Organising High Performance Sustainable Events

MCI Sustainability ServicesGuy Bigwood Group Sustainability Director

MY MISSION

31Countries

60Offices

1,900Employees

5,100Projects

404MTurnover / €

MCI at a Glance

A profitable global company with

a solid foundation

MCI is an independently owned company with

headquarters in Geneva, Switzerland. Our 1,900

professionals in 60 cities and 31 countries work with clients

across Europe, the Americas, Asia-Pacific, India, the

Middle East and Africa

Impact at MCI so far

30k

Trained over 30000

professional on

sustainability

19 Awards won since

2010 for Sustainability

Programme and Services

100% of Preferred Partners

subscribe to our

Sustainability Policy

17% reduction in carbon

emissions intensity since

2010

27% of our offices running

on renewable energy

Volunteered 18,900+ hours,

raising €1.7m for 3,400+

projects since 2009

38% of director level

positions or above held by

women

Development of Ethics

Framework & Assessment

Process

Author:

Date:

The Framework

HOUSING AND REGISTRATION

VENUE

ENERGY & OFFSETS

BRANDING & COMMUNICATIONS

AGENCIES

The MCI Sustainable Event Management Approach

focuses on 10 workstreams.

The toolbox uses guidelines, templates and supplier

questionnaires to engage the value chain to measure

and improve performance.TRANSPORTATION COMMUNITY OUTREACH

FOOD ANDBEVERAGE

Builds upon APEX/ASTM Environmental Sustainability Event Standard covering all major areas of meeting production

DESTINATION

PRODUCTION (CONSTRUCTION, IT, AUDIOVISUALS, EXHIBITS)

Tactical Focus and Workstreams

DestinationThe Destination

Look for a Destination In Action

23 destinations formulated & signed theScandinavian Sustainable MeetingsAccord, a declaration outlining tenspecific environmental and socialactions, and participate in regularmonitoring and reporting of theirsustainability performance.

SCANDINAVIA

Commissioned industry research, engagementand benchmarking study and developedrobust Sustainability Guidelines for the MICEindustry.

SINGAPORE

THAILAND

Became an early pioneer of sustainability in Asiaby creating a dynamic roadmap for GreenMeetings and a Green Meetings Guidelines backin 2008, have now embarked on a 5 yearambitious sustainable destination master plan.

Established the first community-based programme that provides a comprehensive sustainability framework and sets standards for the hospitality industry in worldwide. Issued comprehensive destination sustainability report.

ORLANDO, UNITED STATES

The Global Destination Sustainability

Index (GDSI) is a collaborative business

initiative created to help Destinations,

Convention Bureaux, Event Planners and

Suppliers drive the adoption and

recognition of sustainable practices in their

city and in the global events industry.

But how do you find a good destination?

The Global Destination Sustainability Index

To promote the sustainable growth of international meeting destinations, highlighting best practices and responsible business tourism.

Why

Where

Throughout 35 cities on 5 continents and growing globally

How

Benchmarking and assessment in 4 key areas will be used to rank each destination

WWW.GDS-INDEX.COM

TOP TIP: Ask the CVB to help you make the event more sustainable

12

TOP TIP: Ask for free or discounted public transport passes

Venue and Hotel

Contract venues and hotels with

green policies, practices and

certifications

Find a responsible venue

• Develop a policy• Send venue Requirements:

- Do you have a linen reuse program?- Do you have/implement food composting?- Are you third-party certified in sustainability?- Do you: Shut blinds/curtains in empty rooms,

Turn off lights in empty rooms etc

• Include clause in contract

Elements of a Sustainable Venue

Case Study: Las Vegas Sands Eco 360 Sustainability Program

What components should a hotel’s sustainability strategy include?

Production

MCI’s Sustainable Production Approach – 5 R’s

Rethink Reduce Reuse Recycle Report

1. RETHINK

Rethink: Project not build

Resource

Efficient

Source: Dorier

Rethink: Where can I make better material choices?

Signs and banners Carpeting and stands Inks, Lanyard & Badges

Material Choices (1/3)

Source: Meet Better - 167 Easy Ways to MeetGreen

Material What’s it made of? Is it Sustainable? Caution Ranking

Rigid PVC

(Komatex,

Sintra)

Polyvinyl chloride (PVC)

plastic & petroleum

• Durable & highly reusable.

• May be recyclable by the

manufacturer.

• Processing can use harmful

chemicals like mercury, lead,

cadmium, phlathates.

• Difficult to recycle.

Fiberboard

(HDF/MDF)Wood

• Durable, reusable, renewable

materials.

• May contain recycled content

and be recyclable by the

venue or manufacturer.

• Processing can use harmful

chemicals like formaldehyde.

Cardboard

(Re-board,

Falcon-board)

Straw, paper, reeds

• Renewable, recyclable

materials, light-weight.

• Lower relative energy

footprint.

• Recyclable by venue.

• Less durable than other

alternatives.

