If you print this guide please only print it black and white and double-sided
Sustainable Meetings and Events
A Guide for World Bank Group Employees
Imagine a stack of 100 plastic name badges resting on top of 600 disposable water bottles 1200 Styrofoam
cups and plastic utensils thousands of pages of printed brochures and handouts and an untold number of
promotional giveaways
Then multiply that by a million
And drive it all to landfills throughout the country
That illustrates just part of the environmental impact of Americas convention and meeting industry ndasha $107
billion industry that serves 1365 million people attending 12 million business events each year
--- Dan Keeler ldquoCrunch Timerdquo Global Finance The Energy Issue September 2006
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SUSTAINABLE MEETINGS GUIDE Version 24 2
About this Guide
This guide details considerations for planning a meeting or event in line with the World Bank Grouprsquos
commitment to minimize the environmental impacts of how we run our business day-to-day We
encourage you to use this guide for small meetings catered brown-bag lunches or large conferences
For smaller events consult the ldquoChecklistsrdquo and ldquoAnnexesrdquo for quick and easy things to consider For
larger events we recommend formalizing your teamrsquos commitments for a sustainable event In this
case see the ldquoGetting Startedrdquo section The ldquoNuts and Boltsrdquo section expands on each component of an
event and provides guidance on how to reduce your eventrsquos impact on the environment
The guide is divided into three main parts
1) 11 quick tips to a low-impact event helps you focus on the easily achievable tasks
2) The Nuts and Bolts section provides details on how to reduce the impact from printing and
paper use catering venue selection hotel selection ground transportation and giveaways This
section allows the user to access only those aspects of the event they want to target ndash access
the catering section if interests lie in food and beverage or check out the tips to choosing a
venue if thatrsquos most important to the planner and teamrsquos commitment
3) Checklists for organizing meetings in Washington DC or in any country office are located prior
to the Annexes for your quick reference
4) Annexes are available for planning both onsite and offsite events and are broken down by print
catering and venue selection The Annexes also include a checklist broken down by ldquoBasicrdquo
ldquoGoing Furtherrdquo and ldquoGoing Even Furtherrdquo to help planners determine the level of sustainability
they want to reach in each aspect Lastly this section also shares Request for Proposal (RFP)
language for a planner to include in any basic contracts written or verbal correspondence with
vendors
This Guide is a working document This Guide will be updated annually as additional best practice
examples are identified from our WBG colleagues and as best practices for the meeting planning
industry improve The Guide has been written with a concentration on the World Bank Grouprsquos
Washington DC offices While most of the information found in the ldquoNuts and Boltsrdquo section can be
applied globally we encourage planners in WBG country offices to contact Vanessa Ferragut with
comments suggestions and examples to strengthen this guide for use by WBG staff in country offices
(ie hosting events either in your offices or at external venues in the countries where we do business)
Both the WB Corporate Responsibility (CR) and IFC Footprint Program teams are available to guide you
through your sustainable event planning process and aid in offsetting associated carbon emissions
WB Corporate Responsibility Contact
Adam Rubinfield Sustainability Coordinator
arubinfieldworldbankorg
httpgreening
IFC Footprint Program Contacts
Sarah Raposa Program Officer
sraposaifcorg
httpifcfootprint
Sharon Esumei Sr Program Assistant Vanessa Ferragut CMP sesumeiworldbankorg Event and Outreach Coordinator vferragutifcorg
SUSTAINABLE MEETINGS GUIDE Version 24 3
Contents
ABOUT THIS GUIDE 2
CONTENTS 3
11 QUICK TIPS FOR GREENING ANY MEETING 4
THE NUTS amp BOLTS ndash THE DETAILS OF HOW TO ORGANIZE A ldquoLOW-IMPACTrdquo EVENT 5
Getting Started 5
Printing amp Paper Use 6
Catering 7
Selecting a VenueHotel for Your Event or Overnight Attendees 10
Selecting Ground Transportation 11
Gifts and Giveaways 12
Making it Carbon Neutral 13
Communicate Your Greening Efforts 14
E-Meetings 15
CHECKLIST FOR INTERNAL EVENTS 17
CHECKLIST FOR OFF-SITE EVENTS 19
ANNEX 1 ndash SELECTING A PRINT SHOP 22
ANNEX 2 ndash SELECTING A CATERER 23
ANNEX 3 ndash CHECKLIST FOR CATERING at HQ by RESTAURANT ASSOCIATES 24
ANNEX 4 ndash SELECTING A VENUE 25
ANNEX 5 ndash SELECTING A HOTEL For Overnight Guests 26
ANNEX 6 - World Bank Group Approved Sustainable Vendors for Headquarters 28
References 29
SUSTAINABLE MEETINGS GUIDE Version 24 4
11 QUICK TIPS FOR GREENING ANY MEETING
A responsible meeting incorporates sustainability considerations throughout all stages of the meeting to minimize negative impacts
on the environment and community Sustainable meetings deliver environmental benefits cost savings competitive advantages
improved image and provides a satisfying attendee experience Here are a few quick things you can do to minimize the
environmental impact of any meeting no matter how big or small it is
Go paperless (or slim it down) Provide participants with a CD or USB stick with all the conference material or
send electronically after the events
See
Pag
e 6
fo
r m
ore
info
rmat
ion
Go
to
An
nex
1 f
or
hel
p S
elec
tin
g a
Pri
nt
Sho
p
Print it green Use 100 recycled paper with a minimum of 65 of post consumer waste content avoid glossy
publications give preference to soy based (or vegetable oil) inks for all printing purposes and make all
necessary handouts black and white (when possible) and double-sided
Generalize it Design and write all materials produced for the meeting (such as banners posters signs place
cards) with generic language (do not put dates or locations) to allow them to be reused for other meetings You
can save money and paper by reusing the foam backing to your existing posters Just reprint the front and glue
on a new one
Keep it close Locate all venues within walking distance of one another For example having your evening
reception at a restaurant within safe walking distance from the hotel or World Bank Group offices saves you
both time and money
See
Pag
e 8
fo
r m
ore
info
rmat
ion
Go
to
An
nex
2 amp
An
nex
3 f
or
hel
p w
ith
inte
rnal
an
d e
xter
nal
cate
rin
g
Choose dishware Disposable cups plates and flatware not only add to landfills they also donrsquot deliver the
same ldquofirst-classrdquo service experience Asking your caterer to do away with ldquoboxed lunchesrdquo and serve the same
options on a platter adds to the experience and significantly reduces disposable use
Request sustainable catering Request Fair Trade organic andor shade grown coffee and tea (default at WBG
facilities in Washington DC) Request seasonal and locally grown produce-based meals Consider a limited-
meat menu ndash itrsquos a cheaper option and reduces the impact of raising food animals For meat request organic
free-range For seafood request caterers to follow the Monterey Bay Aquariumrsquos Seafood Watch guide
Practice the 3 rdquoRrdquos ReduceReuseRecycle Reduce at your event by minimizing the use of decorative
elements such as flowers banners etc Reuse materials and supplies by ensuring there is a dedicated area for
participants to return materials (such as delegate badges) Ensure recycling bins are clearly visible and
accessible
The gift that keeps on giving Encourage the purchasing of useful giveaways such as travel mugs aluminum
water bottles USB drives and other such items that participants can reuse
See
Pag
e 1
0
for
Giv
eaw
ays
Communicate it Sustainable meetings are about creating awareness and building understanding Ensure signs
inform attendees about the great efforts involved to reduce the negative impacts of this event
Count the emissions The steps outlined above provide a basis for ensuring an environmentally ldquolow-impactrdquo
event Ensure greenhouse gas (GHG) emissions are accounted for by instituting requirements for collecting the
necessary data throughout the event planning and execution process See
Pag
e
13
Make it online Although many of our meetings and events require in-person communication in some
instances meetingstrainingsevents can be held through conference calls e-meetings or videoconferences
On LMS there are a series of classes on how to host an eMeeting over Lotus Notes and the Help Desk can
assist you with how to host a virtual meeting using Skype
Pri
nti
ng
and
Pap
er U
se
Ve
nu
e
Cat
eri
ng
Bas
ics
SUSTAINABLE MEETINGS GUIDE Version 24 5
The Nuts amp Bolts ndash the details of how to organize a ldquolow-impactrdquo event
Getting Started
The first step in planning a meeting is setting clear goals and objectives You can start greening your event by
incorporating environmentally responsible ideas in your eventrsquos objectives Having answers to some simple questions
can help secure buy-in from your department
Some critical questions to ask before you begin planning
What is driving you to host an environmentally responsible event Is this driven by IFCWBrsquos commitment your
unitdepartmentrsquos commitment your manager or your professional or personal goals as the meeting planner
Is your groupteam interested in greening the entire event or only one or two components If your team has not
bought into the idea of hosting a sustainable event you can look for ldquolow hanging fruitrdquo to introduce some green
components into the event such as cost saving efforts like eliminating printed materials
What do you and your department identify as the most important component to a sustainable event Recycling
of plastics and paper Catering with organic and locally grown foods Reducing the use of paper by limiting the
amount printed and distributed at the event Deciding this upfront will help you manage your time and budget
needed for greening the event
If additional costs are involved in hosting an environmentally responsible event is your group willing to commit
to this financially Although sustainable practices can save money you may at times incur an additional expense
such as catering with organic foods and dishware instead of disposables You may also find cost savings (from
printing less) so be sure to analyze your entire budget and not just look at individual line items to know if it will
cost more or less to incorporate your greening goals
Once you have answers to these simple questions and buy in from your manager and team you can share your goals
and objectives with suppliers meeting attendees and speakers Having everyone understand what your goals are and
why you are making certain decisions - especially when instituting new changes - will help to reinforce your
environmentally responsible objectives throughout the meeting planning process
Itrsquos now time to incorporate environmental responsibility into the logistics for your meeting - from how communication
with participants is handled to the materials distributed during the meeting to communicating with vendors and event
partners the importance of greening your meeting
ldquoItrsquos neither quick nor easy to turn a giant ship Yet the
meeting and event industry is coming to terms with its
environmental impact and moving forward with globally
significant changesrdquo Amy Cortese One Magazine
SUSTAINABLE MEETINGS GUIDE Version 24 6
Printing amp Paper Use
There are many creative ways to cut back on paper and printing needs at your next event or even eliminate paper and
printing all together with electronic alternatives
Here are some tips to help you get started
Go paperless (or slim it down) Provide participants with a CD or USB stick with all the conference material or
send electronically after the events Have printingcopying facilities available at the venue for participants who
must have something in hard copy Reducing printing before the meeting will reduce the resources needed to
produce the paper (trees water energy etc) and will also increase flexibility for your event in-case of last minute
changes to the agenda speakers or other items
Print it green When you must print use paper that is 100 recycled with a minimum of 65 of post consumer
waste content
Keep it chlorine free Choose totally or elemental chlorine free paper for promotional material program signs
etc to avoid the use of dioxin created by bleaching with chlorine compounds (which has been connected to
cancer infertility learning disabilities diabetes and other critical health problems)
Avoid glossy publications The varnish coating required to give paper a gloss finish is highly toxic including
multiple volatile organic compounds that are made from petroleum-based products which contribute to our
dependency on fossil-fuels
Soy Veggie Soy Give preference to soy based (or vegetable oil) inks for all printing purposes The use of soy-or-
vegetable-based products avoids petroleum-based inks Soy requires no or little irrigation and leaves fewer
agricultural residues than most other crops
Lose the color and double it up Make all necessary handouts black and white (when possible) and double-sided
to use as little paper and toner as possible Black ink contains whatrsquos known as ldquoCarbon Blackrdquo which is essentially
non-toxic Black is arguably the lowest environmental impact of any ink All other colors contain different
pigments some of them metal-based like copper or barium Though these are in small amounts they donrsquot
disappear once a job is printed Whether a printed piece of paper is incinerated buried or recycled the metals
do have some impact
Choose Wisely Choose environmentally responsible printing companies for external printing contracts This will
make greening your printing needs much easier for you
Get your speakers onboard Ask your internal or external speakers to eliminateminimize handouts They can
send materials as PDF files after the event You can also post materials to your UnitDeptrsquos IntranetWebsite as
appropriate which can direct traffic and interest to your site immediately following the event
Choose erasable If available request reusable dry-mark erasable boards or blackboards instead of paper flip
charts Ensure that ldquonon-toxicrdquo markers are used These can help with collaborative communication and note
taking throughout the meeting
Generalize it Design and write all materials produced for the
meeting (such as banners posters signs place cards) with
generic language (do not put dates or locations) to allow them
to be reused for other meetings This will save you money and
time in creating materials for your next event
Reuse it You can save money and paper by reusing the foam backing to your existing posters Just reprint the
front and glue on a new one
Digitize It Determine whether your venue has means for displaying agendas session announcements and other
collateral on digital display screens instead of via printouts Not only will this negate the need for paper copies of
these items but also allows you to incorporate creative messaging videos and up-to-date communications
100 post consumer recycled paper and soy
based inks are used in the print shop and all copy
centers at the Washington DC offices In
addition all network printers are defaulted to
double-sided
SUSTAINABLE MEETINGS GUIDE Version 24 7
Best Practice Tips
Plan Ahead Planning ahead not only helps ease the pressures of schedules but contributes to planning in advance and thinking sustainably in regards to printing shipping and other processes involved Starting early allows you to pick alternatives for your printing
Survey says If distributing surveys at an event consider printing on 100 recycled paper double sided For post-
conference follow up send this electronically ndash yoursquoll be able to begin email dialogue with your attendees and
allow for easy electronic compilation of survey results
ANNEX 1 provides suggested language for a phone conversation or formal Request for Information (RFI) or Request for Proposal (RFP) This will
allow you to easily collect information about a print shoprsquos products and services that have minimal environmental impacts as well as efforts of the
print shop to minimize the environmental impacts of their operations This can also be used as a guide for sustainable printing and paper options
that you should consider for your print jobs
Catering
Catering covers all aspects of the provision of meals and refreshments for
participants from the procurement of foods to the handling of the waste
produced by catering services You can use the tips below when working
with external venuesrsquo caterers along with Restaurant Associates the
A five-day event serving 2200 people breaks breakfasts lunches and receptions uses china instead of plastic disposables it prevents 1890 lbs of plastic from going into a landfill Thatrsquos nearly one ton ndash Meeting Strategies Worldwide
SUSTAINABLE MEETINGS GUIDE Version 24 8
World Bank Grouprsquos HQ internal caterers For requests with external caterers you can use the RFP language in the
Annexes mentioned below
Here are some quick tips to help you get started
Choose Dishware Disposable cups plates and flatware not only add to landfills they also do not deliver the same ldquofirst-classrdquo catering service experience as dishware
Eat sustainable amp local Go organic where possible Opt for seasonal and locally grown produce-based meals Buying locally grown products helps support the communities and offers fresher seasonal choices without the transportation impact It is also a great way to celebrate the regionrsquos local flavor Consider a limited-meat menu - raising animals for food requires more energy water and other inputs than growing grains or vegetables and is responsible for almost 18 of annual world-wide greenhouse gas emissions1
Choose Sustainable Seafood Request caterers to not use fish on the Monterey Bay Aquariumrsquos Seafood Watch ldquoAvoidrdquo (red) list and aspire only to including fish that are on the ldquoBest Choicesrdquo and ldquoSuper Greenrdquo (green) lists Consumer demand for seafood increases is depleting fish stocks around the world and harming oceans The Monterey Bay Aquarium guide provides up to date information on sustainable seafood choices available in the US You can read more at httpwwwmontereybayaquariumorgcrcr_seafoodwatchsfw_recommendationsaspx
Request Fair Trade organic andor shade grown coffee and tea to help reduce the reliance on deforestation and pesticide use in growing these crops
Compost it If disposables must be used a good idea would be to use compostable disposables However this is only a good choice when your food scraps and disposables will be composted You will need to ensure that your venue has set up a means to collect and compost those disposables Compostable items thrown in with regular trash will just end up in the landfill where they will not decompose
Donrsquot pre-fill Ask your caterer not to pre-fill glasses of water at banquet tables- this can save substantial amounts of wasted water for large events
Emphasize the 3Rs Reduce Reuse Recycle Have recycling bins clearly visible and accessible where the meals will be served if there are individual glassaluminum beverage containers -or the like- that can be recycled
Ban the Bottle Request caterers to provide liquids in carafes ndash including water and juices Individual bottles require fossil fuels to be produced packaged and transported eventually ending up in landfills Similarly request that meals be provided on platters rather than individually packaged especially with ldquoBrown Bagrdquo lunch menu options
Bulk up Request bulk dispensers for all condiments sugar salt amp pepper cream butter etc to reduce waste from single-serve packets
Know your numbers Have attendees lsquosign-uprsquo for meals Gather an accurate attendance count Better attendance numbers will reduce food waste and costs
Evaluate and Donate Inform caterers of the exact number of participants and re-evaluate quantity needed during the meeting to help avoid waste Ask your caterer to donate leftovers to local charities
Communicate it Ask your caterer to create small table-top signs by the food being served highlighting sustainability efforts (local sustainable no packaging etc)
Composting Food waste produces methane as it decomposes in landfills if it decomposes at all Ask your
caterer if they happen to compost or would consider bringing in a composter specifically for your event At the
World Bank MC and F Building a new lsquopulperrsquo and lsquoeCorectrsquo dehydration systems turn heavy wet food waste into
It takes three liters of water to produce one
liter of bottled water ndash Pacific Institute
Studies by the World Bankrsquos Agriculture and Rural
Development Department indicate that coffee is one of the
worldrsquos most important cash crops and is vital to the
livelihood of more than 25 million small coffee farmers
globally Fair trade programs ensure that in exchange for
conducting their coffee farming in sustainable ways farmers
receive help to start cooperatives guaranteeing a higher
price for their beans which they invest back into their farms
and their communities
By not pre-filling water glasses at banquet tables during three days of served lunches for 2200 attendees 520 gallons of water can be saved
Information provided by Meeting Strategies Worldwide
SUSTAINABLE MEETINGS GUIDE Version 24 9
Best Practice Tips
Did you know that the coffee and tea served at breakfast can be used again for your
meetingrsquos morning break Rather than placing another order for the morning break
ask catering to leave the coffee and hot water urns out from the morning and replace
only what is necessary This can be replicated for the afternoon break by using the
lunchtimersquos coffee amp tea urns
a dry odor-free and nutrient-rich soil-like material The result is an 80ndash95 percent reduction in both the weight
and volume of food waste For more information visit httpgoworldbankorgV0M5EF2OT0
ANNEX 2 provides suggested language for a phone conversation a formal Request for Information (RFI) or Request for Proposal (RFP) This will
allow you to easily collect information about a catererrsquos products and services that have minimal environmental impacts It also collects information
on the caterersrsquo efforts to minimize the environmental impacts of their business operations This can later be used for communicating to attendees
as well as a guide for sustainable catering options that you should consider for your event
ANNEX 3 is for meetings and events planned by HQ-based WBG staff Since we are required to use the catering services provided by Restaurant
Associates (RA) a list of suggested sustainable catering options is provided for you to discuss with your Conference Service representative along
with a list of RArsquos default sustainable products and services as an FYI Restaurant Associates is dedicated to providing excellent service at WBG HQ
properties and can accommodate most catering needs
SUSTAINABLE MEETINGS GUIDE Version 24 10
Selecting a VenueHotel for Your Event or Overnight Attendees
At times you will need to source an external venue to host
your WBG event You may also need to source an external
hotel to host your out-of-town guests Using a venue or hotel
whose sustainability goals and objectives align with yours
provides you with more options to green your event
Consider using a venue that has a sustainability mission Ask if
your hotel offers a linen and towel reuse program has recycling services or paperless check-inout procedures You can
include these sustainability criteria in all your RFPs
Below are a few things to consider
Does the venuehotel already have sustainability practices in place Does the venue participate in any recycling
programs Do they practice energy conservation For the United States ask if they have earned any certifications
such as Green Seal Is this type of information advertised to the public For international hotels certifications
vary and may not always be awarded by the most credible sources If this is the case use the language in the
Annex for conversations and emails with hotelvenue representatives
Ask potential venueshotels to send you a summary of the environmental measures they have in
place Learning about a venuersquos best practices will help you learn what the industry is doing to be
green You might even get some great ideas from their policies for your next meeting
Is the venuehotel willing to work with your meetingrsquos green needs Many times venues wonrsquot have their own
green agenda but if asked some venues may be willing to modify services to accommodate your requests
Include in the contract a clause that states their commitment to fulfill the sustainability needs of your event
Is the venuehotel accessible by public transportation from the airport or the downtown area Is it also close to
other event locations to minimize the need for ground transportation Do they offer a shuttle to be used by your
meeting attendees to avoid the need for individual cabscars
Annex 4 is for Venue selection and Annex 5 is for Hotel selection of overnight guests Both annexes provide suggested language for a phone
conversation or formal Request for Information (RFI) or Request for Proposal (RFP) This will allow you to easily collect information about a
venuehotelrsquos efforts to minimize the environmental impacts of their operations and services This can also be used as a guide for what sustainable
options to look for when selecting a venuehotel
Annex 6 provides a list of World Bank Group-approved hotel vendors that have sustainable practices in place
A building earning the US Green Building Councilrsquos LEED Platinum certification has heatingcooling systems that donrsquot run for 13 of the year consumes 23 less energy than a typical office building and 13 of the buildingrsquos energy comes from renewable resources
SUSTAINABLE MEETINGS GUIDE Version 24 11
Selecting Ground Transportation
While most of your meetings may be taking place locally or within World Bank Group facilities please consider the type of ground transportation your guests will be taking from their hotels apartments airports or any offsite retreats you plan
Keep it close Locate all venues within walking distance of one
another Shorter distances = less environmental impact Having your evening reception at a restaurant within safe walking distance from the hotel saves you both time and money
Public Transportation Encourage the use of public transportation when possible Provide information complimentary passes and maps in guest packages if this is a city with which your guests are not familiar
Request fuel-efficient vehicles If you have to move a number of meeting attendees from one place to another using mini-buses or vans ask your transportation carrier if they own or lease any fuel efficient or hybrid vehicles
Turn it off If you hire a ground transportation provider request the company to instruct drivers to turn off the engine in order to minimize idling of vehicles when waiting for guests In many states (such as DC) this is the law
Transportation contributes approximately one-third of all US carbon dioxide emissions and must be a prime target for major greenhouse gas reductions -Sierra Club
SUSTAINABLE MEETINGS GUIDE Version 24 12
Gifts and Giveaways
Sometimes your events may call for some sort of incentive prize giveaway or other such token of appreciation of
attendeesrsquo participation Below are some helpful hints when sourcing such items
Buy Local Try purchasing items that are made as close to where you will need to ship them This minimizes the time it will take the product to arrive the amount you will spend on shipping and your carbon footprint in terms of transportation and fuel For example avoid items made abroad if your meetingevent is taking place in the United States
The Gift that Keeps on Giving Encourage the purchase of useful giveaways such as travel mugs aluminum water bottles USB drives and other such items that participants can reuse again and again This helps to minimize the amount of waste going to the landfill from items that are intended for one-time use
Whatrsquos in [the material] for me If you are sourcing giveaways such as t-shirts reusable canvas bags etc consider requesting organic cotton or products made of organic andor sustainable materials Materials such as organic cotton organic hemp organic wool kapok buckwheat or millet hulls or silk are comfortable and sustainable Some even come in colorful new designs using eco-safe dyes and color grown cotton Make sure that your items are Polyvinyl chloride (PVC) and Bisphenol A (BPA) free Ask your supplier about these materials and if heshe can help you find them for your specific order
Get your facts Just because your vendor is telling you the product is green may not always mean it is Remember that they are trying to sell you something There are many suppliers who obtain certifications (either for certain products or their entire business) to show they follow industry best practices vis-agrave-vis environmental and social responsibility Ask your supplier if they have obtained any such certifications or adhere to any sustainability principles that they can verify
Did you know that many of the crops that produce the fibers used to make our clothing and home waresmdashoften those we sleep in every nightmdashaccount for some of the highest pesticide usage In fact it takes roughly one-third of a pound of chemicals (pesticides and fertilizers) to grow enough cotton for just one T-shirt which is why it is important to consider organic cotton and other alternative fibers
Source wwworganicorg
SUSTAINABLE MEETINGS GUIDE Version 24 13
Making it Carbon Neutral
A meeting or conference can be considered carbon neutral when all possible efforts have been made to reduce the
greenhouse gas (GHG) emissions resulting from the meeting and when carbon offsets have been purchased to
compensate for the unavoidable emissions
Below yoursquoll find important steps to help measure and offset the emissions associated with your event When we
mention ldquocontact usrdquo please use the contact information for the World Bank Corporate Responsibility and the IFC
Footprint Program team members that can be found on page 2 of this Guide
Collect Data Yoursquoll need to gather data from a number of different sources to calculate the emissions from your
meeting These are
Energy at the meeting venue ndash you will need to find out the average annual (or monthly) electricity consumed
and fuel used (in boilers or generators) at the venue This data will then be prorated for the length of your
event You should ask a representative from the venue for this data from utility bills or purchase records If you
are unable to collect this data ask the venue for information about the size of the conference venue ndash contact
us and we can apply an energy intensity figure to this area to estimate the electricity consumption
Air transport to event ndash you will need to account for the distance traveled by each attendee that is not WBG
staff - each flight leg should be identified For example for an attendee going to a conference in Delhi India you
would need to know that they traveled from Washington-Dulles to Delhi through London-Heathrow and record
each of the airport codes (ie IADLHRDEL) Similarly you would need to know the routing of their return trip
NOTE All GHG emissions from flights taken by WBG staff are already reported annually and carbon offsets are
purchased to make these flights carbon neutral
Ground transport to and from the venue (between venue and hotel or airport and hotel) ndash you would need to
know how people traveled to and from the meeting how many people by what means (car--gasolinediesel
bus rail other) and over what distances For example for attendee A you would want to know that they
