustainable impact during the event.

Waste Reduction- 29 Options -

Transportation- 7 Options -

Energy Reduction- 6 Options -

Impact- 17 Options -

These themes consider priorities that are often found in reports and awards that acknowledge sustainable leaders. Use these themes to assist in tracking these priorities, which can then be used if you are considering applying for support for your green initiatives. The Office of Sustainability can support your event by working with you to accomplish these recommenda-tions.

Keep track of which options you are pursuing in the following guide and contact the Office of Sustainability if you have any questions.


THEME OPTIONS TIPS FOR SUCCESSMarketing Minimize poster printing

to 50 posters or lessDecide ahead on locations for posters and print just enough for those locations. Contact the Marketing and Communications Office for a list of approved locations on campus.

Banners and posters are designed without dates or unique slogans for later use

If you need dates or identifiers for the poster, add temporary stickers. Just be sure that these stickers can be removed afterwards.

Provide advertising and information in electronic formats

This advertising can be done as part of your social media and online engagement strategy to remove doing extra work.

Planning Reduce printing of internal documents

Shared drives, including online services, can be very useful in reducing the need for printing. If you do need to print, be sure to print double-sided!

Host the event in a location near water stations or coolers

No water stations or coolers nearby? No problem! Ask your catering contact for refillable water jugs...or bring your own!

Purchase paper that is FSC Certified

FSC stands for Forest Stewardship Council, and is the standard for paper products that are environmentally friendly. Check the packaging for the label!

Use energy-efficient equipment or implement battery-saving options when possible

Electronics often have energy-saving capabilities that can greatly reduce their energy consumption, so be sure to utilize this when possible.

Utilize webinar, electronic presentations and teleconference options as alternatives to travelling

Looking for some webinar options? Check out GoToWebinar, WebEx, or Adobe Connect and see what fits for you.

Be sure to connect with IST Services at 204-474- if you have any questions for setup. They will be happy to help!

Green events can only be successful with planning and coordination before the event. Much of the work required to ensure a successful green event will happen before the event even begins!

PRE-EVENT GUIDE


THEME OPTIONS TIPS FOR SUCCESSPlanning Identify ways to offset carbon

used during eventLet your participants know about the various ways they can offset carbon, such as carpooling or transit. There are a variety of standards for carbon offsets, and a guide can be found with resources at the end of this document.

Identify and encourage alternative transportation options

Alternative transportation options highlight bus, carpool, bike, and walking options that are available to and from the event. Do some research and write it out for attendants in their info packages.

Identify ways to reduce energy

Planning to reduce energy can simply be identifying areas of high energy use that will occur during the event and creating solutions to minimize this impact.

Product Purchasing Products offered at the event are reusable, recyclable, or compostable

Don’t hesitate to contact all producers and determine what options are available. Don’t forget to work with Aramark if hosting an on-campus event! They are always ready to assist in sustainable procurement if asked.

Purchase items as necessary given the expected amount of attendees

Do your best to assess how many attendees can be reasonably expected. Use RSVPs and ticket sales to make this easier and only order once you have a better sense of those numbers.

Purchase clothing and giveaways that have an eco- certification

Don’t hesitate to contact producers and ask about any eco-certification or sustainability initiatives they have adopted. Companies that work on sustainability are happy to promote it!

Present sustainable gifts to speakers and attendees.

Plant a trees are an alternative that are becoming popular and something we would encourage doing either on campus or with a local organization! The Office of Sustainability can help you with realizing ideas such as this.

Use local organizations to procure clothing and giveaways

Small, local businesses are typically looking to be competitive, and do so by offering more customization at better prices. The drawback is finding them. We have a list of suggestions in the appendix, but see what you can find!

Information to Participants

Advertise to attendees the event’s sustainability mandate

Doing this is great promotion and can be a great incentive for people interested in your event. This can be something as simple as a promotional message or email that is attached to your general advertising.

PRE-EVENT GUIDE


THEME OPTIONS TIPS FOR SUCCESSInformation to Participantsv

Provide attendees with green event information as part of orientation to event

This can include electronic or paper information that identifies green initiatives you have adopted for the event. Do not forget to include information for participants that will encourage their participation in these initiatives!

Provide attendees with schedules of public transportation options that are likely to be used for the event

For more information on transportation options and resources, visit umanitoba.ca/transportation.