Booth & Display Boards

Material Choices (2/3)

Source: Meet Better - 167 Easy Ways to MeetGreen

Material What’s it made of? Is it Sustainable? Caution Ranking

Foamboard

(Ultra Board,

Gator Board,

Foamcore)

Polystyrene, petroleum

• Lower emissions and energy

use than alternative.

• Lightweight.

• May be recyclable by

manufacturer

• May use harmful chemical like

benzene in manufacture.

• Not recyclable by venue.

Bio Foamboard

(Insite)

Plastic Foam Centre and

paper surface

• Biodegradable

• Made from at least 15%

recycled content

• Paper from Sustainable

forests

Cardboard

(Re-board,

Falcon-board)

Honeycomb board made

from Straw, paper, reeds

• Renewable, recyclable

materials, light-weight.

• Lower relative energy

footprint.

• Recyclable by venue.

• Specific versions available for

outdoors

Free-Standing Signs

Material Choices (3/3)

Material What’s it made of? Is it Sustainable? Caution Ranking

Vinyl

Polyvinyl chloride (PVC)

plastic & petroleum

(new product called Bioflex

which is better)

• May contain recycled content

or be biodegradable.

• Durable, reusable.

• May be recyclable by

manufacturer

• Can be upcycled into

consumer goods or donated.

• Processing can use harmful

chemicals like mercury, lead,

cadmium, phlathates.

• Difficult to recycle.

Stretch Panel

(Ultraflex)

Polyester ideally with

recycled content

• May contain recycled content.

• Durable, reusable, light-

weight.

• Can be recyclable

• May be upcycled into

consumer goods or donated.

• Processing may involve

chemical-heavy processes.

• Difficult to recycle.

Stretch Panel

(UltraTex)Organic plant material

• Made from organic materials

• Biodegradable and

recyclable.

• Durable, reusable, light-

weight.

Paper Wood, straw, grass

• Renewable, recyclable

materials.

• Readily recyclable by venue.

• Less durable than

alternatives.

• Processing may use bleach.

Flexible Banner Signs

Source: Meet Better - 167 Easy Ways to MeetGreen

2. REDUCE

Reduce: Carpet

Reduce waste: Save on Costs

Eliminate Single-Use Items

• Condiment stations

• Plastic cutlery vs. India’s Edible Cutlery

Eradicate Water Bottles

• Bottled water = $6,000 for 225L of water

• Water dispenser = $178 for 225L of water

28

Conservative spending was performed at the Danish

Maritime Forum 2015, which drove the policy of eliminating

free umbrellas, document bags and other merchandising -

saving approximately €26,000

Advocate Conservative Merchandise Spending

3. REUSE

Reuse: Banners

Donate and support the local community

Upcycle and repurpose material Reuse signage when possible

Collect lanyards and badge holders

Reuse: Carpets

• Rent carpets instead of buying them• Rent reused carpet tiles• Switch to recyclable carpet• Switch to carpet made from recycled

materials

4. RECYCLE

Educate Staff, Suppliers and Participants on Waste Stream Management Processes

Implement Proper Segregation Bins

• Ensure that recycling and compost bins are accessible and sufficient

• Improve signage: photos and words

Partner to improve event recycling

5. REPORT

“In God we Trust.All other must bring data.”

-W. Edwards Dening

© 2016 SAP SE or an SAP affiliate company. All rights reserved.

Run Simple, Run Sustainable

This approach was successfully

piloted at the 2016 dKom series;

significantly increasing the event’s

social, environmental and economic

performance.

dKom 2016 ResultsWaste Diversion

Diverted

66%of waste from

landfill

or the weight of

41x elephants

Cost Savings

Tracked

€86kof savings (net)

ROI of

66%

Carbon Emissions

Offset

100%of local

emissions

or the annual CO2 output of

676Germans’

Local Sourcing

Sourced

81%of food locally,

on average

i.e., within

160km

Community Development

Donated over

$25.5kto community

projects in China and the US

supporting

4 NGOs

SYMANTEC Case Study

• Reduced use of PVC, carpet, wooden stage sets

• Switched to LED lighting, carpet tiles, module stand systems – made from recycled aluminium

• Switched to more sustainable print substrates

Before

88 tons of waste37 kg/participant

After

10 tons of waste5 kg/participant

x70 x11

Food and Beverage

Use Sustainability to Improve THE DINING EXPERIENCE

FLOSSFair

Local

Organic

Seasonal

Sustainable

42

PROMOTE EXCITING

VEGETARIAN FOOD

Opt for a More Sustainable Menu

Water-Wise Menu

According to the Water Footprint Network:

• Beef has 3.5 times the water footprint of

chicken, and 8 times that of vegetarian option

• Choosing chicken over beef for a 2650 person

banquet saves enough water to fill an Olympic-

size swimming pool

REDUCE THE BEEF

Livestock and their byproducts

account for at least 51% of all

worldwide greenhouse gas emissions

Work with chefs to tell a story about local food and sustainability

50% of food is wasted in the farm to

fork process

MANAGE YOUR WASTE

46

Try something different

47

Transportation

Audience Quiz: Which is

the biggest source of Co2

emissions at an event?:

