Meet sustainably

Minimum requirements
– Reflection on the need to hold a physical meeting/event.
– Replacement of a meeting (if relevant/appropriate) by an audio/video conference or webinar, possibly supported by additional corporate solutions for collaboration.
Advanced options
– Use of a sustainable event management system (e.g. ISO 20121) or environmental management scheme (e.g. EMAS) internally or by suppliers/contractors.

Minimum requirements
– Easy access by public transport, bike/walking and availability of secure bike parking facilities
– Energy efficient building
– Waste collection and recycling system in place
– Additional ICT facilities available allowing virtual (remote) participation
– Limited customization of room needed: (a) Limited transportation necessary for equipment and persons and (b) Pre-set meeting room layout (rather than customized room, which implies use of additional resources)
Advanced options
– Venue with an environmental management system in place (e.g. EMAS)

Minimum requirements
– Use of on-line promotional tools (e.g. on-line registration, on-line communication material and resources)
– No use, or limited and optimised use, of printed promotional material (e.g. eco-friendly design & printing)
– Avoid and limit distribution of promotional gadgets and gifts (e.g. minimise the number and include eco-friendly criteria)
– Request the minimum office supplies, choose them recycled, rechargeable and made of natural material, collect them after the event for future use
– Re-use conference materials from past events for the same purpose (e.g. stands, general banners)
Advanced options
– Re-use conference materials from past events for different purpose (e.g. old banners turned into bags)

Minimum requirements
– Choose seasonal (and/or organic) food and drinks
– Offer a larger choice of plant-based food options
– Prevent food waste and avoid single-use items (e.g. use reusable cutlery and crockery, drinking water in jugs)
Advanced options
Advanced options
– Propose a full vegetarian or vegan menu, as well
– Give extra points in the selection procedure to certified caterers applying environmental management schemes (e.g. EMAS)
– Explore food donations of leftover food in collaboration with the catering sub-contractor (when possible).

Minimum requirements
– Choose seasonal (and/or organic) food and drinks
– Offer a larger choice of plant-based food options
– Prevent food waste and avoid single-use items (e.g. use reusable cutlery and crockery, drinking water in jugs)
Advanced options
– Propose a full vegetarian or vegan menu, as well
– Give extra points in the selection procedure to certified caterers applying environmental management schemes (e.g. EMAS)
– Explore food donations of leftover food in collaboration with the catering sub-contractor (when possible).

Minimum requirements
– Recommend accommodation close to the venue and easily accessible by public transport, walking and cycling
– Information on sustainable commuting provided to participants (e.g. maps, timetables)
– Recommend that participants use more sustainable modes of transport (e.g. train instead of air travel)
Advanced options
– Choose certified hotels that apply sustainable operations (e.g. Green Key, EU Ecolabel) or an environmental management system (e.g. EMAS)
– Recommend that participants compensate the GHG emissions from their travel

Minimum requirements
– Require companies to apply eco-friendly procedures when performing the contract, or to employ staff in a socially-conscious manner (e.g. complying with safety and labour rules, employing disadvantaged/long-term unemployed), even among sub-contractors (e.g. catering, accommodation)
Advanced options
– Select fair trade products (e.g. promotional material and gadgets)

Minimum requirements
– Communicate the sustainability of your event (e.g. involve participants and stakeholders, follow- up communication)
Advanced options
– Implement a sustainable event management system (e.g. ISO 20121) or environmental management schemes (e.g. EMAS), directly or via suppliers/sub-contractor