travelled 2 km by bus to get to the hotel and then 1 km by taxi to get to the conference venue
Hotel rooms utilized by attendees of the event - If there are a number of hotel rooms involved then you would
need to know how many hotel room days were used in order to estimate the energy associated with those
rooms based on region
Calculating your emissions ndash the World Bank Corporate Responsibility and IFC Footprint Program teams are happy to
help you calculate your emissions Please contact us to request our greenhouse gas emissions calculator and we can
help you fill out the calculator to properly calculate your emissions
Offsetting your emissions ndash the World Bank Corporate Responsibility and IFC Footprint Program teams are also happy to
help you offset these emissions Please contact us to discuss how we can offset your emissions through the purchase of
carbon offsets
SUSTAINABLE MEETINGS GUIDE Version 24 14
Communicate Your Greening Efforts
Without communicating the impact of these great efforts undertaken the sustainable event is only half effective Sustainable meetings are about creating awareness and building understanding Ensure your event communications inform attendees about the great efforts involved to reduce the negative environmental impacts of this event
Take the Floor If yoursquore the meeting coordinator you have the opportunity to spread the word Introduce yourself at the beginning of the meeting and explain the basic concepts you have incorporated point out where the recycling bins are and remind people of other key aspects of your sustainable event
Shout it out If you select to have an attendee packet consider emailing it first Materials should emphasize the vision of greening the event Have a short summary that states your goal and provides examples of sustainable options at your event (include statistics that show the impact where possible)
Example ldquoBy not printing attendee packets we were able to save an estimated 800000 sheet of paper and 8000 binders This saves about 67 trees greenhouse gases equivalent to approximately 2 cars per year 65801 gallons of wastewater and 7765 pounds of solid wasterdquo
The following websites can help you calculate your eventrsquos footprint for communication purposes
[Paper] Environmental Defense Paper Calculator
[Ground transportation] EPA calculator for converting gasoline usage or passenger vehicles into environmental impacts (use Option 1)
[Catering] EPA food waste calculator
[Waste recycling] North East Recycling Center calculator
Invite your vendors to tell their story Ask the venuehotel to provide information on what they have done to
help green the event and include this in your communications Invite the venue to create and hang a poster up at your event on their greening efforts
Show it off Ask your caterer to create small table-top signs by food highlighting sustainability efforts (local
sustainable organic no packaging etc)
Get preachy If you have selected a sustainable giveaway help encourage behavior change with fun facts For
example you can include a card or text that mentions ldquoIt takes three liters of water to produce one liter of
bottled waterrdquo on aluminum water bottles they received at your event By sharing with them useful facts and
information your attendees are more likely to reuse that giveaway in a fashion intended to minimize their own
footprint going forward
For templates and examples contact your IFC Footprint Team or WB Corporate Responsibility Team or visit the Footprint Programrsquos website to download your own copies
Best Practice Tips
Create table tents asking participants to take only what they need
and to return name badges for future use (best to create a
designated area for name badge return- a simple box labeled at
your registration area works well) Attendees like being informed
and getting involved Contact us for templates
SUSTAINABLE MEETINGS GUIDE Version 24 15
E-Meetings
The World Bank Group provides resources to help you host virtual meetings This is an easy way to reduce costs and
your travel footprint while allowing a larger number of people the ability to attend a meeting A series of training
sessions and seminars have been designed to help planners in coordinating electronic meetings In addition eServices is
available to assist planners with any video conferencing service needs Lastly stay tuned for the rollout of Telepresence
centers
eMeetings eMeetings is a great solution for all your online meeting needs especially when you want to share documents andor presentations among globally dispersed teams located both at HQ and in the country offices -- either with or without videoconferencing session conduct a training online conduct a facilitated session between participants at HQ and in the country offices and have the ability to enter commentsthoughts live via an electronic Whiteboard demonstrate system solutions online
o IFC eMeeting eLearning Module Learn how to schedule an eMeeting through your Lotus Notes calendar as well as online This module will cover the dos and donts when working with an eMeeting as well as best practices Available on LMS (no link)
CMA Polycom CMA Polycom enables IFC staff to use their computers to conduct point-to-point video
conferences with each other or participate in a scheduled video conference This is a great way to enhance your
meetings and connect to colleagues when you are traveling working from home or just sitting in your office at
HQ How can you start trying out the CMA Polycom Talk to your IT Coordinator who can request CMA
application installed on your IFC PC You will also need a webcam or built-in PC camera Note that people you
wish to conference with must have the application installed and they must be available and remember if you
are in a location with slow connectivity CMA use may not be recommended
IFC An Introduction to Web Conferencing This 20-minute tutorial introduces web conferencing concepts and features It also covers the PREP (Planning Rehearsal Execution Post-Mortem) Model for web conferencing to guide you in the design and delivery of training sessions or meetings Upon completion of this program staff will understand best practices for conducting successful web conferences and the benefits of web conferencing including how it supports the IFC Footprint program Available on LMS (no link)
Video Conferencing Services World Bank Staff can request Global Videoconferencing Services (GVS) which consist of two-way video audio and broadcast video either between two or among multiple locations Contact eServices for booking information or email wbvideoworldbankorg These cost about $205 per session including long distance charges and must be made at least 24 hours in advance
Adobereg Connect is a web conferencing application used to deliver online meetings and webinars It is Internet-
based and uses Adobe Flash technology A World Bank Group computer is not necessary to deliver or participate
in Adobe Connect virtual meetings Virtual meetings may include features such as screen sharing web tours
voice over IP file uploads and document collaboration to make them interactive and participant-friendly An
Adobe Connect license is necessary in order to set up a web meeting Each VPU has an Adobe Connect champion
who manages the licenses and may assist in meeting setup and support Meetings remain available until they
are deleted so a meeting space can be reused as often as necessary For more information write to
iLearningworldbankorg
Skype Skype is a software application installed on individual computers that allows users to make voice and
video calls over the internet for free to other Skype users and for a low fee to landlines cellphones etc Skype
was installed on all WBG computers in 2010 If you need help setting up Skype contact your IT Coordinator If
SUSTAINABLE MEETINGS GUIDE Version 24 16
you have Skype on your machine but have never used it you will need to take some steps to start using it Visit
this link for more information
Telepresence Centers Telepresence centers are
currently under construction in the MC Building the F building (IFC)
and IFC offices in Istanbul Hong Kong and should be fully
operational by 2012 Similar to videoconferencing telepresence
centers connect users in different locations through the use of high
definition video technology The goal is to simulate being in the
same room with meeting attendees across the world This is often
done through the use of similar tables chairs and backgrounds in
each telepresence center Look for more information on the WBG
telepresence centers in late 2011
If you print this guide please only print it black and white and double-sided
Checklist for Internal Events
The World Bank Group Knows Sustainable Meetings Every day at headquarters we host dozens even hundreds of meetings for internal staff ldquoBrown bagrdquo lunches staff trainings team meetings etc Below is a quick reference guide to taking small steps that lead to big impacts in minimizing the World Bank Grouprsquos footprint
General Tips
Get your team on board Let your planning team managers and attendees know of your efforts to green your next meeting or event Consider including this in your broadcast emails Lotus Notes meeting invitation or general email invitations to attendees
Walk through Before your event walk through the meeting room yoursquove reserved and make sure that the recycling bins are set-up where they should be HQ Only Email ifceventsifcorg for the F building or wbeventsworldbankorg for the WB buildings to ensure recycle bins are set-up properly in the room
Communicate it You can request informative templates from the IFC Footprint Program and the WB Corporate Responsibility team to print and display at your event For more information contact Vanessa Ferragut at vferragutifcorg or Adam Rubinfield at arubinfieldworldbankorg HQ Only Templates are available to communicate the sustainable nature of your event for placement on cafeteria tables
Make it Carbon Neutral The Corporate Responsibility and Footprint programs can help you calculate the emissions from your event and work with you to offset these emissions
Printing and Paper Use
Go paperless (or slim it down) Consider limiting the number of handouts you bring to you meeting Send these electronically after the events HQ Only If your department doesnrsquot have a departmental projector contact IFC Events at ifceventsifcorg or at the WB visit httpgsdconference to request one
Print it green Did you know that the paper provided in printers is already 100 recycled and all printers are defaulted to double-sided printing If you MUST print try and provide handouts using black amp white printing only
Choose erasable Use reusable dry-mark erasable boards instead of paper flip charts Ensure ldquonon-toxicrdquo markers are used HQ Only You can contact IFC Events at ifceventsifcorg or at the WB visit httpgsdconference to request a dry erase board
Generalize it Design and write all materials produced for the meeting (such as banners posters signs place cards) with generic language (do not put dates or locations) to allow them to be reused for other meetings
Reuse it You can save money and paper by reusing the foam backing to your existing posters Just reprint the front and glue on a new one HQ Only You can give old foam backings for posters back to the customer service desk at the GSD print shop in MC-C3-300
Digitize It Did you know that the WB Headquarters building has multiple electronic message boards where you can post event advertisements rather than using posters HQ Only Email Kenneth Wu at kwu1worldbankorg to post these electronic announcements in the MC H I and J buildings Contact Dila Zeynep Serpil at DSerpilifcorg to get your message posted on IFCrsquos K Street flat screen (needs to be designed as a landscape-type flyer)
Survey says If distributing surveys at your event considering using only a half page format For post-conference follow up send this electronically You can create your own electronic survey for free at wwwsurveymonkeycom
Sustainable CateringDining Out
Choose dishware Disposable cups plates and flatware not only add to landfills they also do not deliver the same ldquofirst-classrdquo catering service experience as dishware HQ Only When filling out RArsquos catering order
online specify in the ldquoSpecial Commentsrdquo section to provide dishware and NO disposables Currently RA charges $75 in tier two rooms for dishware but calculating costs of disposables it is actually a savings anytime you host an event
SUSTAINABLE MEETINGS GUIDE Version 24
18
or meeting for 20 or more people Note that the pricing structure for this is being evaluated to encourage the use of dishware over disposables
Eat sustainable amp local Go organic where possible Opt for seasonal and locally grown produce-based meals Order sustainable seafood Also consider a limited meat menu - raising animals for food requires more energy water and other inputs than growing grains or vegetables HQ Only You can work directly with RA at the IFC through ifceventsifcorg or at the World Bank Buildings - extension 82000 or email WBeventsworldbankorg RA follows the Monterey Bay Aquariums suggestions for sustainable seafood
Request Fair Trade organic andor shade grown coffee and tea HQ Only Restaurant Associates default for coffee served at meetings and events is Starbuckrsquos Fair Trade coffees- there is no additional charge for these choices
Compost it If disposables must be used be sure they are biodegradable or can be composted Also ensure the venue has set up means to collect and compost those disposables HQ Only The MC and F (as of
November 2010) buildings currently have the capacity to compost Make sure that any food or compostable serving
ware remaining after your meeting is composted by sending an email to WBeventsworldbankorg
Donrsquot pre-fill When hosting a sit down event ask caterers not to pre-fill glasses of water at banquet tables- this can save substantial amounts of wasted water for large events
Lose the packaging When placing your catering order specify to use bulk serving containers instead of individual serving sizes of butter spreads etc Request carafes of water rather than individual water bottles etc Similarly request meals be provided on platters rather than individually packaged Request bulk dispensers for all condiments sugar salt amp pepper cream butter etc HQ Only Please place these requests in the ldquoSpecial Commentsrdquo section of the RA online form when placing your catering order
Donate Inform caterers of the exact number of participants and re-evaluate quantity needed during the meeting to help avoid waste Ask your caterer to donate leftovers to local charities HQ Only RA donates excess food production to DC Central Kitchen on an as-needed basis Food that has been served in a buffet is disposed in accordance with healthy and safety regulations
Communicate it Ask your caterer to create small table-top signs by food highlighting sustainability efforts (sustainable no packaging local etc) HQ Only You can contact IFC Events at ifceventsifcorg
Giveaways
Buy local Try purchasing items that are made as close to where you will need to ship them This minimizes the time it will take the product to arrive the amount you will spend on shipping and your carbon footprint in terms of transportation and fuel
The gift that keeps on giving Encourage the purchase of useful giveaways such as travel mugs aluminum water bottles USB drives and other such items that participants can reuse again and again This helps to minimize the amount of waste going to the landfill from items that are intended for one-time use
Whatrsquos in [the material] for me If you are sourcing giveaways such as t-shirts reusable canvas bags etc consider requesting organic cotton or that your items are made of organic andor sustainable materials Materials such as organic cotton organic hemp organic wool kapok buckwheat or millet hulls or silk are comfortable and
sustainable Also make sure to ask that the product is Polyvinyl chloride (PVC) and Bisphenol A (BPA) free
Get your facts Just because your vendor is telling you the product is green may not always mean it is Remember that they are trying to sell you something There are many suppliers who obtain certifications (either for certain products or their entire business) to show they follow industry best practices vis-agrave-vis environmental and social responsibility Ask your supplier if they have obtained any such certifications or adhere to any sustainable principles
that they can verify HQ Only Refer to Annex 6 in this Guide for a list of WBG-approved giveaway vendors who
source sustainable giveaways
Transportation
By train bus or bike Communicate to outside attendees the public transportation accessibility of your WB of IFC office building to discourage use of vehicles
SUSTAINABLE MEETINGS GUIDE Version 24
19
Checklist for Off-Site Events
The World Bank Group Knows Sustainable Meetings
Whether yoursquore greening a local meeting for 6 people or an international meeting for hundreds there are many
tools within the WBGrsquos resources that can help you successfully minimize your meetingrsquos footprint and save money
Getting Started Things to Ask
Why does your department want to go green
If there are additional costs involved in hosting a sustainable event are you willing to commit to this financially Consider that you may also be saving money on something items as well
Are you interested in greening only one or two components of your event or most of the event
What do you and your meeting planning committee see as the most important component to a sustainable event
Printing and Paper Guidelines
Go paperless (or slim it down) Provide participants with a CD or USB stick with all the conference material or send electronically after the events Have printingcopying facilities available on request at the venue for attendees that must print hard copies of materials
Start with the printer Choose environmentally responsible printing companies for external printing contracts HQ
Only Refer to Annex 6 in this Guide for a list of printers that have sustainable practices
Print it green Use 100 recycled with a minimum of 65 of post consumer waste content avoid glossy publications give preference to soy based or vegetable oil inks for all printing purposes and make all necessary handouts black and white (when possible) and double-sided
Sustainable note-taking Use reusable dry-mark erasable boards or blackboards instead of paper flip charts if available Ensure ldquonon-toxicrdquo markers are used
Generalize it Design and write all materials produced for the meeting (such as banners posters signs place cards) with generic language (do not put dates or locations) to allow them to be reused for other meetings
Poster printing You can save money and paper by reusing the foam backing to your existing posters Just reprint the front and glue on a new one
E-signs Ask your venue if they have electronic screens where you can display your event information without the need of a poster or easel Make sure to get the right dimensions so that you can design your sign so it doesnrsquot look stretched out
Survey says If distributing surveys at the meeting consider printing on 100 recycled paper double sided For post-conference follow up send the survey electronically
Sustainable Catering
Choose dishware Disposable cups plates and flatware not only add to landfills they also donrsquot deliver the same ldquofirst-classrdquo catering service experience
Eat sustainable amp local Go organic where possible Opt for seasonal and locally grown produce-based meals Buying locally grown products helps support the communities and offers fresher seasonal choices without the transportation impact Consider a limited meat menu - raising animals for food requires more energy water and
other inputs than growing grains or vegetables HQ Only Refer to Annex 6 in this Guide for a list of restaurants in the
DC area that have sustainable practices
Choose sustainable seafood Request your caterer to follow the Monterey Bay Aquariumrsquos Seafood Watch guide As consumer demand for seafood increases it is depleting fish stocks around the world and harming oceans
Request Fair Trade organic andor shade grown coffee and tea
SUSTAINABLE MEETINGS GUIDE Version 24
20
Compost it If disposables must be used be sure they are biodegradable or can be composted Also ensure the venue has set up means to collect and compost those disposables Compostable items thrown in with regular trash will end up in the landfill ndash and most landfill conditions do not allow for decomposition
Donrsquot pre-fill Ask your caterer not to pre-fill glasses of water at banquet tables - this can save substantial amounts of wasted water for large events
Lose the packaging Request your caterer to provide liquids in carafes ndash including water and juices Individual bottles require fossil fuels to be produced packaged and transported eventually ending up in landfills Similarly request meals be provided on platters rather than individually packaged
Bulk up Request bulk dispensers for all condiments sugar salt amp pepper cream butter etc
Communicate it Ask your caterer to create small table-top signs by food highlighting sustainability efforts (sustainable no packaging local etc)
Selecting a VenueHotel for Overnight Guests
Visit GSDrsquos Approved-Offsite Venues and here for GSDrsquos Approved Hotels HQ Only Refer to Annex 6 in this Guide for
a list of hotels in the DC area that have sustainable practices in place
Ask potential venueshotels to send you a summary of the environmental measures they have in place Does the venue participate in any recycling programs Do they practice energy conservation Is this type of information advertised to the public Learning about a venuersquos best practices may help you get some great ideas for your next meeting
Is the venuehotel willing to work with your meetingrsquos sustainable needs Many times venues wonrsquot have their own sustainable agenda but if asked some venues may be willing to modify services to accommodate your requests
Is the venuehotel accessible by public transportation from the airport or the downtown area Is it also close to other event locations to minimize the need for ground transportation
Selecting Sustainable Ground Transportation
Destination Choose a destination with minimal travel Shorter distances = less environmental impact
HotelVenue location When booking a hotel or venue consider choosing one that is located near public transportation (Metro bus stop train station etc) or an airport if most people are arriving by plane
Public transport when possible Encourage the use of public transportation when possible Provide information complimentary passes and maps in guest packages
Keep it close Locate all venues within walking distance of one another For example having your evening reception at a restaurant within safe walking distance from the hotel saves you both time and money
Alternative fuel If you have to move a number of meeting attendees from one place to another using mini-buses or vans ask your transportation carrier if they own or lease any fuel efficient or hybrid vehicles HQ Only Refer to
Annex 6 in this Guide for a list of WBG-approved transportation vendors who use energy-efficient vehicles
Turn it off If you hire a ground transportation provider request the company to instruct drivers for your event to minimize idling of vehicles when waiting for guests
GiveawaysOther
Buy local Try purchasing items that are made as close to where you will need to ship them This minimizes the time it will take the product to arrive the amount you will spend on shipping and your carbon footprint in terms of transportation and fuel For example avoid items made abroad if your meetingevent is taking place in the United States
The gift that keeps on giving Encourage the purchasing of useful giveaways such as travel mugs aluminum water bottles USB drives and other such items that participants can reuse again and again This helps to minimize the
amount of waste going to the landfill from items that are intended for one-time use HQ Only Refer to Annex 6 in
this Guide for a list of vendors that have eco-friendly giveaways
SUSTAINABLE MEETINGS GUIDE Version 24
21
Whatrsquos in [the material] for me If you are sourcing giveaways such as t-shirts reusable canvas bags etc consider requesting organic cotton or that your items be made of organic andor sustainable materials Materials such as organic cotton organic hemp organic wool kapok buckwheat or millet hulls or silk are comfortable and
sustainable Also make sure to ask that the product is Polyvinyl chloride (PVC) and Bisphenol A (BPA) free
Get your facts Just because your vendor is telling you the product is green may not always mean it is Remember that they are trying to sell you something There are many suppliers who obtain certifications (either for certain products or their entire business) to show they follow industry best practices vis-agrave-vis environmental and social responsibility Ask your supplier if they have obtained any such certifications or adhere to any sustainable principles that they can verify
Efficient shipping Consider having your giveaways shipped directly to the venue or hotel where yoursquoll be giving these out This saves fuel emissions and costs than having to ship twice (once to your offices and once to the venuehotel)
Make it Carbon Neutral The Corporate Responsibility and Footprint programs can help you calculate the emissions from your event and work with you to offset these emissions
If you print this guide please only print it black and white and double-sided
ANNEX 1 ndash SELECTING A PRINT SHOP
Below is suggested language for a phone conversation formal Request for Information (RFI) Request for Proposal (RFP)
or any written communication This will allow you to easily collect information about a print shoprsquos products and services
that have minimal environmental impacts as well as efforts of the print shop to minimize the environmental impacts of
their operations This can also be used as a guide for sustainable printing and paper options that you should consider for
your print jobs
The World Bank Grouprsquos Commitment to Sustainability The World Bank Group (WBG) is committed to minimizing the environmental impact of its internal business operations This includes ensuring resource efficiency minimizing waste providing healthy surroundings in which to work and giving back to local communities where we do work This approach is consistent with our mission We will achieve our objectives by working in partnership with vendors whose products and services align with our commitment to sustainability
Printing Services Checklist
Basic YN Notes
Do you offer paper options that have high recycled content (ideally 100) with post-consumer waste recycled fiber content (also ideally 100)
Do you use a certification to verify environmentally responsible pulp and paper sources such as FSC or SFI
Can files be proofed electronically
Do you have binding options that break down easily during recycling process or do not need to be removed to recycle printed piece
Do you use vegetable-based inks for printing with the lowest VOC rating
Do you offer paper that is uncoated and either totally Chlorine
Free (TCF) process chlorine free (PCF) or elemental chlorine free
(ECF)
Going Further YN Notes
Does the paper mill use renewable power sources or have other established conservation or recycling practices
Is digital lsquoprint on demandrsquo or waterless printing available
Are you an FSC-certified printer If not can you provide
documentation of an environmental management system
SUSTAINABLE MEETINGS GUIDE Version 24
23
ANNEX 2 ndash SELECTING A CATERER
Below is suggested language for a phone conversation formal Request for Information (RFI) Request for Proposal (RFP)
or any written communication This will allow you to easily collect information about a catererrsquos products and services
they can offer you that have minimal environmental impacts It also collects information on the catererrsquos efforts to
minimize the environmental impacts of their business operations This can also be used as a guide for sustainable
catering options that you should consider for your event
The World Bank Grouprsquos Commitment to Sustainability The World Bank Group (WBG) is committed to minimizing the environmental impact of its internal business operations This includes ensuring resource efficiency minimizing waste providing healthy surroundings in which to work and giving back to local communities where we do work This approach is consistent with our mission We will achieve our objectives by working in partnership with vendors whose products and services align with our commitment to sustainability
Catering Products and Services
Basic YN Notes
Can water bottles be replaced by filtered water pitchers
Can dishware be used instead of disposable serving-ware This includes omitting to-go coffee cups and other to-go containers
Can bulk dispensers be used for sugar salt pepper cream butter
jams and other condiments
Can organic andor local food options be provided for menu selections
Are sustainable seafood options provided for menu selections If so what guideprogram is used to ensure responsible selections (such as the Monterey Bay Aquariumrsquos Seafood Watch Guide )
Is organic shade grown andor fair trade coffee and tea available
Can meals be served family style buffet or on platters rather than individually packaged
Going Further YN Notes
Are there means to collect and compost food waste as well as any biodegradable disposables and serving-ware used
Can table tents or informative signage be provided letting attendees know about sustainability efforts (such as ldquoOrganicrdquo ldquoLocalrdquo ldquoBulk to avoid packagingrdquo)
Is any portion of the catering services outsourced to socially
responsible nonprofits or other community needs groups
Is unused food donated to a local shelter or nonprofit
SUSTAINABLE MEETINGS GUIDE Version 24
24
ANNEX 3 ndash CHECKLIST FOR CATERING at HQ by RESTAURANT ASSOCIATES For meetings and events planned by HQ-based WBG staff at the Main Complex F J or H Building you are required to use the catering
services provided by Restaurant Associates Restaurant Associates is dedicated to providing excellent service at WBG properties and
can accommodate most catering needs Below is a list of suggested sustainable catering options for you to discuss with RA along
with a list of RArsquos default green products and services as an FYI
RArsquos Default Sustainable Options include
Fair Trade coffee Compostable disposables Donating excess production to DC Central Kitchen on an as-needed basis Follows sustainability guidelines in accordance with Monterey Bay Aquarium guide
CHECKLIST FOR RESTAURANT ASSOCIATES CATERING
Minimizing waste from service options Notes for Meeting Planners Cost Implications
Pitchers of water provided instead of bottled water
To request this option include instructions in the Comments Box of the online RA order form
At the IFC filtered water is served in pitchers as the default with no extra charge Please include this
request under the comments section In WB buildings the water pitcher policy is under review Details to follow in later FY12 You should always
contact your caterer directly in regards to this
Pitchers of all beverages (juices ice tea etc) can be served instead of individual bottles
To request this option for orange grapefruit and aqua fresco you can click on ldquoBeverages-
NonAlcoholicrdquo and select the pitchers of juice you like For other pitchers such as Iced Tea and apple juice include instructions in the Comments Box of
the online RA order form
$1350 per half gallon is the current pricing
Dishware can be used instead of paper or plastic serving-ware This includes omitting to-go coffee cups and other to-go containers
When ordering online include in the comments section ldquodishware onlyrdquo and possibly list a few items you do not want to have such as disposable coffee