A) Vehicle transportation

B) Venue emissions

C) Flights

D) Speakers talking too much

Conduct Proper Transport Planning

Promote Carpooling

SAP developed an app ‘TwoGo’ for its

Global dKom event series that made

carpooling for the delegates easy

Develop Policies

• Reduce pollution by applying an anti-

idling policy that follows a designated

route

• Reduce waste by filling buses to

maximum capacity and favouring

transport using battery, biofuels or

newer, more efficient vehicles

• Apply a low cost per delegate fee in your events and invest in

certified development projects

Integrate Carbon Offsetting

Community Outreach

Think longer-term

Symantec created a

partnership to deliver

Plant-for-the-Planet

Academies at their

conferences

Branding and Communication

Educate

• Use the event to educate and raise awareness about

sustainability and catalyse action

• SAP dKom Global 2016 electric car and e-bike exhibition

Choose Ethical Merchandise

Who made this?

What were their working conditions?The Thailand Convention and Exhibition Bureau

incorporates locally-sourced gifts into their supply chain

Make your efforts visible

Symantec Vision Symposium 2014

• Signage near the registration area to share information about its initiatives

• Awareness campaign two months before with articles in the event newsletter and on website

• Keynote sessions on sustainability at the company

87%

13%

AFTER

Aware Not Aware

59%

41%

BEFORE

Aware Not Aware

Results of Symantec Sustainability Communications

And don’t forget…to be

Sustainable, we need to have FUN!

Promote Sustainability &

Wellness by sponsoring pedal

powered Juicers or Charging Stations

Pedal Power

Summary

HOUSING AND REGISTRATION

VENUE

ENERGY & OFFSETS

BRANDING & COMMUNICATIONS

AGENCIES

The MCI Sustainable Event Management Approach

focuses on 10 workstreams.

The toolbox uses guidelines, templates and supplier

questionnaires to engage the value chain to measure

and improve performance.TRANSPORTATION COMMUNITY OUTREACH

FOOD ANDBEVERAGE

Builds upon APEX/ASTM Environmental Sustainability Event Standard covering all major areas of meeting production

DESTINATION

PRODUCTION (CONSTRUCTION, IT, AUDIOVISUALS, EXHIBITS)

Tactical Focus and Workstreams

But isn’t all this

EXPENSIVEtoo?

Not necessarily!

(Our average ROI of 66%)

Symantec Vision Symposium 2014The global event series was held in Paris, Munich, Dubai and London, and saw 2,757 delegates globally.

Achievements

• Sustainability related savings (net): €25,426

• Average waste/pax of 0.42 kg, with a further 89% of waste being diverted

• Total economic benefit of over €2million to local economy

• Delegate awareness of Symantec’s Sustainability Programme went from 59% to 87%

• Won the 2015 IMEX-GMIC Green meeting Award

SAP dKom Series 2016The Developer Kick-Off Meeting global series was held in Manheim, Karlsruhe, Bengaluru, Santa Clara and

Shanghai, and was attended by 20,065 SAP employees around the world.

Achievements

• Sustainability related savings (net): €86,256

• Return on Investment (ROI) of 66%

• Average waste/pax of 6.2kg, with a further 88% of waste being diverted

• 100% of event run on renewable energy

Report: Corporate Case Studies

Danish Maritime Forum 2015The Danish Maritime Days run international conference was held in Copenhagen and attracted 200 delegates.

Achievements

• Sustainability related savings (net): €26,000

• Return on Investment (ROI) of 473%

• Waste diversion rate of 100%, with the event generating a sum total of only 0.92kg of waste.

• Run community outreach programmes educating over 1,600 children on the importance the maritime

industry’s role in marine conservation

Engineers Australia Convention 2014Hosted by Engineers Australia, Convention 2014 brought together 2,070 delegates in Melbourne to advance the

engineering profession through sharing of expertise.

Achievements

• Average waste/pax of 3.6kg, with a further 89% of waste being diverted

• 100% of food and cold beverages sourced from Australia, and 93% from within Victoria

• Engaged 6 Australian non-profit organisations (e.g., food distributing services like SecondBite and

OzHarvest and local engineering projects like Engineers Without Borders)

Report: Association Case Studies

Sustainability Creates Value

Demand IS INCREASING

66%of consumers say they are willing to pay

more for sustainable brands - up from 55%in 2014 and 50% in 2013.

Source: NIELSEN

79%of our clients have increased their focus on event sustainability over the last 3 years

It’s about PROGRESS and not PERFECTION

If you have any questions or require more information, please contact:

Guy.Bigwood@mci-group.comRoger.Simons@mci-group.comPranav.Sethaputra@mci-group.com