Overview:
This chapter provides a general overview on sustainable event practices in line with ADB’s Green Event policies.
There are a number of useful suggestions regarding how the Host Country or PCO may be able to achieve a more sustainable event by simply making a few tweaks on how they procure partners and plan for the annual meeting.
The creation of a sustainable annual meeting is an aspect of the event that needs to be woven into the culture and vernacular of those organizing the meeting to ensure it remains top of mind during the planning phases across the engagement of all venues, vendors and suppliers
Important Information:
- Sustainability principles are followed in planning and implementing the Annual Meeting to make the meeting cost-effective and financially successful as well as socially responsible, and to reduce its carbon footprint.
- Sustainability considerations enter all aspects of the Annual Meeting planning and implementation cycle, affecting critical decisions on the venue, hotels, and supplier selection and management.
- All host country and ADB staff and their respective suppliers must be familiar with the economic, social and environmental sustainability objectives of the Annual Meeting, and work towards implementing them.
- Implementation of sustainability principles in accordance with ISO 20121 requirements will enhance the host country's reputation as an event venue and strengthen its relationships with key clients, suppliers, partners and other stakeholders.
Event Sustainability Policy
Recognizing that events have economic, social, and environmental impacts on the host country, ADB prioritizes event sustainability as the core of its Annual Meeting management process. ADB and the host country work closely to ensure that the environmental, social and economic impacts of the Annual Meeting on the host country are monitored and continuously improved.
ADB's Sustainable Events Policy
- Making the Annual Meeting “green” is consistent with ADB’s objective of promoting environmentally sustainable growth. In cooperation with the host country, ADB strives to make the Annual Meeting greenerADB is committed to showing sustainable leadership for the entire event, from conceptualization to post-event review, and to adopting sustainable event management practices, and sharing them with its stakeholders.
- ADB follows a sustainable events management system conforming to international standards and best practices to facilitate continual improvement.
- ADB will adhere to the host country's legal requirements and respect diversity in implementing the economic, social, and environmental aspects of sustainability, supplemented by international best practice.
- ADB ensures that it engages its stakeholders operating on the principles of inclusivity, stewardship, integrity, and transparency across the entire event management cycle.
- ADB commits to a positive sustainability legacy within the supply chain; it works with its government counterparts, its supply chain, and the host community for their engagement and capacity development, and ensures the long-term improvement of the economic, environmental, and social aspects of the Annual Meeting.
ADB ensures that this sustainable events policy is available and communicated to stakeholders for adherence in Annual Meeting event management operations and decision making. ADB also ensures that ADB and host country personnel involved in organizing the Annual Meeting are aware of the impact and consequences of actions within the event management cycle, and contribute towards making these impacts more sustainable.
Environmental Impact
- ADB and the host country take measures to reduce the carbon emissions associated with the Annual Meeting, such as reducing the amount of paper and publications used, reducing shipments, and recycling paper and other meeting materials.
- ADB encourages the host country to contribute to making the Annual Meeting greener, by using environmentally friendly transport (e.g., the subway, if any) or encouraging active transit (walking or even cycling between venues), encouraging hotels to implement policies such as reusing bed linens and towels, using china cups instead of paper ones, placing recycling bins in the venue, and using recycled paper.
- Any environmental policies implemented in the host city and venue should be highlighted on the host country website.
- If carbon offsets is a priority and is able to be integrated into the event planning, it would be of benefit to engage an offset provider who can help the Host Country calculate the emissions from the annual meeting, to offset.
Making the Annual Meeting “green” is consistent with ADB’s objective of promoting environmentally sustainable growth. In cooperation with the host country, ADB strives to make the Annual Meeting greener, taking into account environmental considerations and budget implications. The participation of the host country, PCO or events manager, meeting venues, and hotels is essential to implement any environmental conservation or reduce–reuse–recycle measures. ADB welcomes the support of the host country in this endeavor, as well as any suggestions on how to further improve these measures.