Encourage attendees to bring reusable water bottles and coffee mugs

Plastic bottles and single-use coffee cups are not only wasteful, they are expensive. Pair this recommendation with water refill stations, and save money!

Suggest or organize a carpool or ride-share for the event

The University of Manitoba is a subscriber to GoManitoba.ca, a ride matching app. It is very useful when creating events, so get in touch for more information!

Provide attendees with bike pathway information

Visit umanitoba.ca/campus/transportation/cycle.html for bike parking information and parking maps.

Provide attendees with info on commonly used bike and walk paths to and from event

Check out umanitoba.ca/campus/transportation/cycle.html for detailed route information to and from campus and around the city.

Provide attendees with local alternative transportation information (bike sharing, car co-op, etc)

Contact the University of Manitoba Office of Sustainability with your ideas for alternative transportation information and the office can help identify external partners to contact.

Provide bike parking for attendees if bike parking is not otherwise available.

Bike racks are available across our campus. If needed, Bike Winnipeg provides bike valet services for a fee if the event warrants this service.


THEME OPTIONS TIPS FOR SUCCESSSet-Up ~ Materials Print all paper material

double-sidedNot only does this reduce paper that is destined to the landfill, it saves a lot of money in printing costs!

Use reusable name tag holders

Fold over pin badges or neck tags are great for reusing. Consider using recycled paper for the name tags

Avoid purchasing products and giveaways with excess packaging and single-use plastic

This can be surprisingly easy to do, so long as your providers are willing to work with you on procuring items that do not have excess packaging. If your items do come with packaging, be sure to properly recycle if possible.

Partner with local groups to donate any leftover food from the event

Contact donation groups in Winnipeg to see if they can take a food donation. Examples include Winnipeg Harvest, and Siloam Mission. Do not forget to bring some leftover food back to your office or team!

Provide paper-only collection bins for any scrap paper that may be reused

Allocating a box for paper-only with appropriate signage provides guests with a visual cue to recycle paper instead of discarding. Plus, rather than recycling the paper, it can be reused as scrap paper in the office or throughout the event.

Use cleaning products that are eco-certified

Any eco-certification will do, but do not hesitate to do your research and determine what form of eco-certification your group is comfortable with.

Set-Up ~ Food Avoid purchasing food with excess packaging and single-use plastic

Make sure you work closely with your food providers to see what food options are available that fit this requirement.

Use utensils and dishware that are recyclable or reusable

A good option is to use your own office’s dishware and utensils for small to medium size events. Otherwise, get in touch with your food provider and see what options are available.

Avoid the use of single- use plastic items such as stir sticks, straws, etc.

Many of these items may even be unnecessary, but for those items you deem are required, consider using reusable options, such as spoons or metal straws or wooden stir sticks.

PRE-EVENT GUIDE


ACTION OPTIONS TIPS FOR SUCCESSSet-Up ~ Food Use cloths instead of

disposable napkins and paper towels

Cloths can be washed and reused many times, and so can be quite economical in the long term. Look to businesses like Generation Green (generationgreenwpg.com) for options.

Do not purchase bottled water

If you have nearby water stations, opt to use those instead. Otherwise, refillable water jugs are much cheaper and less wasteful.

Purchase food accurately for expected attendees

The method to success is doing your best to assess how many attendees can be reasonably expected. Use RSVPs and ticket sale platforms like Eventbrite to make this easier and only order once you have a better sense of those numbers.

Use bulk condiments instead of single-use condiments

Most food providers can accommodate bulk condiment requests, which means less packaging to throw away.

Avoid ordering drink cans or bottles

If possible, work with your food provider to supply bulk beverages in reuseable containers.

Provide reusable containers for any food leftovers

Avoid the use of styrofoam containers, as the material is not recyclable. Rather, purchase paper-based reusable containers for food.

Provide compost bins Contact Compost Winnipeg (compostwinnipeg.ca) for assistance. Use food and beverages that are locally sourced and organic

Ask your University food service provider for a selection of local and organic options. Doing your event off campus? Work with the Office of Sustainability to find resources and options that are right for you.

Consider vegetarian or vegan options

Vegetarian options are becoming increasingly popular, and with this popularity brings some really tasty and healthy alternatives!

Label foods with location of purchase

If you are working with local food organizations, celebrate this with labeling! This also helps guests understand where their food come from.

