Amy Spatrisano of Meeting Strategies Worldwide, Portland, Ore., negotiates environmental requirements for each General Assembly partner prior to contracting with them. Here is part of what she developed for the Unitarian Universalist Association's 2006 General Assembly in St. Louis.
Convention Center, Hotels, Caterers
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Donate leftover food.
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Train staff to implement environmental policies.
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Use china service. (If not possible, use biodegradable disposable serviceware.)
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Work with the organization at no cost to implement a composting system.
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Purchase locally grown and organic foods and products wherever possible and affordable (minimum 15 percent of meals).
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Purchase and serve condiments in bulk.
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Purchase and serve juice, iced tea, coffee, water in pitchers or bulk containers.
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Have a policy to reduce and reuse where possible and minimize paper usage.
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Implement a recycling program to recycle glass, aluminum, plastic, paper, grease, and cardboard.
The Convention Center
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Reduce lights, power, and HVAC during move in and move out in the exhibit hall.
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Provide documentation about air quality control and systems.
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Turn off lights in meeting rooms when not in use.
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Offer large containers of drinking water rather than individual bottles.
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Have low-flow toilets and other water-saving devices in restrooms.
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Sweep, not spray, parking lots, sidewalks, and driveways.
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Purchase bathroom supplies: minimum 20 percent recycled products for hand towels and toilet paper.
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Purchase environmentally responsible cleaning products for carpets, floors, kitchens and bathrooms: minimum 50 percent of products used to be environmentally responsible.
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Establish a program with wholesalers to utilize reusable crates or cartons.
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Request vendors have environmental practices.
Hotels
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Be within walking distance or easily accessible by public transportation.
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Implement the following:
- a towel-and-linen reuse program
- replace amenities only if empty
- shut off HVAC/lights when guests are not in their room
- no polystyrene (Styrofoam) containers in banquet or take-out service
- recycle paper, cans, bottles, plastic
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Have water conservation practices, such as low-flow showerheads and toilets.
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Purchase bathroom supplies: minimum 20 percent recycled products for hand towels and toilet paper.
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Purchase environmentally responsible cleaning products for: carpets, floors, kitchens and bathrooms: minimum 50 percent of products used to be environmentally responsible.
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Establish a program with wholesalers to utilize reusable crates or cartons.
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Request vendors have environmental practices in place.
Caterers
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Implement water-saving strategies. For example, don't pre-fill water glasses or provide a saucer under the coffee cup. Offer large containers of drinking water rather than individual bottles.
Exhibitors
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Exhibitors will recycle cardboard, freight boxes, plastic wrappings.
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Minimize packing materials.
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Recyclable, biodegradable shipping and packing materials or environmentally responsible alternatives are to be used.
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Avoid large quantities of collateral
- Bring samples or small amounts of materials and offer to send information upon request. Avoid dated material.
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Printed materials must be soy-/vegetable-based ink and post-consumer, recycled paper (minimum 30 percent).
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Giveaways should be made of recycled, responsibly grown natural fiber, nontoxic, biodegradable and useful, not merely promotional. Any food (candy, etc.) should be sustainably grown, processed, and packaged.
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Gift items made from endangered or threatened species are NOT allowed.
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Signage must be reusable, made of recycled materials, or donated.
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Reduce the environmental impact resulting from transportation while supporting regional economy. Partner with local contractor, manage and use local labor. Minimize transportation to and from show site. Use bio-diesel fueled or alternative fuel trucks. Offset transportation emissions with carbon-offset program.
Decorators
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Exhibitor Kits/Service will be available via the Web. Binders mailed to exhibitors will be made from 35 percent post-consumer recovered fiber and recycled paper. The contents of the binder are printed on post-consumer recycled paper.
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Booth headers should be made from renewable forest byproducts with water-based ink.
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Aisle Signs/Show Signage/Double-sided signs, graphics, logos — Use products made of environmentally responsible components with applied and removable water-base graphics.
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Use natural-gas forklifts and hand carts to move exhibitor freight to assist in the air quality.
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Carpet should be made from and fully recyclable into more fiber and backing or at least recycled after use.
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Make biodegradeable shipping and packing materials available to exhibitors and show management.
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Staff Training — Staff will be trained to assist facility with properly disposing of recyclable materials and other waste. Personnel will be informed about the environmentally responsible practices to be implemented during this show.