Some reduce-reuse-recycle measures that the ADB and host country secretariats should implement are set out below.
| Reduce amount of paper used | Reduce the number of publications taken to the meeting. |
| Reduce the printing of documents onsite. | |
| Encourage the use of electronic files instead of paper ones. | |
| Print documents on both sides of the paper. | |
| Send invitations, notifications, guidelines, newsletters and correspondence electronically whenever possible. | |
| Encourage online access to list of participants, presentations, Governors’ statements | |
| News releases disseminated through ADB's website and emails | |
| Limited number of copies of external partner publications | |
| Reduce emissions associated with the Annual Meeting | Choose venues with minimal travel requirements for delegates |
| Reduce the volume of air and sea shipments to and from the meeting venue. | |
| Reduce the number of shuttle buses to be used at the Annual Meeting (e.g., provide shuttle buses only for official hotels). | |
| Encourage participants to use public transport (e.g., the subway), where possible and appropriate. | |
| Provide participants with a free public transport pass, where appropriate. | |
| Encourage environmentally friendly measures at the venue, such as using an onsite electricity co-generation system and recycling water. | |
| Reuse materials | Reuse boxes for return shipment, if possible. |
| Request hotels and participants to reuse their sheets and towels. | |
| Request hotels and caterers in meeting venue to use china cups instead of paper ones. | |
| Recycle paper and other materials | Print Annual Meeting documents on 100% recycled paper using natural inks such as soy, where possible. |
| Place labeled recycling bins at the meeting venue and in hotels for paper, cans, plastic | |
| Donate documents to depository libraries and universities. | |
| Use locally made or available furniture and equipment | Use local furniture and equipment. Avoid new or custom-made or imported furniture and equipment. |
| Use fold-up and multifunctional furniture | Use fold-up furniture for easier transportation from one location to another. If possible choose multifunctional models of furniture for offices and meeting rooms. |
| Use environmentally friendly materials | Use environmentally friendly materials in the construction of offices and rooms, including legally and sustainably harvested materials. Materials should be recyclable. |
| If souvenirs will be given during the meeting, it is encouraged to give out useful sustainable items such as USB sticks or those that support local schools, artisans or crafts people. | |
| Reduce Power When Heating and Cooling | Heating and cooling are often necessary for indoor venues throughout the meeting however where possible, ADB recommends that open windows and natural means should be used to regulate temperature. Where this is not possible, fans, heaters and air conditioners may be used. The recommended temperature range to optimize indoor thermal comfort for most people is 18oc to 26oc. |
Other specific measures that the contractors and suppliers in the host country should implement relate to the venue, the hotels, and food services.
- At the meeting venue:
- recycle all material waste when possible
- keep cups and glasses to reuse throughout day when possible
- recycle registration badges, and other materials
- turn off lights and IT equipment when not in use and enable energy-saving
- plan the setting of the offices in a way that maximizes the use of natural light, such as working stations close to windows or coffee areas with natural light
- host country or venue owner/manager should use recycling bins and segregate waste (e.g., paper, plastic, metal, organic) at source. Ensure that there are sufficient bins for segregation and that they are well-marked. Refer to Appendix 147 Guidelines on Waste Management
- ensure that noise level in the meeting areas is bearable or within the allowable limits; otherwise appropriate sustainable solutions should be implemented
- At the hotels (Appendix 148 contains a sample hotel green form):
- use paperless check-in, checkout, and billing procedures
- provide towel and sheet reuse opportunities
- turn off all lights and air conditioning before leaving room
- unplug or turn off television, razors, computers, and hairdryers when not in use
- provide cards that guests can leave in the bathroom stating they do not want to have their toiletries replaced
- For food services:
- use cloth instead of paper napkins, and use reusable plates, cups, glassware, and silverware
- serve sugar, milk, and condiments in reusable containers
- Use of “Fairtrade” product where possible: Fairtrade is about stable prices, decent working conditions and the empowerment of farmers and workers around the world
- Consider a greater proportion of vegetarian food. A single serving of meat creates approximately 5 kilograms of greenhouse gasses.
- Provide water refill stations and encourage participants to bring their own water bottles or keep cups to the meeting
- If barista coffee is being served, ensure the stations have the ability to be able to clean/rinse keep-cups that participants should be encouraged to bring with them onsite or may have the option of purchasing through the caterer.
- Use crockery not single-use packaging and offering discounts to participants for their sustainable behavior is a good way to encourage waste minimization i.e. coffee discounts for using Keep Cups.
