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ACTA Adelaide : ACTA Adelaide
16 Planner's Guide 2009/10 Planning and policies Prepare a written environmental policy for your event which can be shared with suppliers, delegates and speakers. Estimate the total carbon footprint and plan to offset the carbon emissions produced at the event. Detail this in your costing so it is clear to the client. Look at past event energy use and wastage and find ways of reducing this. Track your results after the event. Plan your event precisely (looking at numbers, duration, size of venue and number of rooms required) then select the right venue to fit, so you use minimum energy and resources. Ensure your tender clearly states your commitment to the environment and request all respondents to outline their policies. Establish a policy that encourages all suppliers to submit proposals and quotes electronically. In all communications with exhibitors and contractors request that waste and packaging be reduced. green check list for business events Travel selection Consider using airlines with offset programs. Travel with companies that are implementing green policies. Fly visitors by the shortest route possible, not just the most affordable. Choose a venue that is easily accessible by public transport or by foot. Accurately monitor the number of delegates needing transport at each stage of the event and match this to the transport vehicle size. Offer day or weekly traveller tickets to promote public transport use. Use delegate shuttles and where possible use hybrid vehicles. Consider bike use by providing bike racks and a bike concierge. Reduce site inspections and use local scouts to gather information. Offset carbon emissions for transport. Venue selection Give preference to venues with a sound environmental policy. Work with the venue to ensure lights and air conditioning are switched off when not in use. Consider venues that use 100 percent accredited GreenPower and that can be accessed by public transport. Choose venues that have environmental accreditation eg. Green Star ratings or Green Globe accreditation. Consider venues that use as much natural light and natural ventilation as possible. Find out if the venue is taking steps to improve or establish its accreditation. Ensure the venue has good waste reduction procedures and uses biodegradable supplies. Ensure the venue supplies separate bins for delegates to be active recyclers.