cups plates and cutlery
Restaurant Associatersquos charge for dishware is $75 in tier two rooms but if calculating costs of disposables it is actually a savings anytime you host an event or
meeting for 20 or more people
Single-serve condiments can be eliminated from an event Alternative is to serve condiments (sugar salt pepper cream butter jams mayo mustard salad dressing etc) in bulk dispensers bowls etc
To request this option include instructions in the Comments Box of the RA order form
None
ldquoBoxed lunchesrdquo can be served on trays -rather than individual boxes- and replacing single serve condimentschips with bulk serving options
To request this option include instructions in the Comments Box of the RA online order form If there is a need for staff to bring their lunches back to their
office brown bags can be provided
None
Sustainable menu options Notes for Meeting Planners Cost Implications Organic andor locally sourced menu options are available
RA promotes the use of local and natural (no growth
hormones or additives) products based on season
and region Therefore menu options may be
limited
These items typically cost 30- 50 more
Limited (or no) meat menu can be prepared with a range of vegetarian options diverse in flavorstextures
RA can provided excellent vegetarian options upon
request Some online options are all vegetarian and
some menus can be customized with RA directly
Vegetarian options tend to cost less than meat
options
Organic wine or beer can be purchased Natura brand organic wines are available through
RA
Varies by product 30- 50 higher cost or
approximately $1195 per person
Educating attendees Notes for Meeting Planners Cost Implications
Table tents or informative signage can be
provided letting attendees know about
sustainability of foodbeverageservice
(highlighting what is local organic fair-trade
bulk serving dishware)
RA is happy to set up table tents with titles of the
food items being served at the event Just email
Michelle Perry at MPerryifcorg for your specific
requests
None
SUSTAINABLE MEETINGS GUIDE Version 24
25
ANNEX 4 ndash SELECTING A VENUE
Below is suggested language for a phone conversation formal Request for Information (RFI) Request for Proposal (RFP) or any written communication This will allow you to easily collect information about a venuersquos services that have minimal environmental impacts as well as efforts of the venue to minimize the environmental impacts of their operations This can also be used as a guide for what sustainable options that to look for when selecting a venue The World Bank Grouprsquos Commitment to Sustainability The World Bank Group (WBG) is committed to minimizing the environmental impact of its internal business operations This includes ensuring resource efficiency minimizing waste providing healthy surroundings in which to work and giving back to local communities where we do work This approach is consistent with our mission We will achieve our objectives by working in partnership with vendors whose products and services align with our commitment to sustainability
Venue
Basic YN Notes
Venue is in close proximity to public transport airport connection hotels or other
event venues
Venue provides visible and accessible reduction reuse and recycling services for
paper metal plastic and glass
The venue has an energy management program ensuring temperature is kept at
reasonable levels (such as 72 degrees Fahrenheit in summer 68 in winter) and that
this can be adjusted according to the dress code for an event
Venue instructs staff to shut off HVAClights when guests are not in meeting rooms
or other areas of the facility
Venue trains its staff to implement its environmental policies
Venue purchases environmentally preferable products (recycled paper products
green cleaning products etc)
Going Further YN Notes
Venue has an environmental policy and action plan covering sustainable
procurement energy saving catering services cleaning transport and waste
Venue is third party certified (examples in US LEED building Green Seal hotel etc)
If venue is not third party certified it follows sustainability principles such as
installed high insulation designed to maximize the use of daylight uses energy
efficient lighting and water-saving appliances in kitchen and toilets
Venue uses renewable energy on site or buys Renewable Energy Certificates
Venue separates and composts its organics or will work with organizer to instate a
program
Venue purchases environmentally responsible cleaning products for carpets floors
kitchens and bathrooms (minimum 50 percent of products are environmentally
responsible)
Venue requests that suppliers have environmentally responsible policies and
supports vendors who do
SUSTAINABLE MEETINGS GUIDE Version 24
26
ANNEX 5 ndash SELECTING A HOTEL For Overnight Guests
Below is suggested language for a phone conversation formal Request for Information (RFI) Request for Proposal (RFP) or any
written communication This will allow you to easily collect information about a hotelrsquos services that have minimal environmental
impacts as well as efforts of the hotel to minimize the environmental impacts of their operations This can also be used as a guide for
what sustainable options that to look for when selecting a hotel venue
The World Bank Grouprsquos Commitment to Sustainability The World Bank Group (WBG) is committed to minimizing the environmental impact of its internal business operations This includes ensuring resource efficiency minimizing waste providing healthy surroundings in which to work and giving back to local communities where we do work This approach is consistent with our mission We will achieve our objectives by working in partnership with vendors whose products and services align with our commitment to sustainability
Selecting a Hotel
Basic YN Notes
Hotel is located within walking distance of the meeting venue and is easily accessible by public
transport
Hotel implements water-conservation practices including low-flow showerheads and toilets
Hotel implements a recycling program
Hotel implements energy efficiency practices ensuring temperature is kept at reasonable levels
(such as 72 degrees Fahrenheit in summer 68 in winter) and HVACelectricity is turned off when
rooms are not used
Heating and air conditioning systems are easy for guests to operate (and adjust when necessary)
Hotel has a linen reuse program and place-cards in each room letting guests know of this
Hotel participates in paperless check-inout procedures
Hotel instructs staff to shut off HVAClights when guests are not in their rooms or other areas of
the facility
Going Further YN Notes
Hotel has an environmental policy and action plan covering sustainable procurement energy
saving catering services cleaning transport and waste
Hotel is third party certified (in the US examples include LEED building Green Seal hotel etc)
If Hotel is not third party certified it follows sustainability principles such as installed high
insulation designed to maximize the use of daylight uses energy efficient lighting and water-
saving appliances in kitchen and toilets
Hotel trains its staff to implement its environmental policies
Hotel uses renewable energy on site or buys Renewable Energy Certificates
Hotel separates and composts its organics or will work with organizer to instate a program
Hotel that offers bulk dispensers for shampoos and soaps in guest rooms
Hotel purchases environmentally preferable products (recycled hand towels toilet paper etc)
Hotel requests vendors to have environmentally responsible policies and supports vendors who
do
SUSTAINABLE MEETINGS GUIDE Version 24
27
Hotel purchases environmentally responsible cleaning products for carpets floors kitchens and
bathrooms (minimum 50 percent of products are environmentally responsible)
Hotel delivers newspapers to rooms only if requested and not wrapped in plastic bag
Guest laundry containers are reusable (eg baskets)
Going Even Further YN Notes
Hotel utilizes rain water andor grey water in its buildings
Hotel key cards are linked to energy appliances (ex light automatically switch off when people
leave the room)
Hotel groundsrsquo practices are sustainable (ex only local plants tolerant of local climate are used
etc)
Insulating covers are installed on all indoor and outdoor swimming pools and hot tubs to reduce
both energy and water use (ie evaporation)
Automatic controls are in place for heating and cooling with levels set to the minimum necessary
for comfort
Hotel vehicles operated are efficient and low emission
If you print this guide please only print it black and white and double-sided
ANNEX 6 - World Bank Group Approved Sustainable Vendors for Headquarters
Restaurants (close to WBG Headquarters buildings)
Company Name VIN Contact Information Website Best Used Forhellip
Founding Farmers NA 1924 Pennsylvania Ave NW
202-822-8783
Link Client LunchesDinners
Nora NA 2132 Florida Avenue NW
(202) 462-5143
Link Client LunchesDinners
Farmers and Fishers NA 3000 K Street NW
202-298-0003
Link Client LunchesDinners
Print Shops Company Name VIN Contact Information Website Best Used Forhellip
Plaza Art Store
NA 1990 K Street (2nd Floor)
202-331-7090
Purchasing Foam Poster Boards
EcoPrint 120419 Roger 301-585-7077 Link Sustainable printing needs
Giveaways amp Supplies Company Name VIN Contact Information Website Best Used Forhellip
Fairview Specialties 16952 Rick 410-242-1217 x 1602 Link Eco-Giveaways
ePromos 86267 1-877-377-6667 Link Eco-Giveaways
Advertise America 9830 1-800-579-4883 Link Eco-Giveaways
Office Max Office Max Link Environmentally-friendly office products
ReBinder Office Max Link Recycled Binders
Transportation Company Name VIN Contact Information Website Best Used Forhellip
Veolia Transportation 111458 Alex Cournol 301-965-2080 Fuel Efficient sedans SUVs motor coaches
Sunnys Executive Sedan 4517 1-800-949-0949 Fuel Efficient Sedans amp SUVs
Hotels (close to WBG Headquarters buildings) Reserve through American Express
Company Name VIN Contact Information Website Best Used Forhellip
Beacon Hotel 88406 1615 Rhode Island Avenue NW Link Hotel rooms
Washington Circle Hotel 9062 One Washington Circle NW Link Hotel rooms unique venue
Fairmont Hotel 7073 2401 M Street NW Link Hotel rooms
Topaz Hotel 1733 N Street NW Link Hotel rooms
Hotel Rouge 1315 16th
Street NW Link Hotel rooms
Hotel Palomar 2121 P Street NW Link Hotel rooms
Food amp Wine
Company Name VIN Contact Information Website Best Used Forhellip
Calypso Wine Distributors 114860 Beth-ann Roth 703-464-5550
1725 Eye Street NW Ste 300
Link Giveaways specialty wine at events
Note The above companies have been selected to help you get started If you have additional recommendations or
know of any other WB-approved vendors please contact Vanessa Ferragut to get these added to the next version
SUSTAINABLE MEETINGS GUIDE Version 24
29
References
1 ldquoLivestock and Climate Changerdquo World Watch Institute Retrieved from
httpwwwworldwatchorgfilespdfLivestock20and20Climate20Changepdf
2 Blue Green Meetings Retrieved from httpwwwbluegreenmeetingsorgSuppliersAccommodationshtm
3 Spatrisano A amp Wilson N (2007) Simple Steps to Green Meetings and Events United States of America
4 Tesdahl Ben (2008) Meetings Law Spelling Out lsquoGreenrsquo in Black and White Meetings Industry Megasite
Retrieved from httpwwwmimegasitecommimegasitearticlesarticle_displayjspvnu_content_id=1003849215
5 Barbara Scofidio (July 8 2009) Green It and Mean It Meetings Net Retrieved from
httpmeetingsnetcomnewsgreen-effort-meetings-0708
6 Wallace E Mathai M Heath A Convention Industry Council (2008) Convention Industry Council Manual 8th
Edition Washington DC
7 Cortese Amy (2009 September) Are We Doing Enough One Magazine September Issue
8 Hill Lori (2009) If You Green It They Will Come [PowerPoint slides] lori hill event productions Retrieved from
IFC Footprint website httpifcnetifcorgintranetfootprintnsfAttachmentsByTitlepres_EarthDay2009_IfYouGreenIt$FILEIf+You+Green+It+They+Will+Comepdf
9 UNEP ICLEI (2009) Green Meeting Guide 2009 Roll out the Green Carpet for your Participants
10 Kaplan Jonathan National Resource Defense Council ldquoEat Green Our everyday food choices affect global
warming and the environmentrdquo Retrieved from wwwnrdcorg
11 ldquoLivestockrsquos Long Shadowrdquo by Food and Agriculture Organization of the United Nations Retrieved from
httpwwwfaoorgdocrep010a0701ea0701e00HTM
12 Meeting Strategies Worldwide Retrieved from httpwwwmeetgreencom
13 Telschow Roger (2009) Guide for the Responsible Print Buyer United States of America
SUSTAINABLE MEETINGS GUIDE Version 24 2
About this Guide
This guide details considerations for planning a meeting or event in line with the World Bank Grouprsquos
commitment to minimize the environmental impacts of how we run our business day-to-day We
encourage you to use this guide for small meetings catered brown-bag lunches or large conferences
For smaller events consult the ldquoChecklistsrdquo and ldquoAnnexesrdquo for quick and easy things to consider For
larger events we recommend formalizing your teamrsquos commitments for a sustainable event In this
case see the ldquoGetting Startedrdquo section The ldquoNuts and Boltsrdquo section expands on each component of an
event and provides guidance on how to reduce your eventrsquos impact on the environment
The guide is divided into three main parts
1) 11 quick tips to a low-impact event helps you focus on the easily achievable tasks
2) The Nuts and Bolts section provides details on how to reduce the impact from printing and
paper use catering venue selection hotel selection ground transportation and giveaways This
section allows the user to access only those aspects of the event they want to target ndash access
the catering section if interests lie in food and beverage or check out the tips to choosing a
venue if thatrsquos most important to the planner and teamrsquos commitment
3) Checklists for organizing meetings in Washington DC or in any country office are located prior
to the Annexes for your quick reference
4) Annexes are available for planning both onsite and offsite events and are broken down by print
catering and venue selection The Annexes also include a checklist broken down by ldquoBasicrdquo
ldquoGoing Furtherrdquo and ldquoGoing Even Furtherrdquo to help planners determine the level of sustainability
they want to reach in each aspect Lastly this section also shares Request for Proposal (RFP)
language for a planner to include in any basic contracts written or verbal correspondence with
vendors
This Guide is a working document This Guide will be updated annually as additional best practice
examples are identified from our WBG colleagues and as best practices for the meeting planning
industry improve The Guide has been written with a concentration on the World Bank Grouprsquos
Washington DC offices While most of the information found in the ldquoNuts and Boltsrdquo section can be
applied globally we encourage planners in WBG country offices to contact Vanessa Ferragut with
comments suggestions and examples to strengthen this guide for use by WBG staff in country offices
(ie hosting events either in your offices or at external venues in the countries where we do business)
Both the WB Corporate Responsibility (CR) and IFC Footprint Program teams are available to guide you
through your sustainable event planning process and aid in offsetting associated carbon emissions
WB Corporate Responsibility Contact
Adam Rubinfield Sustainability Coordinator
arubinfieldworldbankorg
httpgreening
IFC Footprint Program Contacts
Sarah Raposa Program Officer
sraposaifcorg
httpifcfootprint
Sharon Esumei Sr Program Assistant Vanessa Ferragut CMP sesumeiworldbankorg Event and Outreach Coordinator vferragutifcorg
SUSTAINABLE MEETINGS GUIDE Version 24 3
Contents
ABOUT THIS GUIDE 2
CONTENTS 3
11 QUICK TIPS FOR GREENING ANY MEETING 4
THE NUTS amp BOLTS ndash THE DETAILS OF HOW TO ORGANIZE A ldquoLOW-IMPACTrdquo EVENT 5
Getting Started 5
Printing amp Paper Use 6
Catering 7
Selecting a VenueHotel for Your Event or Overnight Attendees 10
Selecting Ground Transportation 11
Gifts and Giveaways 12
Making it Carbon Neutral 13
Communicate Your Greening Efforts 14
E-Meetings 15
CHECKLIST FOR INTERNAL EVENTS 17
CHECKLIST FOR OFF-SITE EVENTS 19
ANNEX 1 ndash SELECTING A PRINT SHOP 22
ANNEX 2 ndash SELECTING A CATERER 23
ANNEX 3 ndash CHECKLIST FOR CATERING at HQ by RESTAURANT ASSOCIATES 24
ANNEX 4 ndash SELECTING A VENUE 25
ANNEX 5 ndash SELECTING A HOTEL For Overnight Guests 26
ANNEX 6 - World Bank Group Approved Sustainable Vendors for Headquarters 28
References 29
SUSTAINABLE MEETINGS GUIDE Version 24 4
11 QUICK TIPS FOR GREENING ANY MEETING
A responsible meeting incorporates sustainability considerations throughout all stages of the meeting to minimize negative impacts
on the environment and community Sustainable meetings deliver environmental benefits cost savings competitive advantages
improved image and provides a satisfying attendee experience Here are a few quick things you can do to minimize the
environmental impact of any meeting no matter how big or small it is
Go paperless (or slim it down) Provide participants with a CD or USB stick with all the conference material or
send electronically after the events
See
Pag
e 6
fo
r m
ore
info
rmat
ion
Go
to
An
nex
1 f
or
hel
p S
elec
tin
g a
Pri
nt
Sho
p
Print it green Use 100 recycled paper with a minimum of 65 of post consumer waste content avoid glossy
publications give preference to soy based (or vegetable oil) inks for all printing purposes and make all
necessary handouts black and white (when possible) and double-sided
Generalize it Design and write all materials produced for the meeting (such as banners posters signs place
cards) with generic language (do not put dates or locations) to allow them to be reused for other meetings You
can save money and paper by reusing the foam backing to your existing posters Just reprint the front and glue
on a new one
Keep it close Locate all venues within walking distance of one another For example having your evening
reception at a restaurant within safe walking distance from the hotel or World Bank Group offices saves you
both time and money
See
Pag
e 8
fo
r m
ore
info
rmat
ion
Go
to
An
nex
2 amp
An
nex
3 f
or
hel
p w
ith
inte
rnal
an
d e
xter
nal
cate
rin
g
Choose dishware Disposable cups plates and flatware not only add to landfills they also donrsquot deliver the
same ldquofirst-classrdquo service experience Asking your caterer to do away with ldquoboxed lunchesrdquo and serve the same
options on a platter adds to the experience and significantly reduces disposable use
Request sustainable catering Request Fair Trade organic andor shade grown coffee and tea (default at WBG
facilities in Washington DC) Request seasonal and locally grown produce-based meals Consider a limited-
meat menu ndash itrsquos a cheaper option and reduces the impact of raising food animals For meat request organic
free-range For seafood request caterers to follow the Monterey Bay Aquariumrsquos Seafood Watch guide
Practice the 3 rdquoRrdquos ReduceReuseRecycle Reduce at your event by minimizing the use of decorative
elements such as flowers banners etc Reuse materials and supplies by ensuring there is a dedicated area for
participants to return materials (such as delegate badges) Ensure recycling bins are clearly visible and
accessible
The gift that keeps on giving Encourage the purchasing of useful giveaways such as travel mugs aluminum
water bottles USB drives and other such items that participants can reuse
See
Pag
e 1
0
for
Giv
eaw
ays
Communicate it Sustainable meetings are about creating awareness and building understanding Ensure signs
inform attendees about the great efforts involved to reduce the negative impacts of this event
Count the emissions The steps outlined above provide a basis for ensuring an environmentally ldquolow-impactrdquo
event Ensure greenhouse gas (GHG) emissions are accounted for by instituting requirements for collecting the
necessary data throughout the event planning and execution process See
Pag
e
13
Make it online Although many of our meetings and events require in-person communication in some
instances meetingstrainingsevents can be held through conference calls e-meetings or videoconferences
On LMS there are a series of classes on how to host an eMeeting over Lotus Notes and the Help Desk can
assist you with how to host a virtual meeting using Skype
Pri
nti
ng
and
Pap
er U
se
Ve
nu
e
Cat
eri
ng
Bas
ics
SUSTAINABLE MEETINGS GUIDE Version 24 5
The Nuts amp Bolts ndash the details of how to organize a ldquolow-impactrdquo event
Getting Started
The first step in planning a meeting is setting clear goals and objectives You can start greening your event by
incorporating environmentally responsible ideas in your eventrsquos objectives Having answers to some simple questions
can help secure buy-in from your department
Some critical questions to ask before you begin planning
What is driving you to host an environmentally responsible event Is this driven by IFCWBrsquos commitment your
unitdepartmentrsquos commitment your manager or your professional or personal goals as the meeting planner
Is your groupteam interested in greening the entire event or only one or two components If your team has not
bought into the idea of hosting a sustainable event you can look for ldquolow hanging fruitrdquo to introduce some green
components into the event such as cost saving efforts like eliminating printed materials
What do you and your department identify as the most important component to a sustainable event Recycling
of plastics and paper Catering with organic and locally grown foods Reducing the use of paper by limiting the
amount printed and distributed at the event Deciding this upfront will help you manage your time and budget
needed for greening the event
If additional costs are involved in hosting an environmentally responsible event is your group willing to commit
to this financially Although sustainable practices can save money you may at times incur an additional expense
such as catering with organic foods and dishware instead of disposables You may also find cost savings (from
printing less) so be sure to analyze your entire budget and not just look at individual line items to know if it will
cost more or less to incorporate your greening goals
Once you have answers to these simple questions and buy in from your manager and team you can share your goals
and objectives with suppliers meeting attendees and speakers Having everyone understand what your goals are and
why you are making certain decisions - especially when instituting new changes - will help to reinforce your
environmentally responsible objectives throughout the meeting planning process
Itrsquos now time to incorporate environmental responsibility into the logistics for your meeting - from how communication
with participants is handled to the materials distributed during the meeting to communicating with vendors and event
partners the importance of greening your meeting
ldquoItrsquos neither quick nor easy to turn a giant ship Yet the
meeting and event industry is coming to terms with its
environmental impact and moving forward with globally
significant changesrdquo Amy Cortese One Magazine
SUSTAINABLE MEETINGS GUIDE Version 24 6
Printing amp Paper Use
There are many creative ways to cut back on paper and printing needs at your next event or even eliminate paper and
printing all together with electronic alternatives
Here are some tips to help you get started
Go paperless (or slim it down) Provide participants with a CD or USB stick with all the conference material or
send electronically after the events Have printingcopying facilities available at the venue for participants who
must have something in hard copy Reducing printing before the meeting will reduce the resources needed to
produce the paper (trees water energy etc) and will also increase flexibility for your event in-case of last minute
changes to the agenda speakers or other items
Print it green When you must print use paper that is 100 recycled with a minimum of 65 of post consumer
waste content
Keep it chlorine free Choose totally or elemental chlorine free paper for promotional material program signs
etc to avoid the use of dioxin created by bleaching with chlorine compounds (which has been connected to
cancer infertility learning disabilities diabetes and other critical health problems)
Avoid glossy publications The varnish coating required to give paper a gloss finish is highly toxic including
multiple volatile organic compounds that are made from petroleum-based products which contribute to our
dependency on fossil-fuels
Soy Veggie Soy Give preference to soy based (or vegetable oil) inks for all printing purposes The use of soy-or-
vegetable-based products avoids petroleum-based inks Soy requires no or little irrigation and leaves fewer
agricultural residues than most other crops
Lose the color and double it up Make all necessary handouts black and white (when possible) and double-sided
to use as little paper and toner as possible Black ink contains whatrsquos known as ldquoCarbon Blackrdquo which is essentially
non-toxic Black is arguably the lowest environmental impact of any ink All other colors contain different
pigments some of them metal-based like copper or barium Though these are in small amounts they donrsquot
disappear once a job is printed Whether a printed piece of paper is incinerated buried or recycled the metals
do have some impact
Choose Wisely Choose environmentally responsible printing companies for external printing contracts This will
make greening your printing needs much easier for you
Get your speakers onboard Ask your internal or external speakers to eliminateminimize handouts They can
send materials as PDF files after the event You can also post materials to your UnitDeptrsquos IntranetWebsite as
appropriate which can direct traffic and interest to your site immediately following the event
Choose erasable If available request reusable dry-mark erasable boards or blackboards instead of paper flip
charts Ensure that ldquonon-toxicrdquo markers are used These can help with collaborative communication and note
taking throughout the meeting
Generalize it Design and write all materials produced for the
meeting (such as banners posters signs place cards) with
generic language (do not put dates or locations) to allow them
to be reused for other meetings This will save you money and
time in creating materials for your next event
Reuse it You can save money and paper by reusing the foam backing to your existing posters Just reprint the
front and glue on a new one
Digitize It Determine whether your venue has means for displaying agendas session announcements and other
collateral on digital display screens instead of via printouts Not only will this negate the need for paper copies of
these items but also allows you to incorporate creative messaging videos and up-to-date communications
100 post consumer recycled paper and soy
based inks are used in the print shop and all copy
centers at the Washington DC offices In
addition all network printers are defaulted to
double-sided
SUSTAINABLE MEETINGS GUIDE Version 24 7
Best Practice Tips
Plan Ahead Planning ahead not only helps ease the pressures of schedules but contributes to planning in advance and thinking sustainably in regards to printing shipping and other processes involved Starting early allows you to pick alternatives for your printing
Survey says If distributing surveys at an event consider printing on 100 recycled paper double sided For post-
conference follow up send this electronically ndash yoursquoll be able to begin email dialogue with your attendees and
allow for easy electronic compilation of survey results
ANNEX 1 provides suggested language for a phone conversation or formal Request for Information (RFI) or Request for Proposal (RFP) This will
allow you to easily collect information about a print shoprsquos products and services that have minimal environmental impacts as well as efforts of the
print shop to minimize the environmental impacts of their operations This can also be used as a guide for sustainable printing and paper options
that you should consider for your print jobs
Catering
Catering covers all aspects of the provision of meals and refreshments for
participants from the procurement of foods to the handling of the waste
produced by catering services You can use the tips below when working
with external venuesrsquo caterers along with Restaurant Associates the
A five-day event serving 2200 people breaks breakfasts lunches and receptions uses china instead of plastic disposables it prevents 1890 lbs of plastic from going into a landfill Thatrsquos nearly one ton ndash Meeting Strategies Worldwide
SUSTAINABLE MEETINGS GUIDE Version 24 8
World Bank Grouprsquos HQ internal caterers For requests with external caterers you can use the RFP language in the
Annexes mentioned below
Here are some quick tips to help you get started
Choose Dishware Disposable cups plates and flatware not only add to landfills they also do not deliver the same ldquofirst-classrdquo catering service experience as dishware
Eat sustainable amp local Go organic where possible Opt for seasonal and locally grown produce-based meals Buying locally grown products helps support the communities and offers fresher seasonal choices without the transportation impact It is also a great way to celebrate the regionrsquos local flavor Consider a limited-meat menu - raising animals for food requires more energy water and other inputs than growing grains or vegetables and is responsible for almost 18 of annual world-wide greenhouse gas emissions1
Choose Sustainable Seafood Request caterers to not use fish on the Monterey Bay Aquariumrsquos Seafood Watch ldquoAvoidrdquo (red) list and aspire only to including fish that are on the ldquoBest Choicesrdquo and ldquoSuper Greenrdquo (green) lists Consumer demand for seafood increases is depleting fish stocks around the world and harming oceans The Monterey Bay Aquarium guide provides up to date information on sustainable seafood choices available in the US You can read more at httpwwwmontereybayaquariumorgcrcr_seafoodwatchsfw_recommendationsaspx
Request Fair Trade organic andor shade grown coffee and tea to help reduce the reliance on deforestation and pesticide use in growing these crops
Compost it If disposables must be used a good idea would be to use compostable disposables However this is only a good choice when your food scraps and disposables will be composted You will need to ensure that your venue has set up a means to collect and compost those disposables Compostable items thrown in with regular trash will just end up in the landfill where they will not decompose
Donrsquot pre-fill Ask your caterer not to pre-fill glasses of water at banquet tables- this can save substantial amounts of wasted water for large events
Emphasize the 3Rs Reduce Reuse Recycle Have recycling bins clearly visible and accessible where the meals will be served if there are individual glassaluminum beverage containers -or the like- that can be recycled
Ban the Bottle Request caterers to provide liquids in carafes ndash including water and juices Individual bottles require fossil fuels to be produced packaged and transported eventually ending up in landfills Similarly request that meals be provided on platters rather than individually packaged especially with ldquoBrown Bagrdquo lunch menu options
Bulk up Request bulk dispensers for all condiments sugar salt amp pepper cream butter etc to reduce waste from single-serve packets
Know your numbers Have attendees lsquosign-uprsquo for meals Gather an accurate attendance count Better attendance numbers will reduce food waste and costs
Evaluate and Donate Inform caterers of the exact number of participants and re-evaluate quantity needed during the meeting to help avoid waste Ask your caterer to donate leftovers to local charities