Label all foods for dietary restrictions and allergies

Indicating the ingredients in foods allows participants to make the food selections which fit their needs.


EVENT GUIDE

THEME OPTIONS TIPS FOR SUCCESSPlanning Train staff and volunteers

on your green initiativesMake sure your volunteers and service staff are aware of your green objectives and can respond to questions.

Ensure all recycling receptacles are accessible and easy to use

If you are bringing your own recycling receptacles, make sure to place them in high traffic locations and pair these bins with a waste bin. If the space booked has its own recycling, engage with guests to ensure they know their locations.

Turn off all lights, a/c, and equipment when not in use

This step saves energy and money.

Information to Participants

Provide general information on choosing to go green

The University of Manitoba Office of Sustainability has various materials highlighting the importance of choosing to be sustainable. Contact the Office for resources or assistance.

Include all initiatives being adopted that are green

This Green Events Guide can help you keep track of these initiatives!

Provide materials for attendees that explain proper disposal of items

These materials can be separate and handed to guests, or posted near disposal receptacles. Look for information on proper disposal options at umanitoba.ca/sustainability

Announce to attendees that various reuse, recycling, and/or composting opportunities are at the event

Do this often throughout the event to reinforce to your guests the habit of using the proper receptacles. Make sure to put recycling stations in easy to use, high traffic areas.

Hosting a green event can be very simple, so long as the right steps are taken in planning the event. Be sure to have staff for the event that are knowledgeable and well equipped with green information.


POST-EVENT GUIDEAll that work performed prior and during the event can be made even better with the right amount of follow up. Be sure to finish the event strong and celebrate in a successful green event!

ACTION OPTIONS TIPS FOR SUCCESSInformation to Participants

Encourage attendees to ask questions regarding green initiatives

In parituclar, make sure to have a point person who is available throughout the event to answer green questions during breaks.

Clean Up Banners and posters are reclaimed following the event and stored for future events

Don’t forget to grab those posters and banners placed around the university.

Collect name tag holders following the event and store for future events

Encourage collection by having a name tag discard bin placed at the exit of the event.

Partner with organizations to dispose of compost and recycling appropriately

Be sure to work with your venue to support proper disposal.

Follow Up Prepare a post-event green checklist to ensure green event targets were met

Use this Green Event Guide before and after the event to double check that your pre-event ambitions were met. Be realistic about which events failed.

Prepare a post-event green assessment to determine best practices for next event

This can be applied to any post-event synopses document that is being used by your department or team. Adding recommendations and lessons learned will help you succeed in future events.

Highlight green event achievements to participants

Green events are something to be celebrated! Be sure to highlight any sustainability achievements, as this will encourage participants to register for future events.


RESOURCESWhen in doubt, consult local organizations that specialize in green living or sustainability for further information and resources. The following is a list of organizations that provide sustainability information, compost or recycling services in Winnipeg:

Green Action Centrehttp://greenactioncentre.ca/3rd Floor, 303 Portage AveWinnipeg, MB R3B 2B41-204-295-9091

Mother Earth Recyclinghttp://www.motherearthrecycling.ca/771 Main Street R2W 3N5Winnipeg, MB1-204-942-7900

Multi-Material Stewardship Manitobahttp://simplyrecycle.ca/contact-us/Suite 200 – 283 Bannatyne Avenue Winnipeg, Manitoba R3B 3B2 1-204-953-2010

Recycle Manitobahttp://www.recyclemanitoba.ca/

ACCESSIBILITY TIPS

We should make every reasonable effort to provide students with disabilities equal access to information. Here are some things to think about when planning your green event:

• Provide a handout of presentations with large font, taped, or braille materials for those with vision impairments.• Provide assisted hearing devices to help those with hearing impairments to hear the person presenting.• Sign language interpreters should be provided in meetings for people with hard hearing or deaf impairments.• In-meeting/in-class note takers should be appointed/called to ensure completion and understanding of work.• Access to technologies for the blind and visually impaired• Review the suggested accommodation, to meet the needs of everyone attending the meetings or events.

Office of Sustainabilityhttp://umanitoba.ca/sustainabilityRm. 501 Fitzgerald BuildingPhone: [email protected]


CERTIFICATIONSSome organizations in Manitoba offer certifications for events that adopt green practices. If you want to go above and beyond to meet the criteria set by this Green Event Guide, get in contact with the organizations below for more information on their certification programs.

