Checklist for environmentally sound andsocially responsibleevents
Any event causes an additional environmentaland socialimpact on earth’s resources. This checklistaims at providing a comprehensive collection of hands-on and used in practiceactivities dedicated to supporting you in organizing and running eco-friendly events.
When choosing the term “eco-friendly” I had Otto Scharmer’s and KatrinKaufer’s definition of eco-systems in mind: “An eco-system is a system whose elements interact with their surroundings, the ecological, social, intellectual, and spiritual context as a unit – the whole house.”
(Leading from the Emerging Future: From Ego-System to Eco-System Economies, 2013, Berrett-Koehler Publishers)
Eco-friendly events
- are a sign of quality and accountability
- create a spirit of cooperation and responsibility
- have a positive social impact
- benefit the environment
- promote measures to mitigate global climate change
Eco-friendy events create win-win effects on various levels:
- individualincreased awareness,responsibilityand inspiration to repeat it
- socialincreased occupational safety, mutual contribution and solidarity
- organizationalimproved processes / workflow, increased efficiency and effectiveness
- economicalsaved resources, reduced costs, increased productivity
- ecologicalreduced environmental pollution and waste, increased well-being
The green text indicates environmental-friendly activities; the purple text highlights gender-related, family-, participant-friendly and/or social activities. All59 activities are taken from the Action Plan “Professional Event Management” with the purpose of showingand high-lightening them all at one glance.
Since no two events are the same, carefully choose the activities you consider important for your event,
then customize your own checklist (that’s why it’s provided as a .doc file).
For the sake of future generations, we are all invited to think creatively about running events eco-friendlier.
If you have any recommendations that could be beneficial when modified or added to this checklist or
in case you take the time and translate it to other languages that could be supportive for many more,
please email me: . Your contributions are highly appreciated!
Enjoy integrating these activities into your future events.
Have a successful, productive, joyful and eco-friendlyevent
!
OK / Activities
0 / / examine alternatives to face-to-face meetings:
virtual meetings (video-conferencing, teleconferencing or relay from individual participants)
Budget
o1 / / define swap scheme for participants who cannot afford the fees and are able to bring in their services
Venue and Accommodation
o2 / / specifyand calculate requirements (price? size?accessibility? central / least distance travelled for participants?barrier-free?space for a circle? break-out areas? wall space? daylight? nice environment? A/C? Internet?printing and photocopying facilities? electric power guaranteed? sustainable power resources used?meeting eco-standards / eco-certification?)
o3 / / choosethevenuebased on environmental(energy efficiency? waste management? etc.)andsocial criteria
choose venue as close as possible to the majority of participants and as easy to reach by eco-friendly means of transportation (keep distances short; good public transport links and convenient timetables)
o4 / / chooseaccommodation and service providers based on environmentalandsocial criteria
o5 / / provide barrier-free access for wheelchair users to and in all areas of venue and accommodation
wheelchair-accessible toilets where possible
o6 / / provide accessible parking space near the entrance for participants with restricted mobility
(arrange for pick-up service)
o7 / / arrangedaily child care for participants’ children (rooms, materials and service provider)
o8 / / inform venue staff about the purpose and agenda of the event (eco-friendlyand gender-sensitive)
o9 / / reserve seats for disabled people and spaces for wheelchairs and ensure easy accessibility
(buffet, serving facilities, information materials, etc.)
1o / / use, if possible, electricity from renewable sources (e.g. eco-electricity suppliers)
11 / / use water economically e.g. use water saving appliances in kitchens and canteens
12 / / attach notices drawing attention to the water saving devices in order to raise awareness among participants
13 / / considerclimate relevance of the event, reduce energy consumption
14 / / use fairly traded decorations made of local and seasonal materials (e.g. flowers), ideally
shipped in an eco-friendly way
15 / / pay attention to room temperature (not too hot/cold: in all meeting and conference rooms, heating is recommended to be not more than 21°C, cooling to no more than 6°C degrees below outside temperature)
16 / / use recycled paper products in kitchens and bathrooms
17 / / usedaylight, optimized lighting control, and optimized sun protection
18 / / switch off electrical appliances when not needed
avoid stand-by losses during the day and at night (provide information about this to participants
(TV in hotel rooms) and staff)
19 / / assurespare use of cleaning agents
avoid use of environmental harmful cleaning agents,increase use of biodegradable cleaning products
OK
/ Activities
Food, Drink and Catering
2o / / specifyand calculate requirements(ask participants for diets e.g. vegetarian and allergies)
21 / / opt for locally produced, seasonal organic food,include fresh fruits, vegetables and nuts for snack time
(use FairTrade produce whenever possible) with environmentally sound transport
22 / / choosethecateringandservicesprovidersbased on environmentalandsocial criteria
23 / / arrange for pick-up of surplus food in advance
24 / / ask participants to bring their own cup / mug and their own bottles /thermos flasks to be refilled
(instead of plastic bottles)
25 / / use reusable crockery, glasses and cutleryalternatively use biodegradable materials
26 / / provide big cups / mugs / glasses to serve more at one time (especially when using single tea bags)
27 / / provide stickers / masking tape to mark cups / mugs / glasses for one permanent use per person per day
28 / / don’t use meat and fish from endangered species
29 / / provide fresh milk (no milk powder), fresh juice (no sugar added), brown sugar, honey, etc.