Communicate it Ask your caterer to create small table-top signs by the food being served highlighting sustainability efforts (local sustainable no packaging etc)
Composting Food waste produces methane as it decomposes in landfills if it decomposes at all Ask your
caterer if they happen to compost or would consider bringing in a composter specifically for your event At the
World Bank MC and F Building a new lsquopulperrsquo and lsquoeCorectrsquo dehydration systems turn heavy wet food waste into
It takes three liters of water to produce one
liter of bottled water ndash Pacific Institute
Studies by the World Bankrsquos Agriculture and Rural
Development Department indicate that coffee is one of the
worldrsquos most important cash crops and is vital to the
livelihood of more than 25 million small coffee farmers
globally Fair trade programs ensure that in exchange for
conducting their coffee farming in sustainable ways farmers
receive help to start cooperatives guaranteeing a higher
price for their beans which they invest back into their farms
and their communities
By not pre-filling water glasses at banquet tables during three days of served lunches for 2200 attendees 520 gallons of water can be saved
Information provided by Meeting Strategies Worldwide
SUSTAINABLE MEETINGS GUIDE Version 24 9
Best Practice Tips
Did you know that the coffee and tea served at breakfast can be used again for your
meetingrsquos morning break Rather than placing another order for the morning break
ask catering to leave the coffee and hot water urns out from the morning and replace
only what is necessary This can be replicated for the afternoon break by using the
lunchtimersquos coffee amp tea urns
a dry odor-free and nutrient-rich soil-like material The result is an 80ndash95 percent reduction in both the weight
and volume of food waste For more information visit httpgoworldbankorgV0M5EF2OT0
ANNEX 2 provides suggested language for a phone conversation a formal Request for Information (RFI) or Request for Proposal (RFP) This will
allow you to easily collect information about a catererrsquos products and services that have minimal environmental impacts It also collects information
on the caterersrsquo efforts to minimize the environmental impacts of their business operations This can later be used for communicating to attendees
as well as a guide for sustainable catering options that you should consider for your event
ANNEX 3 is for meetings and events planned by HQ-based WBG staff Since we are required to use the catering services provided by Restaurant
Associates (RA) a list of suggested sustainable catering options is provided for you to discuss with your Conference Service representative along
with a list of RArsquos default sustainable products and services as an FYI Restaurant Associates is dedicated to providing excellent service at WBG HQ
properties and can accommodate most catering needs
SUSTAINABLE MEETINGS GUIDE Version 24 10
Selecting a VenueHotel for Your Event or Overnight Attendees
At times you will need to source an external venue to host
your WBG event You may also need to source an external
hotel to host your out-of-town guests Using a venue or hotel
whose sustainability goals and objectives align with yours
provides you with more options to green your event
Consider using a venue that has a sustainability mission Ask if
your hotel offers a linen and towel reuse program has recycling services or paperless check-inout procedures You can
include these sustainability criteria in all your RFPs
Below are a few things to consider
Does the venuehotel already have sustainability practices in place Does the venue participate in any recycling
programs Do they practice energy conservation For the United States ask if they have earned any certifications
such as Green Seal Is this type of information advertised to the public For international hotels certifications
vary and may not always be awarded by the most credible sources If this is the case use the language in the
Annex for conversations and emails with hotelvenue representatives
Ask potential venueshotels to send you a summary of the environmental measures they have in
place Learning about a venuersquos best practices will help you learn what the industry is doing to be
green You might even get some great ideas from their policies for your next meeting
Is the venuehotel willing to work with your meetingrsquos green needs Many times venues wonrsquot have their own
green agenda but if asked some venues may be willing to modify services to accommodate your requests
Include in the contract a clause that states their commitment to fulfill the sustainability needs of your event
Is the venuehotel accessible by public transportation from the airport or the downtown area Is it also close to
other event locations to minimize the need for ground transportation Do they offer a shuttle to be used by your
meeting attendees to avoid the need for individual cabscars
Annex 4 is for Venue selection and Annex 5 is for Hotel selection of overnight guests Both annexes provide suggested language for a phone
conversation or formal Request for Information (RFI) or Request for Proposal (RFP) This will allow you to easily collect information about a
venuehotelrsquos efforts to minimize the environmental impacts of their operations and services This can also be used as a guide for what sustainable
options to look for when selecting a venuehotel
Annex 6 provides a list of World Bank Group-approved hotel vendors that have sustainable practices in place
A building earning the US Green Building Councilrsquos LEED Platinum certification has heatingcooling systems that donrsquot run for 13 of the year consumes 23 less energy than a typical office building and 13 of the buildingrsquos energy comes from renewable resources
SUSTAINABLE MEETINGS GUIDE Version 24 11
Selecting Ground Transportation
While most of your meetings may be taking place locally or within World Bank Group facilities please consider the type of ground transportation your guests will be taking from their hotels apartments airports or any offsite retreats you plan
Keep it close Locate all venues within walking distance of one
another Shorter distances = less environmental impact Having your evening reception at a restaurant within safe walking distance from the hotel saves you both time and money
Public Transportation Encourage the use of public transportation when possible Provide information complimentary passes and maps in guest packages if this is a city with which your guests are not familiar
Request fuel-efficient vehicles If you have to move a number of meeting attendees from one place to another using mini-buses or vans ask your transportation carrier if they own or lease any fuel efficient or hybrid vehicles
Turn it off If you hire a ground transportation provider request the company to instruct drivers to turn off the engine in order to minimize idling of vehicles when waiting for guests In many states (such as DC) this is the law
Transportation contributes approximately one-third of all US carbon dioxide emissions and must be a prime target for major greenhouse gas reductions -Sierra Club
SUSTAINABLE MEETINGS GUIDE Version 24 12
Gifts and Giveaways
Sometimes your events may call for some sort of incentive prize giveaway or other such token of appreciation of
attendeesrsquo participation Below are some helpful hints when sourcing such items
Buy Local Try purchasing items that are made as close to where you will need to ship them This minimizes the time it will take the product to arrive the amount you will spend on shipping and your carbon footprint in terms of transportation and fuel For example avoid items made abroad if your meetingevent is taking place in the United States
The Gift that Keeps on Giving Encourage the purchase of useful giveaways such as travel mugs aluminum water bottles USB drives and other such items that participants can reuse again and again This helps to minimize the amount of waste going to the landfill from items that are intended for one-time use
Whatrsquos in [the material] for me If you are sourcing giveaways such as t-shirts reusable canvas bags etc consider requesting organic cotton or products made of organic andor sustainable materials Materials such as organic cotton organic hemp organic wool kapok buckwheat or millet hulls or silk are comfortable and sustainable Some even come in colorful new designs using eco-safe dyes and color grown cotton Make sure that your items are Polyvinyl chloride (PVC) and Bisphenol A (BPA) free Ask your supplier about these materials and if heshe can help you find them for your specific order
Get your facts Just because your vendor is telling you the product is green may not always mean it is Remember that they are trying to sell you something There are many suppliers who obtain certifications (either for certain products or their entire business) to show they follow industry best practices vis-agrave-vis environmental and social responsibility Ask your supplier if they have obtained any such certifications or adhere to any sustainability principles that they can verify
Did you know that many of the crops that produce the fibers used to make our clothing and home waresmdashoften those we sleep in every nightmdashaccount for some of the highest pesticide usage In fact it takes roughly one-third of a pound of chemicals (pesticides and fertilizers) to grow enough cotton for just one T-shirt which is why it is important to consider organic cotton and other alternative fibers
Source wwworganicorg
SUSTAINABLE MEETINGS GUIDE Version 24 13
Making it Carbon Neutral
A meeting or conference can be considered carbon neutral when all possible efforts have been made to reduce the
greenhouse gas (GHG) emissions resulting from the meeting and when carbon offsets have been purchased to
compensate for the unavoidable emissions
Below yoursquoll find important steps to help measure and offset the emissions associated with your event When we
mention ldquocontact usrdquo please use the contact information for the World Bank Corporate Responsibility and the IFC
Footprint Program team members that can be found on page 2 of this Guide
Collect Data Yoursquoll need to gather data from a number of different sources to calculate the emissions from your
meeting These are
Energy at the meeting venue ndash you will need to find out the average annual (or monthly) electricity consumed
and fuel used (in boilers or generators) at the venue This data will then be prorated for the length of your
event You should ask a representative from the venue for this data from utility bills or purchase records If you
are unable to collect this data ask the venue for information about the size of the conference venue ndash contact
us and we can apply an energy intensity figure to this area to estimate the electricity consumption
Air transport to event ndash you will need to account for the distance traveled by each attendee that is not WBG
staff - each flight leg should be identified For example for an attendee going to a conference in Delhi India you
would need to know that they traveled from Washington-Dulles to Delhi through London-Heathrow and record
each of the airport codes (ie IADLHRDEL) Similarly you would need to know the routing of their return trip
NOTE All GHG emissions from flights taken by WBG staff are already reported annually and carbon offsets are
purchased to make these flights carbon neutral
Ground transport to and from the venue (between venue and hotel or airport and hotel) ndash you would need to
know how people traveled to and from the meeting how many people by what means (car--gasolinediesel
bus rail other) and over what distances For example for attendee A you would want to know that they
travelled 2 km by bus to get to the hotel and then 1 km by taxi to get to the conference venue
Hotel rooms utilized by attendees of the event - If there are a number of hotel rooms involved then you would
need to know how many hotel room days were used in order to estimate the energy associated with those
rooms based on region
Calculating your emissions ndash the World Bank Corporate Responsibility and IFC Footprint Program teams are happy to
help you calculate your emissions Please contact us to request our greenhouse gas emissions calculator and we can
help you fill out the calculator to properly calculate your emissions
Offsetting your emissions ndash the World Bank Corporate Responsibility and IFC Footprint Program teams are also happy to
help you offset these emissions Please contact us to discuss how we can offset your emissions through the purchase of
carbon offsets
SUSTAINABLE MEETINGS GUIDE Version 24 14
Communicate Your Greening Efforts
Without communicating the impact of these great efforts undertaken the sustainable event is only half effective Sustainable meetings are about creating awareness and building understanding Ensure your event communications inform attendees about the great efforts involved to reduce the negative environmental impacts of this event
Take the Floor If yoursquore the meeting coordinator you have the opportunity to spread the word Introduce yourself at the beginning of the meeting and explain the basic concepts you have incorporated point out where the recycling bins are and remind people of other key aspects of your sustainable event
Shout it out If you select to have an attendee packet consider emailing it first Materials should emphasize the vision of greening the event Have a short summary that states your goal and provides examples of sustainable options at your event (include statistics that show the impact where possible)
Example ldquoBy not printing attendee packets we were able to save an estimated 800000 sheet of paper and 8000 binders This saves about 67 trees greenhouse gases equivalent to approximately 2 cars per year 65801 gallons of wastewater and 7765 pounds of solid wasterdquo
The following websites can help you calculate your eventrsquos footprint for communication purposes
[Paper] Environmental Defense Paper Calculator
[Ground transportation] EPA calculator for converting gasoline usage or passenger vehicles into environmental impacts (use Option 1)
[Catering] EPA food waste calculator
[Waste recycling] North East Recycling Center calculator
Invite your vendors to tell their story Ask the venuehotel to provide information on what they have done to
help green the event and include this in your communications Invite the venue to create and hang a poster up at your event on their greening efforts
Show it off Ask your caterer to create small table-top signs by food highlighting sustainability efforts (local
sustainable organic no packaging etc)
Get preachy If you have selected a sustainable giveaway help encourage behavior change with fun facts For
example you can include a card or text that mentions ldquoIt takes three liters of water to produce one liter of
bottled waterrdquo on aluminum water bottles they received at your event By sharing with them useful facts and
information your attendees are more likely to reuse that giveaway in a fashion intended to minimize their own
footprint going forward
For templates and examples contact your IFC Footprint Team or WB Corporate Responsibility Team or visit the Footprint Programrsquos website to download your own copies
Best Practice Tips
Create table tents asking participants to take only what they need
and to return name badges for future use (best to create a
designated area for name badge return- a simple box labeled at
your registration area works well) Attendees like being informed
and getting involved Contact us for templates
SUSTAINABLE MEETINGS GUIDE Version 24 15
E-Meetings
The World Bank Group provides resources to help you host virtual meetings This is an easy way to reduce costs and
your travel footprint while allowing a larger number of people the ability to attend a meeting A series of training
sessions and seminars have been designed to help planners in coordinating electronic meetings In addition eServices is
available to assist planners with any video conferencing service needs Lastly stay tuned for the rollout of Telepresence
centers
eMeetings eMeetings is a great solution for all your online meeting needs especially when you want to share documents andor presentations among globally dispersed teams located both at HQ and in the country offices -- either with or without videoconferencing session conduct a training online conduct a facilitated session between participants at HQ and in the country offices and have the ability to enter commentsthoughts live via an electronic Whiteboard demonstrate system solutions online
o IFC eMeeting eLearning Module Learn how to schedule an eMeeting through your Lotus Notes calendar as well as online This module will cover the dos and donts when working with an eMeeting as well as best practices Available on LMS (no link)
CMA Polycom CMA Polycom enables IFC staff to use their computers to conduct point-to-point video
conferences with each other or participate in a scheduled video conference This is a great way to enhance your
meetings and connect to colleagues when you are traveling working from home or just sitting in your office at
HQ How can you start trying out the CMA Polycom Talk to your IT Coordinator who can request CMA
application installed on your IFC PC You will also need a webcam or built-in PC camera Note that people you
wish to conference with must have the application installed and they must be available and remember if you
are in a location with slow connectivity CMA use may not be recommended
IFC An Introduction to Web Conferencing This 20-minute tutorial introduces web conferencing concepts and features It also covers the PREP (Planning Rehearsal Execution Post-Mortem) Model for web conferencing to guide you in the design and delivery of training sessions or meetings Upon completion of this program staff will understand best practices for conducting successful web conferences and the benefits of web conferencing including how it supports the IFC Footprint program Available on LMS (no link)
Video Conferencing Services World Bank Staff can request Global Videoconferencing Services (GVS) which consist of two-way video audio and broadcast video either between two or among multiple locations Contact eServices for booking information or email wbvideoworldbankorg These cost about $205 per session including long distance charges and must be made at least 24 hours in advance
Adobereg Connect is a web conferencing application used to deliver online meetings and webinars It is Internet-
based and uses Adobe Flash technology A World Bank Group computer is not necessary to deliver or participate
in Adobe Connect virtual meetings Virtual meetings may include features such as screen sharing web tours
voice over IP file uploads and document collaboration to make them interactive and participant-friendly An
Adobe Connect license is necessary in order to set up a web meeting Each VPU has an Adobe Connect champion
who manages the licenses and may assist in meeting setup and support Meetings remain available until they
are deleted so a meeting space can be reused as often as necessary For more information write to
iLearningworldbankorg
Skype Skype is a software application installed on individual computers that allows users to make voice and
video calls over the internet for free to other Skype users and for a low fee to landlines cellphones etc Skype
was installed on all WBG computers in 2010 If you need help setting up Skype contact your IT Coordinator If
SUSTAINABLE MEETINGS GUIDE Version 24 16
you have Skype on your machine but have never used it you will need to take some steps to start using it Visit
this link for more information
Telepresence Centers Telepresence centers are
currently under construction in the MC Building the F building (IFC)
and IFC offices in Istanbul Hong Kong and should be fully
operational by 2012 Similar to videoconferencing telepresence
centers connect users in different locations through the use of high
definition video technology The goal is to simulate being in the
same room with meeting attendees across the world This is often
done through the use of similar tables chairs and backgrounds in
each telepresence center Look for more information on the WBG
telepresence centers in late 2011
If you print this guide please only print it black and white and double-sided
Checklist for Internal Events
The World Bank Group Knows Sustainable Meetings Every day at headquarters we host dozens even hundreds of meetings for internal staff ldquoBrown bagrdquo lunches staff trainings team meetings etc Below is a quick reference guide to taking small steps that lead to big impacts in minimizing the World Bank Grouprsquos footprint
General Tips
Get your team on board Let your planning team managers and attendees know of your efforts to green your next meeting or event Consider including this in your broadcast emails Lotus Notes meeting invitation or general email invitations to attendees
Walk through Before your event walk through the meeting room yoursquove reserved and make sure that the recycling bins are set-up where they should be HQ Only Email ifceventsifcorg for the F building or wbeventsworldbankorg for the WB buildings to ensure recycle bins are set-up properly in the room
Communicate it You can request informative templates from the IFC Footprint Program and the WB Corporate Responsibility team to print and display at your event For more information contact Vanessa Ferragut at vferragutifcorg or Adam Rubinfield at arubinfieldworldbankorg HQ Only Templates are available to communicate the sustainable nature of your event for placement on cafeteria tables
Make it Carbon Neutral The Corporate Responsibility and Footprint programs can help you calculate the emissions from your event and work with you to offset these emissions
Printing and Paper Use
Go paperless (or slim it down) Consider limiting the number of handouts you bring to you meeting Send these electronically after the events HQ Only If your department doesnrsquot have a departmental projector contact IFC Events at ifceventsifcorg or at the WB visit httpgsdconference to request one
Print it green Did you know that the paper provided in printers is already 100 recycled and all printers are defaulted to double-sided printing If you MUST print try and provide handouts using black amp white printing only
Choose erasable Use reusable dry-mark erasable boards instead of paper flip charts Ensure ldquonon-toxicrdquo markers are used HQ Only You can contact IFC Events at ifceventsifcorg or at the WB visit httpgsdconference to request a dry erase board
Generalize it Design and write all materials produced for the meeting (such as banners posters signs place cards) with generic language (do not put dates or locations) to allow them to be reused for other meetings
Reuse it You can save money and paper by reusing the foam backing to your existing posters Just reprint the front and glue on a new one HQ Only You can give old foam backings for posters back to the customer service desk at the GSD print shop in MC-C3-300
Digitize It Did you know that the WB Headquarters building has multiple electronic message boards where you can post event advertisements rather than using posters HQ Only Email Kenneth Wu at kwu1worldbankorg to post these electronic announcements in the MC H I and J buildings Contact Dila Zeynep Serpil at DSerpilifcorg to get your message posted on IFCrsquos K Street flat screen (needs to be designed as a landscape-type flyer)
Survey says If distributing surveys at your event considering using only a half page format For post-conference follow up send this electronically You can create your own electronic survey for free at wwwsurveymonkeycom
Sustainable CateringDining Out
Choose dishware Disposable cups plates and flatware not only add to landfills they also do not deliver the same ldquofirst-classrdquo catering service experience as dishware HQ Only When filling out RArsquos catering order
online specify in the ldquoSpecial Commentsrdquo section to provide dishware and NO disposables Currently RA charges $75 in tier two rooms for dishware but calculating costs of disposables it is actually a savings anytime you host an event
SUSTAINABLE MEETINGS GUIDE Version 24
18
or meeting for 20 or more people Note that the pricing structure for this is being evaluated to encourage the use of dishware over disposables
Eat sustainable amp local Go organic where possible Opt for seasonal and locally grown produce-based meals Order sustainable seafood Also consider a limited meat menu - raising animals for food requires more energy water and other inputs than growing grains or vegetables HQ Only You can work directly with RA at the IFC through ifceventsifcorg or at the World Bank Buildings - extension 82000 or email WBeventsworldbankorg RA follows the Monterey Bay Aquariums suggestions for sustainable seafood
Request Fair Trade organic andor shade grown coffee and tea HQ Only Restaurant Associates default for coffee served at meetings and events is Starbuckrsquos Fair Trade coffees- there is no additional charge for these choices
Compost it If disposables must be used be sure they are biodegradable or can be composted Also ensure the venue has set up means to collect and compost those disposables HQ Only The MC and F (as of
November 2010) buildings currently have the capacity to compost Make sure that any food or compostable serving
ware remaining after your meeting is composted by sending an email to WBeventsworldbankorg
Donrsquot pre-fill When hosting a sit down event ask caterers not to pre-fill glasses of water at banquet tables- this can save substantial amounts of wasted water for large events
Lose the packaging When placing your catering order specify to use bulk serving containers instead of individual serving sizes of butter spreads etc Request carafes of water rather than individual water bottles etc Similarly request meals be provided on platters rather than individually packaged Request bulk dispensers for all condiments sugar salt amp pepper cream butter etc HQ Only Please place these requests in the ldquoSpecial Commentsrdquo section of the RA online form when placing your catering order
Donate Inform caterers of the exact number of participants and re-evaluate quantity needed during the meeting to help avoid waste Ask your caterer to donate leftovers to local charities HQ Only RA donates excess food production to DC Central Kitchen on an as-needed basis Food that has been served in a buffet is disposed in accordance with healthy and safety regulations
Communicate it Ask your caterer to create small table-top signs by food highlighting sustainability efforts (sustainable no packaging local etc) HQ Only You can contact IFC Events at ifceventsifcorg
Giveaways
Buy local Try purchasing items that are made as close to where you will need to ship them This minimizes the time it will take the product to arrive the amount you will spend on shipping and your carbon footprint in terms of transportation and fuel
The gift that keeps on giving Encourage the purchase of useful giveaways such as travel mugs aluminum water bottles USB drives and other such items that participants can reuse again and again This helps to minimize the amount of waste going to the landfill from items that are intended for one-time use
Whatrsquos in [the material] for me If you are sourcing giveaways such as t-shirts reusable canvas bags etc consider requesting organic cotton or that your items are made of organic andor sustainable materials Materials such as organic cotton organic hemp organic wool kapok buckwheat or millet hulls or silk are comfortable and
sustainable Also make sure to ask that the product is Polyvinyl chloride (PVC) and Bisphenol A (BPA) free
Get your facts Just because your vendor is telling you the product is green may not always mean it is Remember that they are trying to sell you something There are many suppliers who obtain certifications (either for certain products or their entire business) to show they follow industry best practices vis-agrave-vis environmental and social responsibility Ask your supplier if they have obtained any such certifications or adhere to any sustainable principles
that they can verify HQ Only Refer to Annex 6 in this Guide for a list of WBG-approved giveaway vendors who
source sustainable giveaways
Transportation
By train bus or bike Communicate to outside attendees the public transportation accessibility of your WB of IFC office building to discourage use of vehicles
SUSTAINABLE MEETINGS GUIDE Version 24
19
Checklist for Off-Site Events
The World Bank Group Knows Sustainable Meetings
Whether yoursquore greening a local meeting for 6 people or an international meeting for hundreds there are many
tools within the WBGrsquos resources that can help you successfully minimize your meetingrsquos footprint and save money
Getting Started Things to Ask
Why does your department want to go green
If there are additional costs involved in hosting a sustainable event are you willing to commit to this financially Consider that you may also be saving money on something items as well
Are you interested in greening only one or two components of your event or most of the event
What do you and your meeting planning committee see as the most important component to a sustainable event
Printing and Paper Guidelines
Go paperless (or slim it down) Provide participants with a CD or USB stick with all the conference material or send electronically after the events Have printingcopying facilities available on request at the venue for attendees that must print hard copies of materials
Start with the printer Choose environmentally responsible printing companies for external printing contracts HQ
Only Refer to Annex 6 in this Guide for a list of printers that have sustainable practices
Print it green Use 100 recycled with a minimum of 65 of post consumer waste content avoid glossy publications give preference to soy based or vegetable oil inks for all printing purposes and make all necessary handouts black and white (when possible) and double-sided
Sustainable note-taking Use reusable dry-mark erasable boards or blackboards instead of paper flip charts if available Ensure ldquonon-toxicrdquo markers are used
Generalize it Design and write all materials produced for the meeting (such as banners posters signs place cards) with generic language (do not put dates or locations) to allow them to be reused for other meetings
Poster printing You can save money and paper by reusing the foam backing to your existing posters Just reprint the front and glue on a new one
E-signs Ask your venue if they have electronic screens where you can display your event information without the need of a poster or easel Make sure to get the right dimensions so that you can design your sign so it doesnrsquot look stretched out
Survey says If distributing surveys at the meeting consider printing on 100 recycled paper double sided For post-conference follow up send the survey electronically
Sustainable Catering
Choose dishware Disposable cups plates and flatware not only add to landfills they also donrsquot deliver the same ldquofirst-classrdquo catering service experience
Eat sustainable amp local Go organic where possible Opt for seasonal and locally grown produce-based meals Buying locally grown products helps support the communities and offers fresher seasonal choices without the transportation impact Consider a limited meat menu - raising animals for food requires more energy water and
other inputs than growing grains or vegetables HQ Only Refer to Annex 6 in this Guide for a list of restaurants in the
DC area that have sustainable practices
Choose sustainable seafood Request your caterer to follow the Monterey Bay Aquariumrsquos Seafood Watch guide As consumer demand for seafood increases it is depleting fish stocks around the world and harming oceans
Request Fair Trade organic andor shade grown coffee and tea
SUSTAINABLE MEETINGS GUIDE Version 24