Office of Sustainabilityumanitoba.ca/sustainability Sustainability in Action Certification501 Fitzgerald Building Add components of the Green Event Guide to your event [email protected] contact the Office of Sustainability for graphics and identifiers204-474-6121 that can brand your event as a U of M recognized green event.

Fair Trade Manitobafairtrademanitoba.ca/events/event-recognition Fair Trade Event302-280 Smith Street Fair Trade Manitoba provides various criteria that need to [email protected] met to receive Fair Trade Certification. Doing so will provide you204-987-6420 with advertising by Fair Trade Manitoba and recognized logos.

CARBON OFFSETTING GUIDECarbon offsetting is the act of compensating for emissions used in an event by donating to sustainable projects that directly reduce greenhouse gas emissions. However, not all carbon offset projects are created equal, and some organizations have developed internationally-recognized standards to ensure your carbon offset dollars are going to quality projects.

Verra Carbon [email protected]

[email protected]

The Gold [email protected]


LOCAL PURCHASING GUIDEThe City of Winnipeg offers a wide variety of local businesses that can cater to your event needs. This list below is a sampling of some of our favourites, but we encourage you to search beyond these businesses to find the group that will work for you.

PrintedShirts.caprintedshirts.ca 464 Hargrave Street [email protected] 204-944-9445

PrintedShirts.ca is a Winnipeg company that provides garments and promotional products. They also have a robust organic line for that extra green step.

Generation Greenhttp://generationgreenwpg.com100-433 Main St [email protected] 204-808-9848 Generation Green provides eco-friendly and sustainable alternative products that are great for prizes or catering. They also provide fair trade and organic food options.

UMSU Digital Print Centrehttp://umsu.ca/businesses/digi-tal-print-design-centre/Fort Garry University Centre [email protected] 204-474-6533 UMSU Digital Print Centre provides affordable printing services and use a variety of sustainable initiatives. Their services include bulk and wide-format printing.

Aramark Cateringhttp://umanitoba.ca/campus/special_functions/index.php

Aramark caters for the University of Manitoba and provides a variety of sustainable options for events and banquets. Contact Bannatyne Campus Aramark through the link provided for more information.

Degrees Cateringhttps://umsu.ca/businesses/degrees-restaurant/

Degrees is a licensed restaurant that offers an eclectic array of fast but healthy food, with cuisine from Italian to Indian, and blended with staples like hamburgers and falafel. Degrees also offer comforting scratch baking and catering services.

Daily Bread Cateringhttp://dailybreadcafe.ca/

Daily Bread Catering in St. John’s College offers reasonably priced, professionally presented, wholesome, and varied menu choices for all events. Contact Daily Bread to discuss your event needs.


REFERENCES

City of Vancouver. Green Events Planning Guide. http://vancouver.ca/files/cov/green-events-planning-guide.pdf

Estoril Congress Centre. Easy guide to Green Events. http://www.estorilcc.com/wp-content/uploads/2016/02/EASY-GUIDE-TO-GREEN-EVENTS.pdf

International Tourism Partnership. Green hotelier http://www.greenhotelier.org/our-themes/community-communication-engagement/what-is-a-green-meeting/

Lakehead University. Roles and Responsibilities of Faculty and Staff https://www.lakeheadu.ca/sites/default/files/uploads/72/Roles and Responsibilities of Faculty and Staff.for web.Accessible PDF Rev. Aug 7.pdf

St. Thomas University. Student Accessibility Services Handbook http://w3.stu.ca/stu/currentstudents/documents/StudentAccessibilityServicesHandbook-2015-16PrintVersion_.pdf

The International Centre. Sustainable Event Guide - For the socially minded planner. http://www.internationalcentre.com/site_Files/Content/pdfs/forms-guidelines/TIC_Sustainable_Event_Guide_2014_ART_-_Spreads.pdf

Tufts University. Office of Sustainability http://sustainability.tufts.edu/get-involved/green-guide/green-event-resources/

University of Manitoba. Green Office Handbook Manual.

University of Manitoba. Student Accessibility Handbook for students and staff http://umanitoba.ca/student/saa/accessibility/media/SAS-Handbook-2014.pdf

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