3o / / use water gallons and water dispensers (instead of single water bottles)
31 / / use water, including drinking water, economically
32 / / offer glass filled with water to collect used tea spoons
(for those who re-use them, reduce no. of tea spoons)
33 / / providewater in glass carafes (ensure that they are refilled regularly with fresh water and
that the carafes are removed and washed at appropriate intervals)
34 / / distribute surplus food to non-profit organisations as permissible under applicable hygiene provisions
Waste Management
35 / / reduce or stop the usage of single-use- und throw-away products (e.g. tissues on conference tables), especially those using extra paper, aluminum or plastic for their packaging
36 / / avoid packaging wherever possible
37 / / do not use individual packaging, alternatively use disposable packaging, e.g. for milk, sugar, tea, etc.
38 / / create a “can and non-returnable bottle free zone”. serve drinks in big bottles and thermos flasks
39 / / decide on segregated garbage collection, set up waste collection points and
assure that respective bins and signs are in place (e.g. non-organic, organic, paper, glass)
4o / / provide extra garbage bin on buffet for organic waste
41 / / avoid throwaway paper, plastic, and Styrofoam
go for reusable glass, silverware and china dishes, seek out compostable paper plates and cutlery
42 / / collect kitchen wastesseparately
OK
/ Activities
Transportation and Mobility
43 / / check if flights are really necessary and if there are any other options like train, bus, car, etc.
44 / / offer / use skype, web conferences, free life streams, virtual working places etc. to reduce traveling
45 / / choose start and end times which allow participants to travel easily using (public) transport
46 / / inform participants on environmentally sound modes of transportation and,
in the case of air travel, on participation in climate protection projects
47 / / gather the data needed to calculate carbon footprint ahead of the event (e.g. on the registration form) to compensate event’s greenhouse gas emissions
48 / / calculate carbon footprint and compensate (e.g. available in English)
49 / / co-fund climate protection projects (in developing countries) as compensatory measures or
purchase greenhouse gas emission certificates
5o / / initiate that participants offset their own travel /
invite for a voluntary contribution to carbon offsetting
51 / / use low-emission vehicles e.g. natural gas vehicles or alternative-drives vehicles,
diesel vehicles only with particle filter
52 / / draw / receive map about how to reach the venue best (different transport means e.g. by foot, bicycle, public transport, car pooling, etc. and different directions)
53 / / coordinate and combine travels if possible
54 / / create an information platform /assure that all participants are informed about
taxi sharing, (group) transit shuttles, and car poolingtooptimize the travel chain
55 / / support participants in organizingcar pooling
56 / / create incentives for the use of public transport e.g.
by offering combined tickets for an event including free use of public transport for arrival and departure)
57 / / ensure good signage for public transport, cycle paths, footpaths, etc.
