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Secretariat & Onsite Offices

General Policy

Purpose:

• To ensure sustainability is integrated into the operation process and decision making
• To promote documentation of policies


Activities Implemented:

1. To have a written sustainability policy that covers the relevant areas
2. To appoint one or more staff member responsible for on-site environmental efforts
3. Source additional staff from the local labour pool
4. Sign a commitment to a global sustainability reporting initiatives such as the UN Global Compact or the Global Reporting Initiative


Communications

Purpose:

• To encourage and promote adoption of sustainable practices by all stakeholders


Activities Implemented:

1. Track measurable results of environmental efforts and resource use
2. Ensure that appropriate staff and volunteers are aware of and can communicate effectively on the environmental policy
3. Provide accurate representation on the environmental efforts in external communications to key stakeholders and delegates
4. Include in external communication materials methods that enable stakeholders and delegates to support or add to the existing environmental efforts


Waste

Purpose:

• To reduce energy use and production of greenhouse gases through proper waste handling
• To advocate materials management hierarchy for waste in order of the following:
o Eliminate waste by reducing material use
o Minimise waste through reuse or recycling
o Minimise waste through composting
o Land filling and combustion or incineration for remaining waste
• To manage materials in a sustainable manner that conserves virgin resources that would otherwise serve as raw materials for new products


Activities Implemented:

1.
 Reduce overall paper usage in the offices
2.
 Inform presenters and sponsors to minimise or eliminate handouts but offer them online versions
3. Inform exhibitors and others to distribute giveaways that are eco-friendly and/or made of environmentally sustainable materials
4. Print outs shall be on a need-to basis and shall be printed on paper of the following preference:
a. 100% post-consumer recycled, unbleached, untreated paper
b. X% post-consumer recycled, unbleached, untreated paper
c. 100% post-consumer recycled paper
d. X% post-consumer recycled paper
e. Sustainably farmed paper
f. Use LED displays, hotel TV monitors and other electronic means to communication information to participants
5. Plan all food and beverage arrangements in precision to meet the needs of the offices to minimise waste


Energy

Purpose:

• To reduce use of energy in the operations, and thereby minimize the production of carbon dioxide as a greenhouse gas


Activities Implemented:

1. Ensure office equipment & lighting fixtures are turned off when not in use
2. Ensure office equipment & lighting fixtures are set on sleep/energy-saver mode when not in use
3. Select accommodation within a 15-20 minute walk of the event site
4. Purchase a percentage of the energy used from renewable energy sources or purchase renewable energy credits or carbon offsets to cover a percentage of the power used
5. Use only energy-efficient lighting such as CFLs or LEDs in the offices


Air Quality

Purpose:

• To promote improvements in overall air quality


Activities Implemented:

1. Prohibit smoking within enclosed areas
2. Purchase plants and florals from certified organic farmers or local growers and include live plants in offices


Water

Purpose:

• To optimize the efficient use of water and energy associated with water use
• To capture rainwater and grey water for additional use and re-use
• To promote conservation of a valuable natural resource


Activities Implemented:

1.
 Provide manual or electric eyes devices controls for low flow water devices in offices for the
a. Faucets (reduction to ½ gallon per minute)
b. Toilets (or dual flush toilets, reduction to 1.28 gallons per flush)


Procurement

Purpose:

• To promote environmental protection through strategic purchasing of sustainable goods and services


Activities Implemented:

1.
 Purchase or rent a percentage of office equipment and supplies from local sources and which are made of environmentally sustainable materials
2.
 Reduce packaging of all purchases to a minimum (i.e. bulk amenity purchases or dispensers, elimination of plastic water bottles)
3.
 Minimise number of disposable items (paper or plastic cups, dining ware and individually packaged food items)


Community Partners

Purpose:

• To leverage positive host community benefits from events
• To commit to volunteering or giving back to the local community


Activities Implemented:

1. Consult with local partners to understand reasonable wages, work hours and breaks for staff and volunteers, with local labour laws being the minimal requirement
2. Ensure a safe work environment
3. Enable donation of leftover conference materials and supplies to local community or non-profit organizations
4. Implement fundraising activities for the purpose of supporting one or more charities involved in local or global environmental sustainability
5. Collaborate with other companies that share similar philosophies
6. Offer all conference delegates a community based project to be included as a conference activity