20
Compost it If disposables must be used be sure they are biodegradable or can be composted Also ensure the venue has set up means to collect and compost those disposables Compostable items thrown in with regular trash will end up in the landfill ndash and most landfill conditions do not allow for decomposition
Donrsquot pre-fill Ask your caterer not to pre-fill glasses of water at banquet tables - this can save substantial amounts of wasted water for large events
Lose the packaging Request your caterer to provide liquids in carafes ndash including water and juices Individual bottles require fossil fuels to be produced packaged and transported eventually ending up in landfills Similarly request meals be provided on platters rather than individually packaged
Bulk up Request bulk dispensers for all condiments sugar salt amp pepper cream butter etc
Communicate it Ask your caterer to create small table-top signs by food highlighting sustainability efforts (sustainable no packaging local etc)
Selecting a VenueHotel for Overnight Guests
Visit GSDrsquos Approved-Offsite Venues and here for GSDrsquos Approved Hotels HQ Only Refer to Annex 6 in this Guide for
a list of hotels in the DC area that have sustainable practices in place
Ask potential venueshotels to send you a summary of the environmental measures they have in place Does the venue participate in any recycling programs Do they practice energy conservation Is this type of information advertised to the public Learning about a venuersquos best practices may help you get some great ideas for your next meeting
Is the venuehotel willing to work with your meetingrsquos sustainable needs Many times venues wonrsquot have their own sustainable agenda but if asked some venues may be willing to modify services to accommodate your requests
Is the venuehotel accessible by public transportation from the airport or the downtown area Is it also close to other event locations to minimize the need for ground transportation
Selecting Sustainable Ground Transportation
Destination Choose a destination with minimal travel Shorter distances = less environmental impact
HotelVenue location When booking a hotel or venue consider choosing one that is located near public transportation (Metro bus stop train station etc) or an airport if most people are arriving by plane
Public transport when possible Encourage the use of public transportation when possible Provide information complimentary passes and maps in guest packages
Keep it close Locate all venues within walking distance of one another For example having your evening reception at a restaurant within safe walking distance from the hotel saves you both time and money
Alternative fuel If you have to move a number of meeting attendees from one place to another using mini-buses or vans ask your transportation carrier if they own or lease any fuel efficient or hybrid vehicles HQ Only Refer to
Annex 6 in this Guide for a list of WBG-approved transportation vendors who use energy-efficient vehicles
Turn it off If you hire a ground transportation provider request the company to instruct drivers for your event to minimize idling of vehicles when waiting for guests
GiveawaysOther
Buy local Try purchasing items that are made as close to where you will need to ship them This minimizes the time it will take the product to arrive the amount you will spend on shipping and your carbon footprint in terms of transportation and fuel For example avoid items made abroad if your meetingevent is taking place in the United States
The gift that keeps on giving Encourage the purchasing of useful giveaways such as travel mugs aluminum water bottles USB drives and other such items that participants can reuse again and again This helps to minimize the
amount of waste going to the landfill from items that are intended for one-time use HQ Only Refer to Annex 6 in
this Guide for a list of vendors that have eco-friendly giveaways
SUSTAINABLE MEETINGS GUIDE Version 24
21
Whatrsquos in [the material] for me If you are sourcing giveaways such as t-shirts reusable canvas bags etc consider requesting organic cotton or that your items be made of organic andor sustainable materials Materials such as organic cotton organic hemp organic wool kapok buckwheat or millet hulls or silk are comfortable and
sustainable Also make sure to ask that the product is Polyvinyl chloride (PVC) and Bisphenol A (BPA) free
Get your facts Just because your vendor is telling you the product is green may not always mean it is Remember that they are trying to sell you something There are many suppliers who obtain certifications (either for certain products or their entire business) to show they follow industry best practices vis-agrave-vis environmental and social responsibility Ask your supplier if they have obtained any such certifications or adhere to any sustainable principles that they can verify
Efficient shipping Consider having your giveaways shipped directly to the venue or hotel where yoursquoll be giving these out This saves fuel emissions and costs than having to ship twice (once to your offices and once to the venuehotel)
Make it Carbon Neutral The Corporate Responsibility and Footprint programs can help you calculate the emissions from your event and work with you to offset these emissions
If you print this guide please only print it black and white and double-sided
ANNEX 1 ndash SELECTING A PRINT SHOP
Below is suggested language for a phone conversation formal Request for Information (RFI) Request for Proposal (RFP)
or any written communication This will allow you to easily collect information about a print shoprsquos products and services
that have minimal environmental impacts as well as efforts of the print shop to minimize the environmental impacts of
their operations This can also be used as a guide for sustainable printing and paper options that you should consider for
your print jobs
The World Bank Grouprsquos Commitment to Sustainability The World Bank Group (WBG) is committed to minimizing the environmental impact of its internal business operations This includes ensuring resource efficiency minimizing waste providing healthy surroundings in which to work and giving back to local communities where we do work This approach is consistent with our mission We will achieve our objectives by working in partnership with vendors whose products and services align with our commitment to sustainability
Printing Services Checklist
Basic YN Notes
Do you offer paper options that have high recycled content (ideally 100) with post-consumer waste recycled fiber content (also ideally 100)
Do you use a certification to verify environmentally responsible pulp and paper sources such as FSC or SFI
Can files be proofed electronically
Do you have binding options that break down easily during recycling process or do not need to be removed to recycle printed piece
Do you use vegetable-based inks for printing with the lowest VOC rating
Do you offer paper that is uncoated and either totally Chlorine
Free (TCF) process chlorine free (PCF) or elemental chlorine free
(ECF)
Going Further YN Notes
Does the paper mill use renewable power sources or have other established conservation or recycling practices
Is digital lsquoprint on demandrsquo or waterless printing available
Are you an FSC-certified printer If not can you provide
documentation of an environmental management system
SUSTAINABLE MEETINGS GUIDE Version 24
23
ANNEX 2 ndash SELECTING A CATERER
Below is suggested language for a phone conversation formal Request for Information (RFI) Request for Proposal (RFP)
or any written communication This will allow you to easily collect information about a catererrsquos products and services
they can offer you that have minimal environmental impacts It also collects information on the catererrsquos efforts to
minimize the environmental impacts of their business operations This can also be used as a guide for sustainable
catering options that you should consider for your event
The World Bank Grouprsquos Commitment to Sustainability The World Bank Group (WBG) is committed to minimizing the environmental impact of its internal business operations This includes ensuring resource efficiency minimizing waste providing healthy surroundings in which to work and giving back to local communities where we do work This approach is consistent with our mission We will achieve our objectives by working in partnership with vendors whose products and services align with our commitment to sustainability
Catering Products and Services
Basic YN Notes
Can water bottles be replaced by filtered water pitchers
Can dishware be used instead of disposable serving-ware This includes omitting to-go coffee cups and other to-go containers
Can bulk dispensers be used for sugar salt pepper cream butter
jams and other condiments
Can organic andor local food options be provided for menu selections
Are sustainable seafood options provided for menu selections If so what guideprogram is used to ensure responsible selections (such as the Monterey Bay Aquariumrsquos Seafood Watch Guide )
Is organic shade grown andor fair trade coffee and tea available
Can meals be served family style buffet or on platters rather than individually packaged
Going Further YN Notes
Are there means to collect and compost food waste as well as any biodegradable disposables and serving-ware used
Can table tents or informative signage be provided letting attendees know about sustainability efforts (such as ldquoOrganicrdquo ldquoLocalrdquo ldquoBulk to avoid packagingrdquo)
Is any portion of the catering services outsourced to socially
responsible nonprofits or other community needs groups
Is unused food donated to a local shelter or nonprofit
SUSTAINABLE MEETINGS GUIDE Version 24
24
ANNEX 3 ndash CHECKLIST FOR CATERING at HQ by RESTAURANT ASSOCIATES For meetings and events planned by HQ-based WBG staff at the Main Complex F J or H Building you are required to use the catering
services provided by Restaurant Associates Restaurant Associates is dedicated to providing excellent service at WBG properties and
can accommodate most catering needs Below is a list of suggested sustainable catering options for you to discuss with RA along
with a list of RArsquos default green products and services as an FYI
RArsquos Default Sustainable Options include
Fair Trade coffee Compostable disposables Donating excess production to DC Central Kitchen on an as-needed basis Follows sustainability guidelines in accordance with Monterey Bay Aquarium guide
CHECKLIST FOR RESTAURANT ASSOCIATES CATERING
Minimizing waste from service options Notes for Meeting Planners Cost Implications
Pitchers of water provided instead of bottled water
To request this option include instructions in the Comments Box of the online RA order form
At the IFC filtered water is served in pitchers as the default with no extra charge Please include this
request under the comments section In WB buildings the water pitcher policy is under review Details to follow in later FY12 You should always
contact your caterer directly in regards to this
Pitchers of all beverages (juices ice tea etc) can be served instead of individual bottles
To request this option for orange grapefruit and aqua fresco you can click on ldquoBeverages-
NonAlcoholicrdquo and select the pitchers of juice you like For other pitchers such as Iced Tea and apple juice include instructions in the Comments Box of
the online RA order form
$1350 per half gallon is the current pricing
Dishware can be used instead of paper or plastic serving-ware This includes omitting to-go coffee cups and other to-go containers
When ordering online include in the comments section ldquodishware onlyrdquo and possibly list a few items you do not want to have such as disposable coffee
cups plates and cutlery
Restaurant Associatersquos charge for dishware is $75 in tier two rooms but if calculating costs of disposables it is actually a savings anytime you host an event or
meeting for 20 or more people
Single-serve condiments can be eliminated from an event Alternative is to serve condiments (sugar salt pepper cream butter jams mayo mustard salad dressing etc) in bulk dispensers bowls etc
To request this option include instructions in the Comments Box of the RA order form
None
ldquoBoxed lunchesrdquo can be served on trays -rather than individual boxes- and replacing single serve condimentschips with bulk serving options
To request this option include instructions in the Comments Box of the RA online order form If there is a need for staff to bring their lunches back to their
office brown bags can be provided
None
Sustainable menu options Notes for Meeting Planners Cost Implications Organic andor locally sourced menu options are available
RA promotes the use of local and natural (no growth
hormones or additives) products based on season
and region Therefore menu options may be
limited
These items typically cost 30- 50 more
Limited (or no) meat menu can be prepared with a range of vegetarian options diverse in flavorstextures
RA can provided excellent vegetarian options upon
request Some online options are all vegetarian and
some menus can be customized with RA directly
Vegetarian options tend to cost less than meat
options
Organic wine or beer can be purchased Natura brand organic wines are available through
RA
Varies by product 30- 50 higher cost or
approximately $1195 per person
Educating attendees Notes for Meeting Planners Cost Implications
Table tents or informative signage can be
provided letting attendees know about
sustainability of foodbeverageservice
(highlighting what is local organic fair-trade
bulk serving dishware)
RA is happy to set up table tents with titles of the
food items being served at the event Just email
Michelle Perry at MPerryifcorg for your specific
requests
None
SUSTAINABLE MEETINGS GUIDE Version 24
25
ANNEX 4 ndash SELECTING A VENUE
Below is suggested language for a phone conversation formal Request for Information (RFI) Request for Proposal (RFP) or any written communication This will allow you to easily collect information about a venuersquos services that have minimal environmental impacts as well as efforts of the venue to minimize the environmental impacts of their operations This can also be used as a guide for what sustainable options that to look for when selecting a venue The World Bank Grouprsquos Commitment to Sustainability The World Bank Group (WBG) is committed to minimizing the environmental impact of its internal business operations This includes ensuring resource efficiency minimizing waste providing healthy surroundings in which to work and giving back to local communities where we do work This approach is consistent with our mission We will achieve our objectives by working in partnership with vendors whose products and services align with our commitment to sustainability
Venue
Basic YN Notes
Venue is in close proximity to public transport airport connection hotels or other
event venues
Venue provides visible and accessible reduction reuse and recycling services for
paper metal plastic and glass
The venue has an energy management program ensuring temperature is kept at
reasonable levels (such as 72 degrees Fahrenheit in summer 68 in winter) and that
this can be adjusted according to the dress code for an event
Venue instructs staff to shut off HVAClights when guests are not in meeting rooms
or other areas of the facility
Venue trains its staff to implement its environmental policies
Venue purchases environmentally preferable products (recycled paper products
green cleaning products etc)
Going Further YN Notes
Venue has an environmental policy and action plan covering sustainable
procurement energy saving catering services cleaning transport and waste
Venue is third party certified (examples in US LEED building Green Seal hotel etc)
If venue is not third party certified it follows sustainability principles such as
installed high insulation designed to maximize the use of daylight uses energy
efficient lighting and water-saving appliances in kitchen and toilets
Venue uses renewable energy on site or buys Renewable Energy Certificates
Venue separates and composts its organics or will work with organizer to instate a
program
Venue purchases environmentally responsible cleaning products for carpets floors
kitchens and bathrooms (minimum 50 percent of products are environmentally
responsible)
Venue requests that suppliers have environmentally responsible policies and
supports vendors who do
SUSTAINABLE MEETINGS GUIDE Version 24
26
ANNEX 5 ndash SELECTING A HOTEL For Overnight Guests
Below is suggested language for a phone conversation formal Request for Information (RFI) Request for Proposal (RFP) or any
written communication This will allow you to easily collect information about a hotelrsquos services that have minimal environmental
impacts as well as efforts of the hotel to minimize the environmental impacts of their operations This can also be used as a guide for
what sustainable options that to look for when selecting a hotel venue
The World Bank Grouprsquos Commitment to Sustainability The World Bank Group (WBG) is committed to minimizing the environmental impact of its internal business operations This includes ensuring resource efficiency minimizing waste providing healthy surroundings in which to work and giving back to local communities where we do work This approach is consistent with our mission We will achieve our objectives by working in partnership with vendors whose products and services align with our commitment to sustainability
Selecting a Hotel
Basic YN Notes
Hotel is located within walking distance of the meeting venue and is easily accessible by public
transport
Hotel implements water-conservation practices including low-flow showerheads and toilets
Hotel implements a recycling program
Hotel implements energy efficiency practices ensuring temperature is kept at reasonable levels
(such as 72 degrees Fahrenheit in summer 68 in winter) and HVACelectricity is turned off when
rooms are not used
Heating and air conditioning systems are easy for guests to operate (and adjust when necessary)
Hotel has a linen reuse program and place-cards in each room letting guests know of this
Hotel participates in paperless check-inout procedures
Hotel instructs staff to shut off HVAClights when guests are not in their rooms or other areas of
the facility
Going Further YN Notes
Hotel has an environmental policy and action plan covering sustainable procurement energy
saving catering services cleaning transport and waste
Hotel is third party certified (in the US examples include LEED building Green Seal hotel etc)
If Hotel is not third party certified it follows sustainability principles such as installed high
insulation designed to maximize the use of daylight uses energy efficient lighting and water-
saving appliances in kitchen and toilets
Hotel trains its staff to implement its environmental policies
Hotel uses renewable energy on site or buys Renewable Energy Certificates
Hotel separates and composts its organics or will work with organizer to instate a program
Hotel that offers bulk dispensers for shampoos and soaps in guest rooms
Hotel purchases environmentally preferable products (recycled hand towels toilet paper etc)
Hotel requests vendors to have environmentally responsible policies and supports vendors who
do
SUSTAINABLE MEETINGS GUIDE Version 24
27
Hotel purchases environmentally responsible cleaning products for carpets floors kitchens and
bathrooms (minimum 50 percent of products are environmentally responsible)
Hotel delivers newspapers to rooms only if requested and not wrapped in plastic bag
Guest laundry containers are reusable (eg baskets)
Going Even Further YN Notes
Hotel utilizes rain water andor grey water in its buildings
Hotel key cards are linked to energy appliances (ex light automatically switch off when people
leave the room)
Hotel groundsrsquo practices are sustainable (ex only local plants tolerant of local climate are used
etc)
Insulating covers are installed on all indoor and outdoor swimming pools and hot tubs to reduce
both energy and water use (ie evaporation)
Automatic controls are in place for heating and cooling with levels set to the minimum necessary
for comfort
Hotel vehicles operated are efficient and low emission
If you print this guide please only print it black and white and double-sided
ANNEX 6 - World Bank Group Approved Sustainable Vendors for Headquarters
Restaurants (close to WBG Headquarters buildings)
Company Name VIN Contact Information Website Best Used Forhellip
Founding Farmers NA 1924 Pennsylvania Ave NW
202-822-8783
Link Client LunchesDinners
Nora NA 2132 Florida Avenue NW
(202) 462-5143
Link Client LunchesDinners
Farmers and Fishers NA 3000 K Street NW
202-298-0003
Link Client LunchesDinners
Print Shops Company Name VIN Contact Information Website Best Used Forhellip
Plaza Art Store
NA 1990 K Street (2nd Floor)
202-331-7090
Purchasing Foam Poster Boards
EcoPrint 120419 Roger 301-585-7077 Link Sustainable printing needs
Giveaways amp Supplies Company Name VIN Contact Information Website Best Used Forhellip
Fairview Specialties 16952 Rick 410-242-1217 x 1602 Link Eco-Giveaways
ePromos 86267 1-877-377-6667 Link Eco-Giveaways
Advertise America 9830 1-800-579-4883 Link Eco-Giveaways
Office Max Office Max Link Environmentally-friendly office products
ReBinder Office Max Link Recycled Binders
Transportation Company Name VIN Contact Information Website Best Used Forhellip
Veolia Transportation 111458 Alex Cournol 301-965-2080 Fuel Efficient sedans SUVs motor coaches
Sunnys Executive Sedan 4517 1-800-949-0949 Fuel Efficient Sedans amp SUVs
Hotels (close to WBG Headquarters buildings) Reserve through American Express
Company Name VIN Contact Information Website Best Used Forhellip
Beacon Hotel 88406 1615 Rhode Island Avenue NW Link Hotel rooms
Washington Circle Hotel 9062 One Washington Circle NW Link Hotel rooms unique venue
Fairmont Hotel 7073 2401 M Street NW Link Hotel rooms
Topaz Hotel 1733 N Street NW Link Hotel rooms
Hotel Rouge 1315 16th
Street NW Link Hotel rooms
Hotel Palomar 2121 P Street NW Link Hotel rooms
Food amp Wine
Company Name VIN Contact Information Website Best Used Forhellip
Calypso Wine Distributors 114860 Beth-ann Roth 703-464-5550
1725 Eye Street NW Ste 300
Link Giveaways specialty wine at events
Note The above companies have been selected to help you get started If you have additional recommendations or
know of any other WB-approved vendors please contact Vanessa Ferragut to get these added to the next version
SUSTAINABLE MEETINGS GUIDE Version 24
29
References
1 ldquoLivestock and Climate Changerdquo World Watch Institute Retrieved from
httpwwwworldwatchorgfilespdfLivestock20and20Climate20Changepdf
2 Blue Green Meetings Retrieved from httpwwwbluegreenmeetingsorgSuppliersAccommodationshtm
3 Spatrisano A amp Wilson N (2007) Simple Steps to Green Meetings and Events United States of America
4 Tesdahl Ben (2008) Meetings Law Spelling Out lsquoGreenrsquo in Black and White Meetings Industry Megasite
Retrieved from httpwwwmimegasitecommimegasitearticlesarticle_displayjspvnu_content_id=1003849215
5 Barbara Scofidio (July 8 2009) Green It and Mean It Meetings Net Retrieved from
httpmeetingsnetcomnewsgreen-effort-meetings-0708
6 Wallace E Mathai M Heath A Convention Industry Council (2008) Convention Industry Council Manual 8th
Edition Washington DC
7 Cortese Amy (2009 September) Are We Doing Enough One Magazine September Issue
8 Hill Lori (2009) If You Green It They Will Come [PowerPoint slides] lori hill event productions Retrieved from
IFC Footprint website httpifcnetifcorgintranetfootprintnsfAttachmentsByTitlepres_EarthDay2009_IfYouGreenIt$FILEIf+You+Green+It+They+Will+Comepdf
9 UNEP ICLEI (2009) Green Meeting Guide 2009 Roll out the Green Carpet for your Participants
10 Kaplan Jonathan National Resource Defense Council ldquoEat Green Our everyday food choices affect global
warming and the environmentrdquo Retrieved from wwwnrdcorg
11 ldquoLivestockrsquos Long Shadowrdquo by Food and Agriculture Organization of the United Nations Retrieved from
httpwwwfaoorgdocrep010a0701ea0701e00HTM
12 Meeting Strategies Worldwide Retrieved from httpwwwmeetgreencom
13 Telschow Roger (2009) Guide for the Responsible Print Buyer United States of America
SUSTAINABLE MEETINGS GUIDE Version 24 3
Contents
ABOUT THIS GUIDE 2
CONTENTS 3
11 QUICK TIPS FOR GREENING ANY MEETING 4
THE NUTS amp BOLTS ndash THE DETAILS OF HOW TO ORGANIZE A ldquoLOW-IMPACTrdquo EVENT 5
Getting Started 5
Printing amp Paper Use 6
Catering 7
Selecting a VenueHotel for Your Event or Overnight Attendees 10
Selecting Ground Transportation 11
Gifts and Giveaways 12
Making it Carbon Neutral 13
Communicate Your Greening Efforts 14
E-Meetings 15
CHECKLIST FOR INTERNAL EVENTS 17
CHECKLIST FOR OFF-SITE EVENTS 19
ANNEX 1 ndash SELECTING A PRINT SHOP 22
ANNEX 2 ndash SELECTING A CATERER 23
ANNEX 3 ndash CHECKLIST FOR CATERING at HQ by RESTAURANT ASSOCIATES 24
ANNEX 4 ndash SELECTING A VENUE 25
ANNEX 5 ndash SELECTING A HOTEL For Overnight Guests 26
ANNEX 6 - World Bank Group Approved Sustainable Vendors for Headquarters 28
References 29
SUSTAINABLE MEETINGS GUIDE Version 24 4
11 QUICK TIPS FOR GREENING ANY MEETING
A responsible meeting incorporates sustainability considerations throughout all stages of the meeting to minimize negative impacts
on the environment and community Sustainable meetings deliver environmental benefits cost savings competitive advantages
improved image and provides a satisfying attendee experience Here are a few quick things you can do to minimize the
environmental impact of any meeting no matter how big or small it is
Go paperless (or slim it down) Provide participants with a CD or USB stick with all the conference material or
send electronically after the events
See
Pag
e 6
fo
r m
ore
info
rmat
ion
Go
to
An
nex
1 f
or
hel
p S
elec
tin
g a
Pri
nt
Sho
p
Print it green Use 100 recycled paper with a minimum of 65 of post consumer waste content avoid glossy
publications give preference to soy based (or vegetable oil) inks for all printing purposes and make all
necessary handouts black and white (when possible) and double-sided
Generalize it Design and write all materials produced for the meeting (such as banners posters signs place
cards) with generic language (do not put dates or locations) to allow them to be reused for other meetings You
can save money and paper by reusing the foam backing to your existing posters Just reprint the front and glue
on a new one
Keep it close Locate all venues within walking distance of one another For example having your evening
reception at a restaurant within safe walking distance from the hotel or World Bank Group offices saves you
both time and money
See
Pag
e 8
fo
r m
ore
info
rmat
ion
Go
to
An
nex
2 amp
An
nex
3 f
or
hel
p w
ith
inte
rnal
an
d e
xter
nal
cate
rin
g
Choose dishware Disposable cups plates and flatware not only add to landfills they also donrsquot deliver the
same ldquofirst-classrdquo service experience Asking your caterer to do away with ldquoboxed lunchesrdquo and serve the same
options on a platter adds to the experience and significantly reduces disposable use
Request sustainable catering Request Fair Trade organic andor shade grown coffee and tea (default at WBG
facilities in Washington DC) Request seasonal and locally grown produce-based meals Consider a limited-
meat menu ndash itrsquos a cheaper option and reduces the impact of raising food animals For meat request organic
free-range For seafood request caterers to follow the Monterey Bay Aquariumrsquos Seafood Watch guide
Practice the 3 rdquoRrdquos ReduceReuseRecycle Reduce at your event by minimizing the use of decorative
elements such as flowers banners etc Reuse materials and supplies by ensuring there is a dedicated area for
participants to return materials (such as delegate badges) Ensure recycling bins are clearly visible and
accessible
The gift that keeps on giving Encourage the purchasing of useful giveaways such as travel mugs aluminum
water bottles USB drives and other such items that participants can reuse
See
Pag
e 1
0
for
Giv
eaw
ays
Communicate it Sustainable meetings are about creating awareness and building understanding Ensure signs
inform attendees about the great efforts involved to reduce the negative impacts of this event
Count the emissions The steps outlined above provide a basis for ensuring an environmentally ldquolow-impactrdquo
event Ensure greenhouse gas (GHG) emissions are accounted for by instituting requirements for collecting the
necessary data throughout the event planning and execution process See
Pag
e
13
Make it online Although many of our meetings and events require in-person communication in some
instances meetingstrainingsevents can be held through conference calls e-meetings or videoconferences
On LMS there are a series of classes on how to host an eMeeting over Lotus Notes and the Help Desk can
assist you with how to host a virtual meeting using Skype
Pri
nti
ng
and
Pap
er U
se
Ve
nu
e
Cat
eri
ng
Bas
ics
SUSTAINABLE MEETINGS GUIDE Version 24 5
The Nuts amp Bolts ndash the details of how to organize a ldquolow-impactrdquo event
Getting Started
The first step in planning a meeting is setting clear goals and objectives You can start greening your event by
incorporating environmentally responsible ideas in your eventrsquos objectives Having answers to some simple questions
can help secure buy-in from your department
Some critical questions to ask before you begin planning
What is driving you to host an environmentally responsible event Is this driven by IFCWBrsquos commitment your
unitdepartmentrsquos commitment your manager or your professional or personal goals as the meeting planner
Is your groupteam interested in greening the entire event or only one or two components If your team has not
bought into the idea of hosting a sustainable event you can look for ldquolow hanging fruitrdquo to introduce some green
components into the event such as cost saving efforts like eliminating printed materials
What do you and your department identify as the most important component to a sustainable event Recycling
of plastics and paper Catering with organic and locally grown foods Reducing the use of paper by limiting the
amount printed and distributed at the event Deciding this upfront will help you manage your time and budget
needed for greening the event
If additional costs are involved in hosting an environmentally responsible event is your group willing to commit
to this financially Although sustainable practices can save money you may at times incur an additional expense
such as catering with organic foods and dishware instead of disposables You may also find cost savings (from
printing less) so be sure to analyze your entire budget and not just look at individual line items to know if it will
cost more or less to incorporate your greening goals
Once you have answers to these simple questions and buy in from your manager and team you can share your goals
and objectives with suppliers meeting attendees and speakers Having everyone understand what your goals are and
why you are making certain decisions - especially when instituting new changes - will help to reinforce your
environmentally responsible objectives throughout the meeting planning process
Itrsquos now time to incorporate environmental responsibility into the logistics for your meeting - from how communication
with participants is handled to the materials distributed during the meeting to communicating with vendors and event
partners the importance of greening your meeting
ldquoItrsquos neither quick nor easy to turn a giant ship Yet the
meeting and event industry is coming to terms with its
environmental impact and moving forward with globally
significant changesrdquo Amy Cortese One Magazine
SUSTAINABLE MEETINGS GUIDE Version 24 6
Printing amp Paper Use
There are many creative ways to cut back on paper and printing needs at your next event or even eliminate paper and
printing all together with electronic alternatives