58 / / cover short distances on foot (provide a sketch of the map to find the way easily);
depending on the conference location, provide bicycles
59 / / inform on local public transport at the conference venue, e.g. on public display
6o / / organize a shuttle service or car-share scheme for travels
between the hotels, venue and/or point of arrival / departure (railway station, airport)
61 / / guide cars and buses directly to parking space
62 / / provide overflow car parks and organize a shuttle service
63 / / assure adequate signposting indicating the location of the nearest public transport stop / station
64 / / provide signposting and tips on taxi rank locations, taxi phone numbers in hotel and venue
OK
/ Activities
Communication and PR
65 / / assureextensive public relations:
communicate aim of sustainable organization of events as well as the proposed measures to general public
(as an incentive for actually achieving environmental goals and to encourage other event organisers to organize their own activities sustainably)
66 / / determine anticipated attendance (age- andgender-balanced)
67 / / design PR material, ideally environmental-friendlyand
formulated in a gender-sensitive way
68 / / avoid using plastic bags as give-aways, use durable cotton bags, ideally locally manufactured
all gifts and promotional items should be produced in an eco-friendly and socially responsible way
(e.g. refillable pens, reusable gifts / bags)
69 / / chooseprovidersofservicesandgoodsbased on environmentalandsocial criteria
7o / / when selecting bidders, give consideration to eco-management expertise
71 / / order PR material and give-aways (buffer time), produced out of environment-friendly material and in a environment-friendlyand social way which can be reused, avoid stuff participants bring anyway
(plan its distribution and define responsibilities)
72 / / develop and distribute event’s announcement (incl. that this event is organized based on
environmentalandgender-related and/orfamily-friendlyprinciples and everyone is invited to contribute)
73 / / reduce text of invitations, agenda, etc. to a minimum
print only when it’s really necessary
74 / / wherever possible, send invitations and other important documents electronically,
post documents for the event on a website
75 / / initiate a return system for printed folders / brochures
Facilitators, Presenters and Translators
76 / / hire / find facilitators and determine presenters (gender-balanced, aware ofenvironment-friendliness / sustain-ability) (prepare sponsor for opening the event)
77 / / hire translators if necessary (gender-balanced,aware ofenvironment -friendliness / sustainability)
78 / / inform facilitators ,presenters, translators etc. about the intention of hosting a environment-friendly and
gender-related and/orfamily-friendlyevent and to contribute to achieving this goal by any possible means
79 / / assure that the e/valuation form is developed and formulated in agender-sensitive way(containing questions about the event’s environment -friendly andgender-related and/orfamily-friendlyprinciples)
8o / / open the event and mention that this event is organized based on environment-friendly andgender-related and/orfamily-friendlyprinciples and all participants are invited to contribute to them (e.g. by leaving the space better than they have found it)
OK
/ Activities
Materials
81 / / decide and order equipment and material needed (plan in buffer time) by using material checklist,
choose eco-friendly material FairTrade produce whenever possible
82 / / design (colour-coded) name tags (full name) and get lanyards / badges that can be reused
83 / / choose smaller note pads instead of letter-size ones
(or count on participants bringing their own)
84 / / get lanyards / badges that can be reused
85 / / arrange for wireless mic, plus spare batteries (reloadable, energy-efficient)
(if this isn’t possible: dispose used batteries in a environment -friendly way)
86 / / design and prepare certificates (if necessary)
(assure they are signed and stamped, get presentable plastic covers / paper envelopes for their protection and hand-them over separate of the certificate, otherwise they will be slippery…)
87 / / print the e/valuation form (double-sided)to be distributed at the end of the event
88 / / preparedouble-sided copies needed (according to number of participants)
89 / / use rechargeable batteries (no nickel cadmium batteries)
9o / / use recycled paper for all invitations, meeting documents, printed materials and similar
91 / / print documents and handouts on both sides, prepare double-sided copies onsite
92 / / minimize the number of handouts
93 / / initiate that flip chart paper and other materialsare used double-sided
94 / / assure that the right and enough material is available during the respective sessions (no.of persons)
95 / / invite participants to leave their name tags over night (since people tend to forget it in the next morning)
96 / / collect badges and lanyards at the event’s end,
e.g. in exchange when handing over the certificate
97 / / collect left over folders and brochures after the event
98 / / donaterecyclable material to recycling NGOs
99 / / recycle / donate material that wasn’t needed
Documentation
1oo / / define which information is needed for documentation and in which form
(e.g. age- and/or gender-segregated data of participants, presenters)
1o1 / / hire a professional photographer / filmmaker / visual recorder
(if it’s an event for women only, it is recommendable that service providers are female too)
1o2 / / prepareUSB memory sticks with all presentations, photos, materials, etc. for all participants and
assure its distribution (avoid using CDs or DVDs)
1o3 / / copy and distribute documentation / proceedings and / or publish it on Internet site
1o4 / / transferdocuments electronically only
1
Dr. Claudia Gross