- serve beverages in pitchers or large reusable containers whenever possible
- encourage hotels to prepare meals with locally grown, organic produce when available
- provide recycling bins for beverage cans and bottles
- reuse or compost waste generated where feasible
- use locally grown and non-frozen food and drinks
- do not pre-fill water glasses at seated functions but to do so only upon request
- use water dispensers in refreshment areas
- provide lowest possible number for catering. Inform caterers of the exact number of participants and re-evaluate quantity needed during the meeting to avoid waste
- menu for caterers should have a wide range of food choices to accommodate all kinds of food restrictions
- where possible, donate surplus food to local shelters
- For venue, hotel and food services:
- use sustainable decor, such as using potted plants instead of cut flowers
- avoid decor that might be related to animal cruelty or use of parts of animals or plants from endangered species ( e.g. fur, rare flowers)
- switch from printed signage to digital. Avoid using PVC, adhesive polystyrene signage
- ensure the availability and accessibility of safe drinking water
- provide a sustainable sanitation solution with a well-trained team
- use existing buildings when available and avoid erecting marquees or tents, but if required ensure environmental compliance (have an Environmental Impact Assessment before implementation)
- rent furniture instead of purchasing, whenever possible
- Prohibit the use of banned substances and materials or chemicals and their components used for construction, pest control, cleaning agents. Refer to Appendix 149 Samples of Prohibited Materials or Substances.
- As much as possible use locally available and environmentally-friendly materials which can be recycled
- If the Host Country opts to provide gifts to participants or Governors, these should be in line with ADB sustainability guidelines.
- Do not serve exotic food that comes from endangered species, such as shark's fin
Example checklist to provide hotels/ venues for completion to ensure they are taking all measures to run a Green and Sustainable Meeting.
Social Impact
Employees: ADB works closely with the host country to ensure that all staff, consultants, contractors and suppliers involved in working on the Annual Meeting are engaged under terms and conditions consistent with the country’s labor laws, especially on working age, working hours, rest time, staff development and training. Employers should ensure adherence to occupational health and safety standards, and provide first aid and access to medical services as well as relevant employee benefits including medical insurance. Employers should have an equal opportunity policy, including provisions for employees with special needs.
Local community: ADB and the host country work closely to communicate frequently with the local community so that they know about the meeting and understand its purpose. An Annual Meeting communication plan is drawn up each year covering print, broadcast and social media as well as outreach events including seminars and speaking engagements by ADB Management. Wherever possible, local staff are engaged to support the ADB and host country secretariats.
Efforts are also made to ensure that the Annual Meeting does not inconvenience the local community by closing roads or parts of the host city, or blocking access to their homes or work-places.
Participants: ADB and the host country collaborate to ensure that participants from overseas have opportunities to experience and learn about the host country’s culture. The Annual Meeting provides a window on the host country, showcasing its history, culture, food and traditions through exhibits, cultural shows, and special events. Wherever possible, local produce is selected over imported produce, and local small and medium enterprises (SMEs) are encouraged to display -- and even sell -- their wares at the Annual Meeting.
ADB and the host country also work closely to ensure that Annual Meeting participants have a clean, safe and comfortable environment at the venue(s), the hotels and in the transport provided for their use by the host country. They also put in place efficient and effective facilities including communications to ensure a high quality work environment for all participants. The host country should provide the list of nearby restaurants in the venue and hotels to participants.
Economic Impact
ADB and the host country endeavor to bring as much business as possible to host country companies and businesses by engaging local contractors to supply goods and services for the Annual Meeting including transport, printing, catering, furniture, equipment and technical requirements, uniforms and others. The procurement policies and regulations of ADB and the host country are followed in selecting suppliers.
The host country ensures that local businesses and companies associated with the Annual Meeting in any way adhere to relevant business and labor laws, and that they have good governance and transparency policies and procedures in place.
Opportunities are also provided to encourage investment and showcase local businesses by holding events such as a business or investment summit, host country seminars, exhibits, and setting up a business matching hub where local companies can meet overseas companies with similar interests.
Economic data are gathered on the number of overseas participants and the average cost of hotel rooms and expenses during the Annual Meeting period. If available, data may be captured on additional travel and extended stays of the Annual Meeting participants to estimate the impact of the annual meeting on the local economy.