progress through partnerships: engaging event stakeholders in sustainability

© Copyright 2014 Freeman Expositions, Inc. Proprietary & Confidential..

Progress Through Partnerships:Engaging Event Stakeholders in Sustainability

© Copyright 2014 Freeman Expositions, Inc. Proprietary & Confidential.

Presented at PCMA 2014

• Cara Unterkolfer, Greenview (Moderator)

• Chris Nemchek, Specialty Food Association

• Jeff Chase, Freeman

• Bob Sauter, Moscone Center

January 13, 2014


Learner Outcomes

Learn how to:• Identify key goals and challenges in greening your meeting• Engage venues and vendors as partners on your green team• Track and measure progress in reaching your goals


Pulse Poll

What role do you represent in the industry?• Meeting planner/event organizer• Exhibitor (non-show organizer)• Supplier: meeting and event venue (e.g., convention center,

hotel)• Supplier: destination partner/CVB• Supplier: exhibitor services (general service contactors, I&D,

shipping & handling, etc.)• Other (e.g., A/V, food/beverage, transportation, student)


Part 1: Developing a Green Meetings Plan

Engaging Internal and External Stakeholders


Pulse Poll

My organization’s primary key impact is related to:• Waste management and diversion• Food and beverage• Energy• Resource usage (printing, signage, materials etc)• Other


Setting Goals


Understanding Impact


Green Meeting Plan Elements

• Set expectations with your GSC and vendors.• Assign a Green Leader for that show.• Provide onsite training of labor and “Keep it Green” button

campaign.• Create a tracking grid--freight, graphics, carpet, expendables,

travel, etc.• Establish a donation program and partners, if needed.• Communicate your accomplishments with a post-event press

release, blog, or social media post.


Table Talk

What impacts are most significant, given the nature of your event? What stakeholder group is most important to engage to address

these impacts (e.g., internal staff, convention center, hotel, food/beverage, general service contractor, waste management provider)


Part 2: Engaging and Educating Key Stakeholders

Collaborating With Attendees, Facilities, Exhibitors, and Vendors

Pulse Poll

Do you have regular, detailed discussions with event stakeholders on greening issues?•Yes• No• We try• Not sure• Other

Attendees

Create informational signage to educate attendees on how they can contribute to the event sustainability goals.

Promote sustainability goals on your show website.

Convention Centers

Choose facilities with a commitment to sustainability.

By holding the Fancy Food Show at venues like Moscone Center, where 74% of energy use is from renewable energy sources (hydropower), the Fancy Food Show can reduce its carbon footprint.

Exhibitors

In 2013, the Fancy Food Show developed a “Green Exhibitor Guide” checklist and added a sustainability discussion to its exhibitor webinar.

The webinar helped exhibitors understand how events impact energy, water, air quality, community, economy, and waste.

Vendors

63% of Fancy Food Show vendors were able to provide their corporate sustainability policy, including some who articulated their commitment in a policy for the first time.

Table Talk

What is your most challenging sustainability area to track and report (e.g., signage, carpet, food/beverage, staff travel, donation program)?

Who are the folks you need to bring to the table to address your key impact?

What challenges have you encountered or do you anticipate? How will you work around these? What solutions are available?


Part 3: Measuring Progress and Setting New Goals

Tracking Progress, Not Perfection


Pulse Poll

Do you currently track and measure your sustainability efforts?• Yes• No• We try• Not sure• Other


Waste Reduction and Diversion

Conduct a Sustainable Event Assessment to gather baseline data and set goals for energy, water waste, and carbon emissions.


Sustainable Signage

Print signage was printed on “ecoboard,” a recyclable substrate made from a minimum of 20% post-consumer waste.


Reduce Printing

Online exhibitor manual saves approximately 600,000 pieces of paper.

Directory pickup stations track use of the printed guide.

Mobile app provided much of the same info as did the print directory.


Community Food Donation

In New York, the Fancy Food Show partners with City Harvest, which rescues more than 46 million pounds of excess food each year and delivers it to more than 400 community organizations.

In San Francisco, they work with Feed the Hungry, which feeds more than 35,000 children daily.

The combined shows donate 300,000 pounds of food per year.


Table Talk

What are some of your sustainability goals for the future (e.g., eliminate bottled water, require paperless exhibitor kits, create donation program)?

What metric will you use to track progress (e.g., waste diversion %, pounds of food donated)?

Who will be responsible for that tracking on your team?


Personal Action Plan

Please take a few minutes to write down one personal goal and three action steps that you will take within 30 days of this session to make your event more sustainable.


Thank you for participating! Please complete your session evaluation online.Did you scan your badge? This is for CEU credits and also helps PCMA develop education for YOU.

progress through partnerships: engaging event stakeholders in sustainability

Documents

donation program

convention

pulse poll

proprietary

table talk

event

energy

track