Here are some tips to help you get started
Go paperless (or slim it down) Provide participants with a CD or USB stick with all the conference material or
send electronically after the events Have printingcopying facilities available at the venue for participants who
must have something in hard copy Reducing printing before the meeting will reduce the resources needed to
produce the paper (trees water energy etc) and will also increase flexibility for your event in-case of last minute
changes to the agenda speakers or other items
Print it green When you must print use paper that is 100 recycled with a minimum of 65 of post consumer
waste content
Keep it chlorine free Choose totally or elemental chlorine free paper for promotional material program signs
etc to avoid the use of dioxin created by bleaching with chlorine compounds (which has been connected to
cancer infertility learning disabilities diabetes and other critical health problems)
Avoid glossy publications The varnish coating required to give paper a gloss finish is highly toxic including
multiple volatile organic compounds that are made from petroleum-based products which contribute to our
dependency on fossil-fuels
Soy Veggie Soy Give preference to soy based (or vegetable oil) inks for all printing purposes The use of soy-or-
vegetable-based products avoids petroleum-based inks Soy requires no or little irrigation and leaves fewer
agricultural residues than most other crops
Lose the color and double it up Make all necessary handouts black and white (when possible) and double-sided
to use as little paper and toner as possible Black ink contains whatrsquos known as ldquoCarbon Blackrdquo which is essentially
non-toxic Black is arguably the lowest environmental impact of any ink All other colors contain different
pigments some of them metal-based like copper or barium Though these are in small amounts they donrsquot
disappear once a job is printed Whether a printed piece of paper is incinerated buried or recycled the metals
do have some impact
Choose Wisely Choose environmentally responsible printing companies for external printing contracts This will
make greening your printing needs much easier for you
Get your speakers onboard Ask your internal or external speakers to eliminateminimize handouts They can
send materials as PDF files after the event You can also post materials to your UnitDeptrsquos IntranetWebsite as
appropriate which can direct traffic and interest to your site immediately following the event
Choose erasable If available request reusable dry-mark erasable boards or blackboards instead of paper flip
charts Ensure that ldquonon-toxicrdquo markers are used These can help with collaborative communication and note
taking throughout the meeting
Generalize it Design and write all materials produced for the
meeting (such as banners posters signs place cards) with
generic language (do not put dates or locations) to allow them
to be reused for other meetings This will save you money and
time in creating materials for your next event
Reuse it You can save money and paper by reusing the foam backing to your existing posters Just reprint the
front and glue on a new one
Digitize It Determine whether your venue has means for displaying agendas session announcements and other
collateral on digital display screens instead of via printouts Not only will this negate the need for paper copies of
these items but also allows you to incorporate creative messaging videos and up-to-date communications
100 post consumer recycled paper and soy
based inks are used in the print shop and all copy
centers at the Washington DC offices In
addition all network printers are defaulted to
double-sided
SUSTAINABLE MEETINGS GUIDE Version 24 7
Best Practice Tips
Plan Ahead Planning ahead not only helps ease the pressures of schedules but contributes to planning in advance and thinking sustainably in regards to printing shipping and other processes involved Starting early allows you to pick alternatives for your printing
Survey says If distributing surveys at an event consider printing on 100 recycled paper double sided For post-
conference follow up send this electronically ndash yoursquoll be able to begin email dialogue with your attendees and
allow for easy electronic compilation of survey results
ANNEX 1 provides suggested language for a phone conversation or formal Request for Information (RFI) or Request for Proposal (RFP) This will
allow you to easily collect information about a print shoprsquos products and services that have minimal environmental impacts as well as efforts of the
print shop to minimize the environmental impacts of their operations This can also be used as a guide for sustainable printing and paper options
that you should consider for your print jobs
Catering
Catering covers all aspects of the provision of meals and refreshments for
participants from the procurement of foods to the handling of the waste
produced by catering services You can use the tips below when working
with external venuesrsquo caterers along with Restaurant Associates the
A five-day event serving 2200 people breaks breakfasts lunches and receptions uses china instead of plastic disposables it prevents 1890 lbs of plastic from going into a landfill Thatrsquos nearly one ton ndash Meeting Strategies Worldwide
SUSTAINABLE MEETINGS GUIDE Version 24 8
World Bank Grouprsquos HQ internal caterers For requests with external caterers you can use the RFP language in the
Annexes mentioned below
Here are some quick tips to help you get started
Choose Dishware Disposable cups plates and flatware not only add to landfills they also do not deliver the same ldquofirst-classrdquo catering service experience as dishware
Eat sustainable amp local Go organic where possible Opt for seasonal and locally grown produce-based meals Buying locally grown products helps support the communities and offers fresher seasonal choices without the transportation impact It is also a great way to celebrate the regionrsquos local flavor Consider a limited-meat menu - raising animals for food requires more energy water and other inputs than growing grains or vegetables and is responsible for almost 18 of annual world-wide greenhouse gas emissions1
Choose Sustainable Seafood Request caterers to not use fish on the Monterey Bay Aquariumrsquos Seafood Watch ldquoAvoidrdquo (red) list and aspire only to including fish that are on the ldquoBest Choicesrdquo and ldquoSuper Greenrdquo (green) lists Consumer demand for seafood increases is depleting fish stocks around the world and harming oceans The Monterey Bay Aquarium guide provides up to date information on sustainable seafood choices available in the US You can read more at httpwwwmontereybayaquariumorgcrcr_seafoodwatchsfw_recommendationsaspx
Request Fair Trade organic andor shade grown coffee and tea to help reduce the reliance on deforestation and pesticide use in growing these crops
Compost it If disposables must be used a good idea would be to use compostable disposables However this is only a good choice when your food scraps and disposables will be composted You will need to ensure that your venue has set up a means to collect and compost those disposables Compostable items thrown in with regular trash will just end up in the landfill where they will not decompose
Donrsquot pre-fill Ask your caterer not to pre-fill glasses of water at banquet tables- this can save substantial amounts of wasted water for large events
Emphasize the 3Rs Reduce Reuse Recycle Have recycling bins clearly visible and accessible where the meals will be served if there are individual glassaluminum beverage containers -or the like- that can be recycled
Ban the Bottle Request caterers to provide liquids in carafes ndash including water and juices Individual bottles require fossil fuels to be produced packaged and transported eventually ending up in landfills Similarly request that meals be provided on platters rather than individually packaged especially with ldquoBrown Bagrdquo lunch menu options
Bulk up Request bulk dispensers for all condiments sugar salt amp pepper cream butter etc to reduce waste from single-serve packets
Know your numbers Have attendees lsquosign-uprsquo for meals Gather an accurate attendance count Better attendance numbers will reduce food waste and costs
Evaluate and Donate Inform caterers of the exact number of participants and re-evaluate quantity needed during the meeting to help avoid waste Ask your caterer to donate leftovers to local charities
Communicate it Ask your caterer to create small table-top signs by the food being served highlighting sustainability efforts (local sustainable no packaging etc)
Composting Food waste produces methane as it decomposes in landfills if it decomposes at all Ask your
caterer if they happen to compost or would consider bringing in a composter specifically for your event At the
World Bank MC and F Building a new lsquopulperrsquo and lsquoeCorectrsquo dehydration systems turn heavy wet food waste into
It takes three liters of water to produce one
liter of bottled water ndash Pacific Institute
Studies by the World Bankrsquos Agriculture and Rural
Development Department indicate that coffee is one of the
worldrsquos most important cash crops and is vital to the
livelihood of more than 25 million small coffee farmers
globally Fair trade programs ensure that in exchange for
conducting their coffee farming in sustainable ways farmers
receive help to start cooperatives guaranteeing a higher
price for their beans which they invest back into their farms
and their communities
By not pre-filling water glasses at banquet tables during three days of served lunches for 2200 attendees 520 gallons of water can be saved
Information provided by Meeting Strategies Worldwide
SUSTAINABLE MEETINGS GUIDE Version 24 9
Best Practice Tips
Did you know that the coffee and tea served at breakfast can be used again for your
meetingrsquos morning break Rather than placing another order for the morning break
ask catering to leave the coffee and hot water urns out from the morning and replace
only what is necessary This can be replicated for the afternoon break by using the
lunchtimersquos coffee amp tea urns
a dry odor-free and nutrient-rich soil-like material The result is an 80ndash95 percent reduction in both the weight
and volume of food waste For more information visit httpgoworldbankorgV0M5EF2OT0
ANNEX 2 provides suggested language for a phone conversation a formal Request for Information (RFI) or Request for Proposal (RFP) This will
allow you to easily collect information about a catererrsquos products and services that have minimal environmental impacts It also collects information
on the caterersrsquo efforts to minimize the environmental impacts of their business operations This can later be used for communicating to attendees
as well as a guide for sustainable catering options that you should consider for your event
ANNEX 3 is for meetings and events planned by HQ-based WBG staff Since we are required to use the catering services provided by Restaurant
Associates (RA) a list of suggested sustainable catering options is provided for you to discuss with your Conference Service representative along
with a list of RArsquos default sustainable products and services as an FYI Restaurant Associates is dedicated to providing excellent service at WBG HQ
properties and can accommodate most catering needs
SUSTAINABLE MEETINGS GUIDE Version 24 10
Selecting a VenueHotel for Your Event or Overnight Attendees
At times you will need to source an external venue to host
your WBG event You may also need to source an external
hotel to host your out-of-town guests Using a venue or hotel
whose sustainability goals and objectives align with yours
provides you with more options to green your event
Consider using a venue that has a sustainability mission Ask if
your hotel offers a linen and towel reuse program has recycling services or paperless check-inout procedures You can
include these sustainability criteria in all your RFPs
Below are a few things to consider
Does the venuehotel already have sustainability practices in place Does the venue participate in any recycling
programs Do they practice energy conservation For the United States ask if they have earned any certifications
such as Green Seal Is this type of information advertised to the public For international hotels certifications
vary and may not always be awarded by the most credible sources If this is the case use the language in the
Annex for conversations and emails with hotelvenue representatives
Ask potential venueshotels to send you a summary of the environmental measures they have in
place Learning about a venuersquos best practices will help you learn what the industry is doing to be
green You might even get some great ideas from their policies for your next meeting
Is the venuehotel willing to work with your meetingrsquos green needs Many times venues wonrsquot have their own
green agenda but if asked some venues may be willing to modify services to accommodate your requests
Include in the contract a clause that states their commitment to fulfill the sustainability needs of your event
Is the venuehotel accessible by public transportation from the airport or the downtown area Is it also close to
other event locations to minimize the need for ground transportation Do they offer a shuttle to be used by your
meeting attendees to avoid the need for individual cabscars
Annex 4 is for Venue selection and Annex 5 is for Hotel selection of overnight guests Both annexes provide suggested language for a phone
conversation or formal Request for Information (RFI) or Request for Proposal (RFP) This will allow you to easily collect information about a
venuehotelrsquos efforts to minimize the environmental impacts of their operations and services This can also be used as a guide for what sustainable
options to look for when selecting a venuehotel
Annex 6 provides a list of World Bank Group-approved hotel vendors that have sustainable practices in place
A building earning the US Green Building Councilrsquos LEED Platinum certification has heatingcooling systems that donrsquot run for 13 of the year consumes 23 less energy than a typical office building and 13 of the buildingrsquos energy comes from renewable resources
SUSTAINABLE MEETINGS GUIDE Version 24 11
Selecting Ground Transportation
While most of your meetings may be taking place locally or within World Bank Group facilities please consider the type of ground transportation your guests will be taking from their hotels apartments airports or any offsite retreats you plan
Keep it close Locate all venues within walking distance of one
another Shorter distances = less environmental impact Having your evening reception at a restaurant within safe walking distance from the hotel saves you both time and money
Public Transportation Encourage the use of public transportation when possible Provide information complimentary passes and maps in guest packages if this is a city with which your guests are not familiar
Request fuel-efficient vehicles If you have to move a number of meeting attendees from one place to another using mini-buses or vans ask your transportation carrier if they own or lease any fuel efficient or hybrid vehicles
Turn it off If you hire a ground transportation provider request the company to instruct drivers to turn off the engine in order to minimize idling of vehicles when waiting for guests In many states (such as DC) this is the law
Transportation contributes approximately one-third of all US carbon dioxide emissions and must be a prime target for major greenhouse gas reductions -Sierra Club
SUSTAINABLE MEETINGS GUIDE Version 24 12
Gifts and Giveaways
Sometimes your events may call for some sort of incentive prize giveaway or other such token of appreciation of
attendeesrsquo participation Below are some helpful hints when sourcing such items
Buy Local Try purchasing items that are made as close to where you will need to ship them This minimizes the time it will take the product to arrive the amount you will spend on shipping and your carbon footprint in terms of transportation and fuel For example avoid items made abroad if your meetingevent is taking place in the United States
The Gift that Keeps on Giving Encourage the purchase of useful giveaways such as travel mugs aluminum water bottles USB drives and other such items that participants can reuse again and again This helps to minimize the amount of waste going to the landfill from items that are intended for one-time use
Whatrsquos in [the material] for me If you are sourcing giveaways such as t-shirts reusable canvas bags etc consider requesting organic cotton or products made of organic andor sustainable materials Materials such as organic cotton organic hemp organic wool kapok buckwheat or millet hulls or silk are comfortable and sustainable Some even come in colorful new designs using eco-safe dyes and color grown cotton Make sure that your items are Polyvinyl chloride (PVC) and Bisphenol A (BPA) free Ask your supplier about these materials and if heshe can help you find them for your specific order
Get your facts Just because your vendor is telling you the product is green may not always mean it is Remember that they are trying to sell you something There are many suppliers who obtain certifications (either for certain products or their entire business) to show they follow industry best practices vis-agrave-vis environmental and social responsibility Ask your supplier if they have obtained any such certifications or adhere to any sustainability principles that they can verify
Did you know that many of the crops that produce the fibers used to make our clothing and home waresmdashoften those we sleep in every nightmdashaccount for some of the highest pesticide usage In fact it takes roughly one-third of a pound of chemicals (pesticides and fertilizers) to grow enough cotton for just one T-shirt which is why it is important to consider organic cotton and other alternative fibers
Source wwworganicorg
SUSTAINABLE MEETINGS GUIDE Version 24 13
Making it Carbon Neutral
A meeting or conference can be considered carbon neutral when all possible efforts have been made to reduce the
greenhouse gas (GHG) emissions resulting from the meeting and when carbon offsets have been purchased to
compensate for the unavoidable emissions
Below yoursquoll find important steps to help measure and offset the emissions associated with your event When we
mention ldquocontact usrdquo please use the contact information for the World Bank Corporate Responsibility and the IFC
Footprint Program team members that can be found on page 2 of this Guide
Collect Data Yoursquoll need to gather data from a number of different sources to calculate the emissions from your
meeting These are
Energy at the meeting venue ndash you will need to find out the average annual (or monthly) electricity consumed
and fuel used (in boilers or generators) at the venue This data will then be prorated for the length of your
event You should ask a representative from the venue for this data from utility bills or purchase records If you
are unable to collect this data ask the venue for information about the size of the conference venue ndash contact
us and we can apply an energy intensity figure to this area to estimate the electricity consumption
Air transport to event ndash you will need to account for the distance traveled by each attendee that is not WBG
staff - each flight leg should be identified For example for an attendee going to a conference in Delhi India you
would need to know that they traveled from Washington-Dulles to Delhi through London-Heathrow and record
each of the airport codes (ie IADLHRDEL) Similarly you would need to know the routing of their return trip
NOTE All GHG emissions from flights taken by WBG staff are already reported annually and carbon offsets are
purchased to make these flights carbon neutral
Ground transport to and from the venue (between venue and hotel or airport and hotel) ndash you would need to
know how people traveled to and from the meeting how many people by what means (car--gasolinediesel
bus rail other) and over what distances For example for attendee A you would want to know that they
travelled 2 km by bus to get to the hotel and then 1 km by taxi to get to the conference venue
Hotel rooms utilized by attendees of the event - If there are a number of hotel rooms involved then you would
need to know how many hotel room days were used in order to estimate the energy associated with those
rooms based on region
Calculating your emissions ndash the World Bank Corporate Responsibility and IFC Footprint Program teams are happy to
help you calculate your emissions Please contact us to request our greenhouse gas emissions calculator and we can
help you fill out the calculator to properly calculate your emissions
Offsetting your emissions ndash the World Bank Corporate Responsibility and IFC Footprint Program teams are also happy to
help you offset these emissions Please contact us to discuss how we can offset your emissions through the purchase of
carbon offsets
SUSTAINABLE MEETINGS GUIDE Version 24 14
Communicate Your Greening Efforts
Without communicating the impact of these great efforts undertaken the sustainable event is only half effective Sustainable meetings are about creating awareness and building understanding Ensure your event communications inform attendees about the great efforts involved to reduce the negative environmental impacts of this event
Take the Floor If yoursquore the meeting coordinator you have the opportunity to spread the word Introduce yourself at the beginning of the meeting and explain the basic concepts you have incorporated point out where the recycling bins are and remind people of other key aspects of your sustainable event
Shout it out If you select to have an attendee packet consider emailing it first Materials should emphasize the vision of greening the event Have a short summary that states your goal and provides examples of sustainable options at your event (include statistics that show the impact where possible)
Example ldquoBy not printing attendee packets we were able to save an estimated 800000 sheet of paper and 8000 binders This saves about 67 trees greenhouse gases equivalent to approximately 2 cars per year 65801 gallons of wastewater and 7765 pounds of solid wasterdquo
The following websites can help you calculate your eventrsquos footprint for communication purposes
[Paper] Environmental Defense Paper Calculator
[Ground transportation] EPA calculator for converting gasoline usage or passenger vehicles into environmental impacts (use Option 1)
[Catering] EPA food waste calculator
[Waste recycling] North East Recycling Center calculator
Invite your vendors to tell their story Ask the venuehotel to provide information on what they have done to
help green the event and include this in your communications Invite the venue to create and hang a poster up at your event on their greening efforts
Show it off Ask your caterer to create small table-top signs by food highlighting sustainability efforts (local
sustainable organic no packaging etc)
Get preachy If you have selected a sustainable giveaway help encourage behavior change with fun facts For
example you can include a card or text that mentions ldquoIt takes three liters of water to produce one liter of
bottled waterrdquo on aluminum water bottles they received at your event By sharing with them useful facts and
information your attendees are more likely to reuse that giveaway in a fashion intended to minimize their own
footprint going forward
For templates and examples contact your IFC Footprint Team or WB Corporate Responsibility Team or visit the Footprint Programrsquos website to download your own copies
Best Practice Tips
Create table tents asking participants to take only what they need
and to return name badges for future use (best to create a
designated area for name badge return- a simple box labeled at
your registration area works well) Attendees like being informed
and getting involved Contact us for templates
SUSTAINABLE MEETINGS GUIDE Version 24 15
E-Meetings
The World Bank Group provides resources to help you host virtual meetings This is an easy way to reduce costs and
your travel footprint while allowing a larger number of people the ability to attend a meeting A series of training
sessions and seminars have been designed to help planners in coordinating electronic meetings In addition eServices is
available to assist planners with any video conferencing service needs Lastly stay tuned for the rollout of Telepresence
centers
eMeetings eMeetings is a great solution for all your online meeting needs especially when you want to share documents andor presentations among globally dispersed teams located both at HQ and in the country offices -- either with or without videoconferencing session conduct a training online conduct a facilitated session between participants at HQ and in the country offices and have the ability to enter commentsthoughts live via an electronic Whiteboard demonstrate system solutions online
o IFC eMeeting eLearning Module Learn how to schedule an eMeeting through your Lotus Notes calendar as well as online This module will cover the dos and donts when working with an eMeeting as well as best practices Available on LMS (no link)
CMA Polycom CMA Polycom enables IFC staff to use their computers to conduct point-to-point video
conferences with each other or participate in a scheduled video conference This is a great way to enhance your
meetings and connect to colleagues when you are traveling working from home or just sitting in your office at
HQ How can you start trying out the CMA Polycom Talk to your IT Coordinator who can request CMA
application installed on your IFC PC You will also need a webcam or built-in PC camera Note that people you
wish to conference with must have the application installed and they must be available and remember if you
are in a location with slow connectivity CMA use may not be recommended
IFC An Introduction to Web Conferencing This 20-minute tutorial introduces web conferencing concepts and features It also covers the PREP (Planning Rehearsal Execution Post-Mortem) Model for web conferencing to guide you in the design and delivery of training sessions or meetings Upon completion of this program staff will understand best practices for conducting successful web conferences and the benefits of web conferencing including how it supports the IFC Footprint program Available on LMS (no link)
Video Conferencing Services World Bank Staff can request Global Videoconferencing Services (GVS) which consist of two-way video audio and broadcast video either between two or among multiple locations Contact eServices for booking information or email wbvideoworldbankorg These cost about $205 per session including long distance charges and must be made at least 24 hours in advance
Adobereg Connect is a web conferencing application used to deliver online meetings and webinars It is Internet-
based and uses Adobe Flash technology A World Bank Group computer is not necessary to deliver or participate
in Adobe Connect virtual meetings Virtual meetings may include features such as screen sharing web tours
voice over IP file uploads and document collaboration to make them interactive and participant-friendly An
Adobe Connect license is necessary in order to set up a web meeting Each VPU has an Adobe Connect champion
who manages the licenses and may assist in meeting setup and support Meetings remain available until they
are deleted so a meeting space can be reused as often as necessary For more information write to
iLearningworldbankorg
Skype Skype is a software application installed on individual computers that allows users to make voice and
video calls over the internet for free to other Skype users and for a low fee to landlines cellphones etc Skype
was installed on all WBG computers in 2010 If you need help setting up Skype contact your IT Coordinator If
SUSTAINABLE MEETINGS GUIDE Version 24 16
you have Skype on your machine but have never used it you will need to take some steps to start using it Visit
this link for more information
Telepresence Centers Telepresence centers are
currently under construction in the MC Building the F building (IFC)
and IFC offices in Istanbul Hong Kong and should be fully
operational by 2012 Similar to videoconferencing telepresence
centers connect users in different locations through the use of high
definition video technology The goal is to simulate being in the
same room with meeting attendees across the world This is often
done through the use of similar tables chairs and backgrounds in
each telepresence center Look for more information on the WBG
telepresence centers in late 2011
If you print this guide please only print it black and white and double-sided
Checklist for Internal Events
The World Bank Group Knows Sustainable Meetings Every day at headquarters we host dozens even hundreds of meetings for internal staff ldquoBrown bagrdquo lunches staff trainings team meetings etc Below is a quick reference guide to taking small steps that lead to big impacts in minimizing the World Bank Grouprsquos footprint
General Tips
Get your team on board Let your planning team managers and attendees know of your efforts to green your next meeting or event Consider including this in your broadcast emails Lotus Notes meeting invitation or general email invitations to attendees
Walk through Before your event walk through the meeting room yoursquove reserved and make sure that the recycling bins are set-up where they should be HQ Only Email ifceventsifcorg for the F building or wbeventsworldbankorg for the WB buildings to ensure recycle bins are set-up properly in the room
Communicate it You can request informative templates from the IFC Footprint Program and the WB Corporate Responsibility team to print and display at your event For more information contact Vanessa Ferragut at vferragutifcorg or Adam Rubinfield at arubinfieldworldbankorg HQ Only Templates are available to communicate the sustainable nature of your event for placement on cafeteria tables
Make it Carbon Neutral The Corporate Responsibility and Footprint programs can help you calculate the emissions from your event and work with you to offset these emissions
Printing and Paper Use
Go paperless (or slim it down) Consider limiting the number of handouts you bring to you meeting Send these electronically after the events HQ Only If your department doesnrsquot have a departmental projector contact IFC Events at ifceventsifcorg or at the WB visit httpgsdconference to request one
Print it green Did you know that the paper provided in printers is already 100 recycled and all printers are defaulted to double-sided printing If you MUST print try and provide handouts using black amp white printing only
Choose erasable Use reusable dry-mark erasable boards instead of paper flip charts Ensure ldquonon-toxicrdquo markers are used HQ Only You can contact IFC Events at ifceventsifcorg or at the WB visit httpgsdconference to request a dry erase board
Generalize it Design and write all materials produced for the meeting (such as banners posters signs place cards) with generic language (do not put dates or locations) to allow them to be reused for other meetings
Reuse it You can save money and paper by reusing the foam backing to your existing posters Just reprint the front and glue on a new one HQ Only You can give old foam backings for posters back to the customer service desk at the GSD print shop in MC-C3-300
Digitize It Did you know that the WB Headquarters building has multiple electronic message boards where you can post event advertisements rather than using posters HQ Only Email Kenneth Wu at kwu1worldbankorg to post these electronic announcements in the MC H I and J buildings Contact Dila Zeynep Serpil at DSerpilifcorg to get your message posted on IFCrsquos K Street flat screen (needs to be designed as a landscape-type flyer)
