Recently, we received this question from one of our Impact alumnus:

Hey everyone,
A chapter of an organization I am with is hosting a conference in May and one of the focuses is on sustainability. What steps were taken in Impact! to keep the conference as sustainable as possible?- Ijaz

Jeannie Shore, Chair of the conference Logistics Committee and The Co-operators Manager, Member & Co-operative Relations, provided this blueprint for planning a sustainable event.

From a logistics perspective, we have some general rules that we follow when planning our corporate events at The Co-operators.  These include such things:

1. Examine the use of paper for information to the participants.  If they are going to print whatever you send, it is more sustainable for you to print it on 100% recycled paper and double-sided, as the participants likely will use regular paper and single sided.  Otherwise use web-based communication whenever possible (both before and after the meeting).
2. Insist on all condiments (ie. sugar, cream, jam, butter etc.) and snacks (granola bars) be served in bulk.  We usually have the hotel supply home baking instead of bought snacks. This saves a lot of waste in packaging and is cheaper too.  We also don’t allow plastic water bottles … we use jugs and glasses or give out water bottles.  Juice is another thing, as there is waste if a jug only has one glass out of it and they have to throw it out.
3. Quantities of food are carefully determined so there is minimal waste. Some hotels have a program to donate unused food but it isn’t universal yet.
4. Look at the location of the event and try to choose somewhere that is central to the majority of the participants to reduce the need to travel. Encourage travellers to travel at the same time to allow for car pooling.
   For Impact! The Co-operators Youth Conference for Sustainability Leaderhip, we were not able to arrange car-pooling due to insurance reasons but we did encourage it for those who travelled in cars and there are websites that assist with this. The speakers may be able to speak via videoteleconference or webex to save travel.
5. If people are staying in a hotel, provide a list of sustainable practices for the hotel including that they have a recycling program and don’t wash sheets/towels every day.
6. The menu should be local, fair trade and organic.  We also try to have co-op choices as we are a co-op. This is easy when it comes to dairy as there are lots of dairy co-ops.
7. We also look at using co-ops and sustainable companies if we have giveaways.  We have used Mountain Equipment Co-op in the past for the bottles and other items and I’ve listed the ones for Impact in the next section.
8. We arrange for a donation to local charities to contribute socially to the community in which we meet.  This is usually a raffle that the participants join in.  We choose a really small, grassroots organization that would benefit from even a small donation.  We have also given an amount per participant to local environmental charities to offset the carbon footprint.  We choose one each for air, water and earth.  Again we choose small projects that would benefit from a couple of hundred dollars.

This IMPACT conference allowed us to use some new suppliers:

•  Me to We Responsible Style for shirts & scarves
•  Bio-Badge for biodegradable badge holders
• Universal Links sourced our notebooks for us (100% recycled content and Canadian made)

As well, specific to this IMPACT event:

• Almost all meals were vegetarian, a more sustainable choice
• Local produce and foods used by U of G Hospitality in meals
• White boards and black boards instead of flipcharts
• Included all necessary information for the meeting in booklet with nametag
• All printed material was on 100% recycled, wind-powered, FSC stock and was recycled at end of event
• Badgeholders will be reused at future event … even though they are biodegradeable
• Minimal shipping of materials as event was held close to our head office
• Used rail for as many travellers in Ontario and Quebec as possible to avoid unnecessary flights
• Timed arrivals to be shuttled together to Guelph from airport and train station in Toronto (only two buses from Union Station to Guelph needed, only one for return)
• Biodiesel buses for transport to River Run Centre
• Posting video and podcasts allowed others to experience the conference without travelling to it

In many cases, these little things don’t cost more money or can even save money.  They take a little time and effort … and be sure to tell your participants so they take it away and start to do it themselves too!   Just the fact that you asked us is a compliment to our event.

Jeannie

Ijaz isn’t the only one who has complimented the sustainability of Impact! The Co-operators Youth Conference for Sustainability Leadership. During the post-conference evaluation, Tom Ewart, Manager of the Network for Business Sustainability said: “It’s probably the most sustainable event I’ve been to.” Chad Park, Sustainability Advisor at The Natural Step Canada also agreed.