Survey says If distributing surveys at your event considering using only a half page format For post-conference follow up send this electronically You can create your own electronic survey for free at wwwsurveymonkeycom
Sustainable CateringDining Out
Choose dishware Disposable cups plates and flatware not only add to landfills they also do not deliver the same ldquofirst-classrdquo catering service experience as dishware HQ Only When filling out RArsquos catering order
online specify in the ldquoSpecial Commentsrdquo section to provide dishware and NO disposables Currently RA charges $75 in tier two rooms for dishware but calculating costs of disposables it is actually a savings anytime you host an event
SUSTAINABLE MEETINGS GUIDE Version 24
18
or meeting for 20 or more people Note that the pricing structure for this is being evaluated to encourage the use of dishware over disposables
Eat sustainable amp local Go organic where possible Opt for seasonal and locally grown produce-based meals Order sustainable seafood Also consider a limited meat menu - raising animals for food requires more energy water and other inputs than growing grains or vegetables HQ Only You can work directly with RA at the IFC through ifceventsifcorg or at the World Bank Buildings - extension 82000 or email WBeventsworldbankorg RA follows the Monterey Bay Aquariums suggestions for sustainable seafood
Request Fair Trade organic andor shade grown coffee and tea HQ Only Restaurant Associates default for coffee served at meetings and events is Starbuckrsquos Fair Trade coffees- there is no additional charge for these choices
Compost it If disposables must be used be sure they are biodegradable or can be composted Also ensure the venue has set up means to collect and compost those disposables HQ Only The MC and F (as of
November 2010) buildings currently have the capacity to compost Make sure that any food or compostable serving
ware remaining after your meeting is composted by sending an email to WBeventsworldbankorg
Donrsquot pre-fill When hosting a sit down event ask caterers not to pre-fill glasses of water at banquet tables- this can save substantial amounts of wasted water for large events
Lose the packaging When placing your catering order specify to use bulk serving containers instead of individual serving sizes of butter spreads etc Request carafes of water rather than individual water bottles etc Similarly request meals be provided on platters rather than individually packaged Request bulk dispensers for all condiments sugar salt amp pepper cream butter etc HQ Only Please place these requests in the ldquoSpecial Commentsrdquo section of the RA online form when placing your catering order
Donate Inform caterers of the exact number of participants and re-evaluate quantity needed during the meeting to help avoid waste Ask your caterer to donate leftovers to local charities HQ Only RA donates excess food production to DC Central Kitchen on an as-needed basis Food that has been served in a buffet is disposed in accordance with healthy and safety regulations
Communicate it Ask your caterer to create small table-top signs by food highlighting sustainability efforts (sustainable no packaging local etc) HQ Only You can contact IFC Events at ifceventsifcorg
Giveaways
Buy local Try purchasing items that are made as close to where you will need to ship them This minimizes the time it will take the product to arrive the amount you will spend on shipping and your carbon footprint in terms of transportation and fuel
The gift that keeps on giving Encourage the purchase of useful giveaways such as travel mugs aluminum water bottles USB drives and other such items that participants can reuse again and again This helps to minimize the amount of waste going to the landfill from items that are intended for one-time use
Whatrsquos in [the material] for me If you are sourcing giveaways such as t-shirts reusable canvas bags etc consider requesting organic cotton or that your items are made of organic andor sustainable materials Materials such as organic cotton organic hemp organic wool kapok buckwheat or millet hulls or silk are comfortable and
sustainable Also make sure to ask that the product is Polyvinyl chloride (PVC) and Bisphenol A (BPA) free
Get your facts Just because your vendor is telling you the product is green may not always mean it is Remember that they are trying to sell you something There are many suppliers who obtain certifications (either for certain products or their entire business) to show they follow industry best practices vis-agrave-vis environmental and social responsibility Ask your supplier if they have obtained any such certifications or adhere to any sustainable principles
that they can verify HQ Only Refer to Annex 6 in this Guide for a list of WBG-approved giveaway vendors who
source sustainable giveaways
Transportation
By train bus or bike Communicate to outside attendees the public transportation accessibility of your WB of IFC office building to discourage use of vehicles
SUSTAINABLE MEETINGS GUIDE Version 24
19
Checklist for Off-Site Events
The World Bank Group Knows Sustainable Meetings
Whether yoursquore greening a local meeting for 6 people or an international meeting for hundreds there are many
tools within the WBGrsquos resources that can help you successfully minimize your meetingrsquos footprint and save money
Getting Started Things to Ask
Why does your department want to go green
If there are additional costs involved in hosting a sustainable event are you willing to commit to this financially Consider that you may also be saving money on something items as well
Are you interested in greening only one or two components of your event or most of the event
What do you and your meeting planning committee see as the most important component to a sustainable event
Printing and Paper Guidelines
Go paperless (or slim it down) Provide participants with a CD or USB stick with all the conference material or send electronically after the events Have printingcopying facilities available on request at the venue for attendees that must print hard copies of materials
Start with the printer Choose environmentally responsible printing companies for external printing contracts HQ
Only Refer to Annex 6 in this Guide for a list of printers that have sustainable practices
Print it green Use 100 recycled with a minimum of 65 of post consumer waste content avoid glossy publications give preference to soy based or vegetable oil inks for all printing purposes and make all necessary handouts black and white (when possible) and double-sided
Sustainable note-taking Use reusable dry-mark erasable boards or blackboards instead of paper flip charts if available Ensure ldquonon-toxicrdquo markers are used
Generalize it Design and write all materials produced for the meeting (such as banners posters signs place cards) with generic language (do not put dates or locations) to allow them to be reused for other meetings
Poster printing You can save money and paper by reusing the foam backing to your existing posters Just reprint the front and glue on a new one
E-signs Ask your venue if they have electronic screens where you can display your event information without the need of a poster or easel Make sure to get the right dimensions so that you can design your sign so it doesnrsquot look stretched out
Survey says If distributing surveys at the meeting consider printing on 100 recycled paper double sided For post-conference follow up send the survey electronically
Sustainable Catering
Choose dishware Disposable cups plates and flatware not only add to landfills they also donrsquot deliver the same ldquofirst-classrdquo catering service experience
Eat sustainable amp local Go organic where possible Opt for seasonal and locally grown produce-based meals Buying locally grown products helps support the communities and offers fresher seasonal choices without the transportation impact Consider a limited meat menu - raising animals for food requires more energy water and
other inputs than growing grains or vegetables HQ Only Refer to Annex 6 in this Guide for a list of restaurants in the
DC area that have sustainable practices
Choose sustainable seafood Request your caterer to follow the Monterey Bay Aquariumrsquos Seafood Watch guide As consumer demand for seafood increases it is depleting fish stocks around the world and harming oceans
Request Fair Trade organic andor shade grown coffee and tea
SUSTAINABLE MEETINGS GUIDE Version 24
20
Compost it If disposables must be used be sure they are biodegradable or can be composted Also ensure the venue has set up means to collect and compost those disposables Compostable items thrown in with regular trash will end up in the landfill ndash and most landfill conditions do not allow for decomposition
Donrsquot pre-fill Ask your caterer not to pre-fill glasses of water at banquet tables - this can save substantial amounts of wasted water for large events
Lose the packaging Request your caterer to provide liquids in carafes ndash including water and juices Individual bottles require fossil fuels to be produced packaged and transported eventually ending up in landfills Similarly request meals be provided on platters rather than individually packaged
Bulk up Request bulk dispensers for all condiments sugar salt amp pepper cream butter etc
Communicate it Ask your caterer to create small table-top signs by food highlighting sustainability efforts (sustainable no packaging local etc)
Selecting a VenueHotel for Overnight Guests
Visit GSDrsquos Approved-Offsite Venues and here for GSDrsquos Approved Hotels HQ Only Refer to Annex 6 in this Guide for
a list of hotels in the DC area that have sustainable practices in place
Ask potential venueshotels to send you a summary of the environmental measures they have in place Does the venue participate in any recycling programs Do they practice energy conservation Is this type of information advertised to the public Learning about a venuersquos best practices may help you get some great ideas for your next meeting
Is the venuehotel willing to work with your meetingrsquos sustainable needs Many times venues wonrsquot have their own sustainable agenda but if asked some venues may be willing to modify services to accommodate your requests
Is the venuehotel accessible by public transportation from the airport or the downtown area Is it also close to other event locations to minimize the need for ground transportation
Selecting Sustainable Ground Transportation
Destination Choose a destination with minimal travel Shorter distances = less environmental impact
HotelVenue location When booking a hotel or venue consider choosing one that is located near public transportation (Metro bus stop train station etc) or an airport if most people are arriving by plane
Public transport when possible Encourage the use of public transportation when possible Provide information complimentary passes and maps in guest packages
Keep it close Locate all venues within walking distance of one another For example having your evening reception at a restaurant within safe walking distance from the hotel saves you both time and money
Alternative fuel If you have to move a number of meeting attendees from one place to another using mini-buses or vans ask your transportation carrier if they own or lease any fuel efficient or hybrid vehicles HQ Only Refer to
Annex 6 in this Guide for a list of WBG-approved transportation vendors who use energy-efficient vehicles
Turn it off If you hire a ground transportation provider request the company to instruct drivers for your event to minimize idling of vehicles when waiting for guests
GiveawaysOther
Buy local Try purchasing items that are made as close to where you will need to ship them This minimizes the time it will take the product to arrive the amount you will spend on shipping and your carbon footprint in terms of transportation and fuel For example avoid items made abroad if your meetingevent is taking place in the United States
The gift that keeps on giving Encourage the purchasing of useful giveaways such as travel mugs aluminum water bottles USB drives and other such items that participants can reuse again and again This helps to minimize the
amount of waste going to the landfill from items that are intended for one-time use HQ Only Refer to Annex 6 in
this Guide for a list of vendors that have eco-friendly giveaways
SUSTAINABLE MEETINGS GUIDE Version 24
21
Whatrsquos in [the material] for me If you are sourcing giveaways such as t-shirts reusable canvas bags etc consider requesting organic cotton or that your items be made of organic andor sustainable materials Materials such as organic cotton organic hemp organic wool kapok buckwheat or millet hulls or silk are comfortable and
sustainable Also make sure to ask that the product is Polyvinyl chloride (PVC) and Bisphenol A (BPA) free
Get your facts Just because your vendor is telling you the product is green may not always mean it is Remember that they are trying to sell you something There are many suppliers who obtain certifications (either for certain products or their entire business) to show they follow industry best practices vis-agrave-vis environmental and social responsibility Ask your supplier if they have obtained any such certifications or adhere to any sustainable principles that they can verify
Efficient shipping Consider having your giveaways shipped directly to the venue or hotel where yoursquoll be giving these out This saves fuel emissions and costs than having to ship twice (once to your offices and once to the venuehotel)
Make it Carbon Neutral The Corporate Responsibility and Footprint programs can help you calculate the emissions from your event and work with you to offset these emissions
If you print this guide please only print it black and white and double-sided
ANNEX 1 ndash SELECTING A PRINT SHOP
Below is suggested language for a phone conversation formal Request for Information (RFI) Request for Proposal (RFP)
or any written communication This will allow you to easily collect information about a print shoprsquos products and services
that have minimal environmental impacts as well as efforts of the print shop to minimize the environmental impacts of
their operations This can also be used as a guide for sustainable printing and paper options that you should consider for
your print jobs
The World Bank Grouprsquos Commitment to Sustainability The World Bank Group (WBG) is committed to minimizing the environmental impact of its internal business operations This includes ensuring resource efficiency minimizing waste providing healthy surroundings in which to work and giving back to local communities where we do work This approach is consistent with our mission We will achieve our objectives by working in partnership with vendors whose products and services align with our commitment to sustainability
Printing Services Checklist
Basic YN Notes
Do you offer paper options that have high recycled content (ideally 100) with post-consumer waste recycled fiber content (also ideally 100)
Do you use a certification to verify environmentally responsible pulp and paper sources such as FSC or SFI
Can files be proofed electronically
Do you have binding options that break down easily during recycling process or do not need to be removed to recycle printed piece
Do you use vegetable-based inks for printing with the lowest VOC rating
Do you offer paper that is uncoated and either totally Chlorine
Free (TCF) process chlorine free (PCF) or elemental chlorine free
(ECF)
Going Further YN Notes
Does the paper mill use renewable power sources or have other established conservation or recycling practices
Is digital lsquoprint on demandrsquo or waterless printing available
Are you an FSC-certified printer If not can you provide
documentation of an environmental management system
SUSTAINABLE MEETINGS GUIDE Version 24
23
ANNEX 2 ndash SELECTING A CATERER
Below is suggested language for a phone conversation formal Request for Information (RFI) Request for Proposal (RFP)
or any written communication This will allow you to easily collect information about a catererrsquos products and services
they can offer you that have minimal environmental impacts It also collects information on the catererrsquos efforts to
minimize the environmental impacts of their business operations This can also be used as a guide for sustainable
catering options that you should consider for your event
The World Bank Grouprsquos Commitment to Sustainability The World Bank Group (WBG) is committed to minimizing the environmental impact of its internal business operations This includes ensuring resource efficiency minimizing waste providing healthy surroundings in which to work and giving back to local communities where we do work This approach is consistent with our mission We will achieve our objectives by working in partnership with vendors whose products and services align with our commitment to sustainability
Catering Products and Services
Basic YN Notes
Can water bottles be replaced by filtered water pitchers
Can dishware be used instead of disposable serving-ware This includes omitting to-go coffee cups and other to-go containers
Can bulk dispensers be used for sugar salt pepper cream butter
jams and other condiments
Can organic andor local food options be provided for menu selections
Are sustainable seafood options provided for menu selections If so what guideprogram is used to ensure responsible selections (such as the Monterey Bay Aquariumrsquos Seafood Watch Guide )
Is organic shade grown andor fair trade coffee and tea available
Can meals be served family style buffet or on platters rather than individually packaged
Going Further YN Notes
Are there means to collect and compost food waste as well as any biodegradable disposables and serving-ware used
Can table tents or informative signage be provided letting attendees know about sustainability efforts (such as ldquoOrganicrdquo ldquoLocalrdquo ldquoBulk to avoid packagingrdquo)
Is any portion of the catering services outsourced to socially
responsible nonprofits or other community needs groups
Is unused food donated to a local shelter or nonprofit
SUSTAINABLE MEETINGS GUIDE Version 24
24
ANNEX 3 ndash CHECKLIST FOR CATERING at HQ by RESTAURANT ASSOCIATES For meetings and events planned by HQ-based WBG staff at the Main Complex F J or H Building you are required to use the catering
services provided by Restaurant Associates Restaurant Associates is dedicated to providing excellent service at WBG properties and
can accommodate most catering needs Below is a list of suggested sustainable catering options for you to discuss with RA along
with a list of RArsquos default green products and services as an FYI
RArsquos Default Sustainable Options include
Fair Trade coffee Compostable disposables Donating excess production to DC Central Kitchen on an as-needed basis Follows sustainability guidelines in accordance with Monterey Bay Aquarium guide
CHECKLIST FOR RESTAURANT ASSOCIATES CATERING
Minimizing waste from service options Notes for Meeting Planners Cost Implications
Pitchers of water provided instead of bottled water
To request this option include instructions in the Comments Box of the online RA order form
At the IFC filtered water is served in pitchers as the default with no extra charge Please include this
request under the comments section In WB buildings the water pitcher policy is under review Details to follow in later FY12 You should always
contact your caterer directly in regards to this
Pitchers of all beverages (juices ice tea etc) can be served instead of individual bottles
To request this option for orange grapefruit and aqua fresco you can click on ldquoBeverages-
NonAlcoholicrdquo and select the pitchers of juice you like For other pitchers such as Iced Tea and apple juice include instructions in the Comments Box of
the online RA order form
$1350 per half gallon is the current pricing
Dishware can be used instead of paper or plastic serving-ware This includes omitting to-go coffee cups and other to-go containers
When ordering online include in the comments section ldquodishware onlyrdquo and possibly list a few items you do not want to have such as disposable coffee
cups plates and cutlery
Restaurant Associatersquos charge for dishware is $75 in tier two rooms but if calculating costs of disposables it is actually a savings anytime you host an event or
meeting for 20 or more people
Single-serve condiments can be eliminated from an event Alternative is to serve condiments (sugar salt pepper cream butter jams mayo mustard salad dressing etc) in bulk dispensers bowls etc
To request this option include instructions in the Comments Box of the RA order form
None
ldquoBoxed lunchesrdquo can be served on trays -rather than individual boxes- and replacing single serve condimentschips with bulk serving options
To request this option include instructions in the Comments Box of the RA online order form If there is a need for staff to bring their lunches back to their
office brown bags can be provided
None
Sustainable menu options Notes for Meeting Planners Cost Implications Organic andor locally sourced menu options are available
RA promotes the use of local and natural (no growth
hormones or additives) products based on season
and region Therefore menu options may be
limited
These items typically cost 30- 50 more
Limited (or no) meat menu can be prepared with a range of vegetarian options diverse in flavorstextures
RA can provided excellent vegetarian options upon
request Some online options are all vegetarian and
some menus can be customized with RA directly
Vegetarian options tend to cost less than meat
options
Organic wine or beer can be purchased Natura brand organic wines are available through
RA
Varies by product 30- 50 higher cost or
approximately $1195 per person
Educating attendees Notes for Meeting Planners Cost Implications
Table tents or informative signage can be
provided letting attendees know about
sustainability of foodbeverageservice
(highlighting what is local organic fair-trade
bulk serving dishware)
RA is happy to set up table tents with titles of the
food items being served at the event Just email
Michelle Perry at MPerryifcorg for your specific
requests
None
SUSTAINABLE MEETINGS GUIDE Version 24
25
ANNEX 4 ndash SELECTING A VENUE
Below is suggested language for a phone conversation formal Request for Information (RFI) Request for Proposal (RFP) or any written communication This will allow you to easily collect information about a venuersquos services that have minimal environmental impacts as well as efforts of the venue to minimize the environmental impacts of their operations This can also be used as a guide for what sustainable options that to look for when selecting a venue The World Bank Grouprsquos Commitment to Sustainability The World Bank Group (WBG) is committed to minimizing the environmental impact of its internal business operations This includes ensuring resource efficiency minimizing waste providing healthy surroundings in which to work and giving back to local communities where we do work This approach is consistent with our mission We will achieve our objectives by working in partnership with vendors whose products and services align with our commitment to sustainability
Venue
Basic YN Notes
Venue is in close proximity to public transport airport connection hotels or other
event venues
Venue provides visible and accessible reduction reuse and recycling services for
paper metal plastic and glass
The venue has an energy management program ensuring temperature is kept at
reasonable levels (such as 72 degrees Fahrenheit in summer 68 in winter) and that
this can be adjusted according to the dress code for an event
Venue instructs staff to shut off HVAClights when guests are not in meeting rooms
or other areas of the facility
Venue trains its staff to implement its environmental policies
Venue purchases environmentally preferable products (recycled paper products
green cleaning products etc)
Going Further YN Notes
Venue has an environmental policy and action plan covering sustainable
procurement energy saving catering services cleaning transport and waste
Venue is third party certified (examples in US LEED building Green Seal hotel etc)
If venue is not third party certified it follows sustainability principles such as
installed high insulation designed to maximize the use of daylight uses energy
efficient lighting and water-saving appliances in kitchen and toilets
Venue uses renewable energy on site or buys Renewable Energy Certificates
Venue separates and composts its organics or will work with organizer to instate a
program
Venue purchases environmentally responsible cleaning products for carpets floors
kitchens and bathrooms (minimum 50 percent of products are environmentally
responsible)
Venue requests that suppliers have environmentally responsible policies and
supports vendors who do
SUSTAINABLE MEETINGS GUIDE Version 24
26
ANNEX 5 ndash SELECTING A HOTEL For Overnight Guests
Below is suggested language for a phone conversation formal Request for Information (RFI) Request for Proposal (RFP) or any
written communication This will allow you to easily collect information about a hotelrsquos services that have minimal environmental
impacts as well as efforts of the hotel to minimize the environmental impacts of their operations This can also be used as a guide for
what sustainable options that to look for when selecting a hotel venue
The World Bank Grouprsquos Commitment to Sustainability The World Bank Group (WBG) is committed to minimizing the environmental impact of its internal business operations This includes ensuring resource efficiency minimizing waste providing healthy surroundings in which to work and giving back to local communities where we do work This approach is consistent with our mission We will achieve our objectives by working in partnership with vendors whose products and services align with our commitment to sustainability
Selecting a Hotel
Basic YN Notes
Hotel is located within walking distance of the meeting venue and is easily accessible by public
transport
Hotel implements water-conservation practices including low-flow showerheads and toilets
Hotel implements a recycling program
Hotel implements energy efficiency practices ensuring temperature is kept at reasonable levels
(such as 72 degrees Fahrenheit in summer 68 in winter) and HVACelectricity is turned off when
rooms are not used
Heating and air conditioning systems are easy for guests to operate (and adjust when necessary)
Hotel has a linen reuse program and place-cards in each room letting guests know of this
Hotel participates in paperless check-inout procedures
Hotel instructs staff to shut off HVAClights when guests are not in their rooms or other areas of
the facility
Going Further YN Notes
Hotel has an environmental policy and action plan covering sustainable procurement energy
saving catering services cleaning transport and waste
Hotel is third party certified (in the US examples include LEED building Green Seal hotel etc)
If Hotel is not third party certified it follows sustainability principles such as installed high
insulation designed to maximize the use of daylight uses energy efficient lighting and water-
saving appliances in kitchen and toilets
Hotel trains its staff to implement its environmental policies
Hotel uses renewable energy on site or buys Renewable Energy Certificates
Hotel separates and composts its organics or will work with organizer to instate a program
Hotel that offers bulk dispensers for shampoos and soaps in guest rooms
Hotel purchases environmentally preferable products (recycled hand towels toilet paper etc)
Hotel requests vendors to have environmentally responsible policies and supports vendors who
do
SUSTAINABLE MEETINGS GUIDE Version 24
27
Hotel purchases environmentally responsible cleaning products for carpets floors kitchens and
bathrooms (minimum 50 percent of products are environmentally responsible)
Hotel delivers newspapers to rooms only if requested and not wrapped in plastic bag
Guest laundry containers are reusable (eg baskets)
Going Even Further YN Notes
Hotel utilizes rain water andor grey water in its buildings
Hotel key cards are linked to energy appliances (ex light automatically switch off when people
leave the room)
Hotel groundsrsquo practices are sustainable (ex only local plants tolerant of local climate are used
etc)
Insulating covers are installed on all indoor and outdoor swimming pools and hot tubs to reduce
both energy and water use (ie evaporation)
Automatic controls are in place for heating and cooling with levels set to the minimum necessary
for comfort
Hotel vehicles operated are efficient and low emission
If you print this guide please only print it black and white and double-sided
ANNEX 6 - World Bank Group Approved Sustainable Vendors for Headquarters
Restaurants (close to WBG Headquarters buildings)
Company Name VIN Contact Information Website Best Used Forhellip
Founding Farmers NA 1924 Pennsylvania Ave NW
202-822-8783
Link Client LunchesDinners
Nora NA 2132 Florida Avenue NW
(202) 462-5143
Link Client LunchesDinners
Farmers and Fishers NA 3000 K Street NW
202-298-0003
Link Client LunchesDinners
Print Shops Company Name VIN Contact Information Website Best Used Forhellip
Plaza Art Store
NA 1990 K Street (2nd Floor)
202-331-7090
Purchasing Foam Poster Boards
EcoPrint 120419 Roger 301-585-7077 Link Sustainable printing needs
Giveaways amp Supplies Company Name VIN Contact Information Website Best Used Forhellip
Fairview Specialties 16952 Rick 410-242-1217 x 1602 Link Eco-Giveaways
ePromos 86267 1-877-377-6667 Link Eco-Giveaways
Advertise America 9830 1-800-579-4883 Link Eco-Giveaways
Office Max Office Max Link Environmentally-friendly office products
ReBinder Office Max Link Recycled Binders
Transportation Company Name VIN Contact Information Website Best Used Forhellip
Veolia Transportation 111458 Alex Cournol 301-965-2080 Fuel Efficient sedans SUVs motor coaches
Sunnys Executive Sedan 4517 1-800-949-0949 Fuel Efficient Sedans amp SUVs
Hotels (close to WBG Headquarters buildings) Reserve through American Express
Company Name VIN Contact Information Website Best Used Forhellip
Beacon Hotel 88406 1615 Rhode Island Avenue NW Link Hotel rooms
Washington Circle Hotel 9062 One Washington Circle NW Link Hotel rooms unique venue
Fairmont Hotel 7073 2401 M Street NW Link Hotel rooms
Topaz Hotel 1733 N Street NW Link Hotel rooms
Hotel Rouge 1315 16th
Street NW Link Hotel rooms
Hotel Palomar 2121 P Street NW Link Hotel rooms
Food amp Wine
Company Name VIN Contact Information Website Best Used Forhellip
Calypso Wine Distributors 114860 Beth-ann Roth 703-464-5550
1725 Eye Street NW Ste 300
Link Giveaways specialty wine at events
Note The above companies have been selected to help you get started If you have additional recommendations or
know of any other WB-approved vendors please contact Vanessa Ferragut to get these added to the next version
SUSTAINABLE MEETINGS GUIDE Version 24
29
References
1 ldquoLivestock and Climate Changerdquo World Watch Institute Retrieved from
httpwwwworldwatchorgfilespdfLivestock20and20Climate20Changepdf
2 Blue Green Meetings Retrieved from httpwwwbluegreenmeetingsorgSuppliersAccommodationshtm
3 Spatrisano A amp Wilson N (2007) Simple Steps to Green Meetings and Events United States of America
4 Tesdahl Ben (2008) Meetings Law Spelling Out lsquoGreenrsquo in Black and White Meetings Industry Megasite
Retrieved from httpwwwmimegasitecommimegasitearticlesarticle_displayjspvnu_content_id=1003849215
5 Barbara Scofidio (July 8 2009) Green It and Mean It Meetings Net Retrieved from
httpmeetingsnetcomnewsgreen-effort-meetings-0708
6 Wallace E Mathai M Heath A Convention Industry Council (2008) Convention Industry Council Manual 8th
Edition Washington DC
7 Cortese Amy (2009 September) Are We Doing Enough One Magazine September Issue
8 Hill Lori (2009) If You Green It They Will Come [PowerPoint slides] lori hill event productions Retrieved from
IFC Footprint website httpifcnetifcorgintranetfootprintnsfAttachmentsByTitlepres_EarthDay2009_IfYouGreenIt$FILEIf+You+Green+It+They+Will+Comepdf
9 UNEP ICLEI (2009) Green Meeting Guide 2009 Roll out the Green Carpet for your Participants
10 Kaplan Jonathan National Resource Defense Council ldquoEat Green Our everyday food choices affect global
warming and the environmentrdquo Retrieved from wwwnrdcorg
11 ldquoLivestockrsquos Long Shadowrdquo by Food and Agriculture Organization of the United Nations Retrieved from
httpwwwfaoorgdocrep010a0701ea0701e00HTM
12 Meeting Strategies Worldwide Retrieved from httpwwwmeetgreencom
13 Telschow Roger (2009) Guide for the Responsible Print Buyer United States of America
SUSTAINABLE MEETINGS GUIDE Version 24 4
11 QUICK TIPS FOR GREENING ANY MEETING
A responsible meeting incorporates sustainability considerations throughout all stages of the meeting to minimize negative impacts
on the environment and community Sustainable meetings deliver environmental benefits cost savings competitive advantages
improved image and provides a satisfying attendee experience Here are a few quick things you can do to minimize the
environmental impact of any meeting no matter how big or small it is
Go paperless (or slim it down) Provide participants with a CD or USB stick with all the conference material or
send electronically after the events
See
Pag
e 6
fo
r m
ore
info
rmat
ion
Go
to
An
nex
1 f
or
hel
p S
elec
tin
g a
Pri
nt
Sho
p
Print it green Use 100 recycled paper with a minimum of 65 of post consumer waste content avoid glossy
publications give preference to soy based (or vegetable oil) inks for all printing purposes and make all
necessary handouts black and white (when possible) and double-sided
Generalize it Design and write all materials produced for the meeting (such as banners posters signs place
cards) with generic language (do not put dates or locations) to allow them to be reused for other meetings You
can save money and paper by reusing the foam backing to your existing posters Just reprint the front and glue
on a new one
Keep it close Locate all venues within walking distance of one another For example having your evening
reception at a restaurant within safe walking distance from the hotel or World Bank Group offices saves you
both time and money
See
Pag
e 8
fo
r m
ore
info
rmat
ion
Go
to
An
nex
2 amp
An
nex
3 f
or
hel
p w
ith
inte
rnal
an
d e
xter
nal
cate
rin
g
Choose dishware Disposable cups plates and flatware not only add to landfills they also donrsquot deliver the
same ldquofirst-classrdquo service experience Asking your caterer to do away with ldquoboxed lunchesrdquo and serve the same
options on a platter adds to the experience and significantly reduces disposable use
Request sustainable catering Request Fair Trade organic andor shade grown coffee and tea (default at WBG
facilities in Washington DC) Request seasonal and locally grown produce-based meals Consider a limited-
meat menu ndash itrsquos a cheaper option and reduces the impact of raising food animals For meat request organic
free-range For seafood request caterers to follow the Monterey Bay Aquariumrsquos Seafood Watch guide
Practice the 3 rdquoRrdquos ReduceReuseRecycle Reduce at your event by minimizing the use of decorative
elements such as flowers banners etc Reuse materials and supplies by ensuring there is a dedicated area for
participants to return materials (such as delegate badges) Ensure recycling bins are clearly visible and
accessible
The gift that keeps on giving Encourage the purchasing of useful giveaways such as travel mugs aluminum
water bottles USB drives and other such items that participants can reuse
See
Pag
e 1
0
for
Giv
eaw
ays
Communicate it Sustainable meetings are about creating awareness and building understanding Ensure signs
inform attendees about the great efforts involved to reduce the negative impacts of this event
Count the emissions The steps outlined above provide a basis for ensuring an environmentally ldquolow-impactrdquo
event Ensure greenhouse gas (GHG) emissions are accounted for by instituting requirements for collecting the
necessary data throughout the event planning and execution process See
Pag
e
13
Make it online Although many of our meetings and events require in-person communication in some
instances meetingstrainingsevents can be held through conference calls e-meetings or videoconferences
On LMS there are a series of classes on how to host an eMeeting over Lotus Notes and the Help Desk can
assist you with how to host a virtual meeting using Skype
Pri
nti
ng
and
Pap
er U
se
Ve
nu
e
Cat
eri
ng
Bas
ics
SUSTAINABLE MEETINGS GUIDE Version 24 5
The Nuts amp Bolts ndash the details of how to organize a ldquolow-impactrdquo event
Getting Started
The first step in planning a meeting is setting clear goals and objectives You can start greening your event by
incorporating environmentally responsible ideas in your eventrsquos objectives Having answers to some simple questions
can help secure buy-in from your department
Some critical questions to ask before you begin planning
What is driving you to host an environmentally responsible event Is this driven by IFCWBrsquos commitment your
unitdepartmentrsquos commitment your manager or your professional or personal goals as the meeting planner
Is your groupteam interested in greening the entire event or only one or two components If your team has not
bought into the idea of hosting a sustainable event you can look for ldquolow hanging fruitrdquo to introduce some green
components into the event such as cost saving efforts like eliminating printed materials
What do you and your department identify as the most important component to a sustainable event Recycling
of plastics and paper Catering with organic and locally grown foods Reducing the use of paper by limiting the
amount printed and distributed at the event Deciding this upfront will help you manage your time and budget
needed for greening the event
If additional costs are involved in hosting an environmentally responsible event is your group willing to commit
to this financially Although sustainable practices can save money you may at times incur an additional expense
such as catering with organic foods and dishware instead of disposables You may also find cost savings (from
printing less) so be sure to analyze your entire budget and not just look at individual line items to know if it will
cost more or less to incorporate your greening goals
Once you have answers to these simple questions and buy in from your manager and team you can share your goals
and objectives with suppliers meeting attendees and speakers Having everyone understand what your goals are and
why you are making certain decisions - especially when instituting new changes - will help to reinforce your
environmentally responsible objectives throughout the meeting planning process
Itrsquos now time to incorporate environmental responsibility into the logistics for your meeting - from how communication
with participants is handled to the materials distributed during the meeting to communicating with vendors and event
partners the importance of greening your meeting
ldquoItrsquos neither quick nor easy to turn a giant ship Yet the
meeting and event industry is coming to terms with its
environmental impact and moving forward with globally
significant changesrdquo Amy Cortese One Magazine
SUSTAINABLE MEETINGS GUIDE Version 24 6
Printing amp Paper Use
There are many creative ways to cut back on paper and printing needs at your next event or even eliminate paper and
printing all together with electronic alternatives
Here are some tips to help you get started
Go paperless (or slim it down) Provide participants with a CD or USB stick with all the conference material or
send electronically after the events Have printingcopying facilities available at the venue for participants who
must have something in hard copy Reducing printing before the meeting will reduce the resources needed to
produce the paper (trees water energy etc) and will also increase flexibility for your event in-case of last minute
changes to the agenda speakers or other items
Print it green When you must print use paper that is 100 recycled with a minimum of 65 of post consumer
waste content
Keep it chlorine free Choose totally or elemental chlorine free paper for promotional material program signs
etc to avoid the use of dioxin created by bleaching with chlorine compounds (which has been connected to
cancer infertility learning disabilities diabetes and other critical health problems)
Avoid glossy publications The varnish coating required to give paper a gloss finish is highly toxic including
multiple volatile organic compounds that are made from petroleum-based products which contribute to our
dependency on fossil-fuels
Soy Veggie Soy Give preference to soy based (or vegetable oil) inks for all printing purposes The use of soy-or-
vegetable-based products avoids petroleum-based inks Soy requires no or little irrigation and leaves fewer
agricultural residues than most other crops
Lose the color and double it up Make all necessary handouts black and white (when possible) and double-sided
to use as little paper and toner as possible Black ink contains whatrsquos known as ldquoCarbon Blackrdquo which is essentially
non-toxic Black is arguably the lowest environmental impact of any ink All other colors contain different
pigments some of them metal-based like copper or barium Though these are in small amounts they donrsquot
disappear once a job is printed Whether a printed piece of paper is incinerated buried or recycled the metals
do have some impact
Choose Wisely Choose environmentally responsible printing companies for external printing contracts This will
make greening your printing needs much easier for you
Get your speakers onboard Ask your internal or external speakers to eliminateminimize handouts They can
send materials as PDF files after the event You can also post materials to your UnitDeptrsquos IntranetWebsite as
appropriate which can direct traffic and interest to your site immediately following the event
Choose erasable If available request reusable dry-mark erasable boards or blackboards instead of paper flip
charts Ensure that ldquonon-toxicrdquo markers are used These can help with collaborative communication and note
taking throughout the meeting
Generalize it Design and write all materials produced for the
meeting (such as banners posters signs place cards) with
generic language (do not put dates or locations) to allow them
to be reused for other meetings This will save you money and
time in creating materials for your next event
Reuse it You can save money and paper by reusing the foam backing to your existing posters Just reprint the
front and glue on a new one
Digitize It Determine whether your venue has means for displaying agendas session announcements and other
collateral on digital display screens instead of via printouts Not only will this negate the need for paper copies of
these items but also allows you to incorporate creative messaging videos and up-to-date communications
100 post consumer recycled paper and soy
based inks are used in the print shop and all copy
centers at the Washington DC offices In
addition all network printers are defaulted to
double-sided
SUSTAINABLE MEETINGS GUIDE Version 24 7
Best Practice Tips
Plan Ahead Planning ahead not only helps ease the pressures of schedules but contributes to planning in advance and thinking sustainably in regards to printing shipping and other processes involved Starting early allows you to pick alternatives for your printing
Survey says If distributing surveys at an event consider printing on 100 recycled paper double sided For post-
conference follow up send this electronically ndash yoursquoll be able to begin email dialogue with your attendees and
allow for easy electronic compilation of survey results
ANNEX 1 provides suggested language for a phone conversation or formal Request for Information (RFI) or Request for Proposal (RFP) This will
allow you to easily collect information about a print shoprsquos products and services that have minimal environmental impacts as well as efforts of the
print shop to minimize the environmental impacts of their operations This can also be used as a guide for sustainable printing and paper options
that you should consider for your print jobs
Catering
Catering covers all aspects of the provision of meals and refreshments for
participants from the procurement of foods to the handling of the waste
produced by catering services You can use the tips below when working
with external venuesrsquo caterers along with Restaurant Associates the
A five-day event serving 2200 people breaks breakfasts lunches and receptions uses china instead of plastic disposables it prevents 1890 lbs of plastic from going into a landfill Thatrsquos nearly one ton ndash Meeting Strategies Worldwide
SUSTAINABLE MEETINGS GUIDE Version 24 8
World Bank Grouprsquos HQ internal caterers For requests with external caterers you can use the RFP language in the
Annexes mentioned below
Here are some quick tips to help you get started
Choose Dishware Disposable cups plates and flatware not only add to landfills they also do not deliver the same ldquofirst-classrdquo catering service experience as dishware
Eat sustainable amp local Go organic where possible Opt for seasonal and locally grown produce-based meals Buying locally grown products helps support the communities and offers fresher seasonal choices without the transportation impact It is also a great way to celebrate the regionrsquos local flavor Consider a limited-meat menu - raising animals for food requires more energy water and other inputs than growing grains or vegetables and is responsible for almost 18 of annual world-wide greenhouse gas emissions1
Choose Sustainable Seafood Request caterers to not use fish on the Monterey Bay Aquariumrsquos Seafood Watch ldquoAvoidrdquo (red) list and aspire only to including fish that are on the ldquoBest Choicesrdquo and ldquoSuper Greenrdquo (green) lists Consumer demand for seafood increases is depleting fish stocks around the world and harming oceans The Monterey Bay Aquarium guide provides up to date information on sustainable seafood choices available in the US You can read more at httpwwwmontereybayaquariumorgcrcr_seafoodwatchsfw_recommendationsaspx
Request Fair Trade organic andor shade grown coffee and tea to help reduce the reliance on deforestation and pesticide use in growing these crops
Compost it If disposables must be used a good idea would be to use compostable disposables However this is only a good choice when your food scraps and disposables will be composted You will need to ensure that your venue has set up a means to collect and compost those disposables Compostable items thrown in with regular trash will just end up in the landfill where they will not decompose
Donrsquot pre-fill Ask your caterer not to pre-fill glasses of water at banquet tables- this can save substantial amounts of wasted water for large events
Emphasize the 3Rs Reduce Reuse Recycle Have recycling bins clearly visible and accessible where the meals will be served if there are individual glassaluminum beverage containers -or the like- that can be recycled
Ban the Bottle Request caterers to provide liquids in carafes ndash including water and juices Individual bottles require fossil fuels to be produced packaged and transported eventually ending up in landfills Similarly request that meals be provided on platters rather than individually packaged especially with ldquoBrown Bagrdquo lunch menu options
Bulk up Request bulk dispensers for all condiments sugar salt amp pepper cream butter etc to reduce waste from single-serve packets
Know your numbers Have attendees lsquosign-uprsquo for meals Gather an accurate attendance count Better attendance numbers will reduce food waste and costs
Evaluate and Donate Inform caterers of the exact number of participants and re-evaluate quantity needed during the meeting to help avoid waste Ask your caterer to donate leftovers to local charities
Communicate it Ask your caterer to create small table-top signs by the food being served highlighting sustainability efforts (local sustainable no packaging etc)
Composting Food waste produces methane as it decomposes in landfills if it decomposes at all Ask your
caterer if they happen to compost or would consider bringing in a composter specifically for your event At the
World Bank MC and F Building a new lsquopulperrsquo and lsquoeCorectrsquo dehydration systems turn heavy wet food waste into
It takes three liters of water to produce one
liter of bottled water ndash Pacific Institute
Studies by the World Bankrsquos Agriculture and Rural
Development Department indicate that coffee is one of the
worldrsquos most important cash crops and is vital to the
livelihood of more than 25 million small coffee farmers
globally Fair trade programs ensure that in exchange for
conducting their coffee farming in sustainable ways farmers
receive help to start cooperatives guaranteeing a higher
price for their beans which they invest back into their farms
and their communities
By not pre-filling water glasses at banquet tables during three days of served lunches for 2200 attendees 520 gallons of water can be saved
Information provided by Meeting Strategies Worldwide
SUSTAINABLE MEETINGS GUIDE Version 24 9
Best Practice Tips
Did you know that the coffee and tea served at breakfast can be used again for your
meetingrsquos morning break Rather than placing another order for the morning break
ask catering to leave the coffee and hot water urns out from the morning and replace
only what is necessary This can be replicated for the afternoon break by using the
lunchtimersquos coffee amp tea urns
a dry odor-free and nutrient-rich soil-like material The result is an 80ndash95 percent reduction in both the weight
and volume of food waste For more information visit httpgoworldbankorgV0M5EF2OT0
ANNEX 2 provides suggested language for a phone conversation a formal Request for Information (RFI) or Request for Proposal (RFP) This will
allow you to easily collect information about a catererrsquos products and services that have minimal environmental impacts It also collects information
on the caterersrsquo efforts to minimize the environmental impacts of their business operations This can later be used for communicating to attendees
as well as a guide for sustainable catering options that you should consider for your event
ANNEX 3 is for meetings and events planned by HQ-based WBG staff Since we are required to use the catering services provided by Restaurant
Associates (RA) a list of suggested sustainable catering options is provided for you to discuss with your Conference Service representative along
with a list of RArsquos default sustainable products and services as an FYI Restaurant Associates is dedicated to providing excellent service at WBG HQ
properties and can accommodate most catering needs
SUSTAINABLE MEETINGS GUIDE Version 24 10
Selecting a VenueHotel for Your Event or Overnight Attendees
At times you will need to source an external venue to host
your WBG event You may also need to source an external
hotel to host your out-of-town guests Using a venue or hotel
whose sustainability goals and objectives align with yours
provides you with more options to green your event
Consider using a venue that has a sustainability mission Ask if
your hotel offers a linen and towel reuse program has recycling services or paperless check-inout procedures You can
include these sustainability criteria in all your RFPs
Below are a few things to consider
Does the venuehotel already have sustainability practices in place Does the venue participate in any recycling
programs Do they practice energy conservation For the United States ask if they have earned any certifications
such as Green Seal Is this type of information advertised to the public For international hotels certifications
vary and may not always be awarded by the most credible sources If this is the case use the language in the
Annex for conversations and emails with hotelvenue representatives
Ask potential venueshotels to send you a summary of the environmental measures they have in
place Learning about a venuersquos best practices will help you learn what the industry is doing to be
green You might even get some great ideas from their policies for your next meeting
Is the venuehotel willing to work with your meetingrsquos green needs Many times venues wonrsquot have their own
green agenda but if asked some venues may be willing to modify services to accommodate your requests
Include in the contract a clause that states their commitment to fulfill the sustainability needs of your event
Is the venuehotel accessible by public transportation from the airport or the downtown area Is it also close to
other event locations to minimize the need for ground transportation Do they offer a shuttle to be used by your
meeting attendees to avoid the need for individual cabscars
Annex 4 is for Venue selection and Annex 5 is for Hotel selection of overnight guests Both annexes provide suggested language for a phone
conversation or formal Request for Information (RFI) or Request for Proposal (RFP) This will allow you to easily collect information about a
venuehotelrsquos efforts to minimize the environmental impacts of their operations and services This can also be used as a guide for what sustainable
options to look for when selecting a venuehotel
Annex 6 provides a list of World Bank Group-approved hotel vendors that have sustainable practices in place
A building earning the US Green Building Councilrsquos LEED Platinum certification has heatingcooling systems that donrsquot run for 13 of the year consumes 23 less energy than a typical office building and 13 of the buildingrsquos energy comes from renewable resources
SUSTAINABLE MEETINGS GUIDE Version 24 11
Selecting Ground Transportation
While most of your meetings may be taking place locally or within World Bank Group facilities please consider the type of ground transportation your guests will be taking from their hotels apartments airports or any offsite retreats you plan
Keep it close Locate all venues within walking distance of one
another Shorter distances = less environmental impact Having your evening reception at a restaurant within safe walking distance from the hotel saves you both time and money
Public Transportation Encourage the use of public transportation when possible Provide information complimentary passes and maps in guest packages if this is a city with which your guests are not familiar
Request fuel-efficient vehicles If you have to move a number of meeting attendees from one place to another using mini-buses or vans ask your transportation carrier if they own or lease any fuel efficient or hybrid vehicles
Turn it off If you hire a ground transportation provider request the company to instruct drivers to turn off the engine in order to minimize idling of vehicles when waiting for guests In many states (such as DC) this is the law
Transportation contributes approximately one-third of all US carbon dioxide emissions and must be a prime target for major greenhouse gas reductions -Sierra Club
SUSTAINABLE MEETINGS GUIDE Version 24 12
Gifts and Giveaways
Sometimes your events may call for some sort of incentive prize giveaway or other such token of appreciation of
attendeesrsquo participation Below are some helpful hints when sourcing such items
Buy Local Try purchasing items that are made as close to where you will need to ship them This minimizes the time it will take the product to arrive the amount you will spend on shipping and your carbon footprint in terms of transportation and fuel For example avoid items made abroad if your meetingevent is taking place in the United States
The Gift that Keeps on Giving Encourage the purchase of useful giveaways such as travel mugs aluminum water bottles USB drives and other such items that participants can reuse again and again This helps to minimize the amount of waste going to the landfill from items that are intended for one-time use
Whatrsquos in [the material] for me If you are sourcing giveaways such as t-shirts reusable canvas bags etc consider requesting organic cotton or products made of organic andor sustainable materials Materials such as organic cotton organic hemp organic wool kapok buckwheat or millet hulls or silk are comfortable and sustainable Some even come in colorful new designs using eco-safe dyes and color grown cotton Make sure that your items are Polyvinyl chloride (PVC) and Bisphenol A (BPA) free Ask your supplier about these materials and if heshe can help you find them for your specific order
Get your facts Just because your vendor is telling you the product is green may not always mean it is Remember that they are trying to sell you something There are many suppliers who obtain certifications (either for certain products or their entire business) to show they follow industry best practices vis-agrave-vis environmental and social responsibility Ask your supplier if they have obtained any such certifications or adhere to any sustainability principles that they can verify
Did you know that many of the crops that produce the fibers used to make our clothing and home waresmdashoften those we sleep in every nightmdashaccount for some of the highest pesticide usage In fact it takes roughly one-third of a pound of chemicals (pesticides and fertilizers) to grow enough cotton for just one T-shirt which is why it is important to consider organic cotton and other alternative fibers
Source wwworganicorg
SUSTAINABLE MEETINGS GUIDE Version 24 13
Making it Carbon Neutral
A meeting or conference can be considered carbon neutral when all possible efforts have been made to reduce the
greenhouse gas (GHG) emissions resulting from the meeting and when carbon offsets have been purchased to
compensate for the unavoidable emissions
Below yoursquoll find important steps to help measure and offset the emissions associated with your event When we
mention ldquocontact usrdquo please use the contact information for the World Bank Corporate Responsibility and the IFC
Footprint Program team members that can be found on page 2 of this Guide
Collect Data Yoursquoll need to gather data from a number of different sources to calculate the emissions from your
meeting These are
Energy at the meeting venue ndash you will need to find out the average annual (or monthly) electricity consumed
and fuel used (in boilers or generators) at the venue This data will then be prorated for the length of your
event You should ask a representative from the venue for this data from utility bills or purchase records If you
are unable to collect this data ask the venue for information about the size of the conference venue ndash contact
us and we can apply an energy intensity figure to this area to estimate the electricity consumption
Air transport to event ndash you will need to account for the distance traveled by each attendee that is not WBG
staff - each flight leg should be identified For example for an attendee going to a conference in Delhi India you
would need to know that they traveled from Washington-Dulles to Delhi through London-Heathrow and record
each of the airport codes (ie IADLHRDEL) Similarly you would need to know the routing of their return trip
NOTE All GHG emissions from flights taken by WBG staff are already reported annually and carbon offsets are
purchased to make these flights carbon neutral
Ground transport to and from the venue (between venue and hotel or airport and hotel) ndash you would need to
know how people traveled to and from the meeting how many people by what means (car--gasolinediesel
bus rail other) and over what distances For example for attendee A you would want to know that they
travelled 2 km by bus to get to the hotel and then 1 km by taxi to get to the conference venue
Hotel rooms utilized by attendees of the event - If there are a number of hotel rooms involved then you would
need to know how many hotel room days were used in order to estimate the energy associated with those
rooms based on region
Calculating your emissions ndash the World Bank Corporate Responsibility and IFC Footprint Program teams are happy to
help you calculate your emissions Please contact us to request our greenhouse gas emissions calculator and we can
help you fill out the calculator to properly calculate your emissions
Offsetting your emissions ndash the World Bank Corporate Responsibility and IFC Footprint Program teams are also happy to
help you offset these emissions Please contact us to discuss how we can offset your emissions through the purchase of
carbon offsets
SUSTAINABLE MEETINGS GUIDE Version 24 14
Communicate Your Greening Efforts
Without communicating the impact of these great efforts undertaken the sustainable event is only half effective Sustainable meetings are about creating awareness and building understanding Ensure your event communications inform attendees about the great efforts involved to reduce the negative environmental impacts of this event
Take the Floor If yoursquore the meeting coordinator you have the opportunity to spread the word Introduce yourself at the beginning of the meeting and explain the basic concepts you have incorporated point out where the recycling bins are and remind people of other key aspects of your sustainable event
Shout it out If you select to have an attendee packet consider emailing it first Materials should emphasize the vision of greening the event Have a short summary that states your goal and provides examples of sustainable options at your event (include statistics that show the impact where possible)
Example ldquoBy not printing attendee packets we were able to save an estimated 800000 sheet of paper and 8000 binders This saves about 67 trees greenhouse gases equivalent to approximately 2 cars per year 65801 gallons of wastewater and 7765 pounds of solid wasterdquo
The following websites can help you calculate your eventrsquos footprint for communication purposes
[Paper] Environmental Defense Paper Calculator
[Ground transportation] EPA calculator for converting gasoline usage or passenger vehicles into environmental impacts (use Option 1)
[Catering] EPA food waste calculator
[Waste recycling] North East Recycling Center calculator
Invite your vendors to tell their story Ask the venuehotel to provide information on what they have done to
help green the event and include this in your communications Invite the venue to create and hang a poster up at your event on their greening efforts
Show it off Ask your caterer to create small table-top signs by food highlighting sustainability efforts (local
sustainable organic no packaging etc)
Get preachy If you have selected a sustainable giveaway help encourage behavior change with fun facts For
example you can include a card or text that mentions ldquoIt takes three liters of water to produce one liter of
bottled waterrdquo on aluminum water bottles they received at your event By sharing with them useful facts and
information your attendees are more likely to reuse that giveaway in a fashion intended to minimize their own
footprint going forward
For templates and examples contact your IFC Footprint Team or WB Corporate Responsibility Team or visit the Footprint Programrsquos website to download your own copies
Best Practice Tips
Create table tents asking participants to take only what they need
and to return name badges for future use (best to create a
designated area for name badge return- a simple box labeled at
your registration area works well) Attendees like being informed
and getting involved Contact us for templates
SUSTAINABLE MEETINGS GUIDE Version 24 15
E-Meetings
The World Bank Group provides resources to help you host virtual meetings This is an easy way to reduce costs and
your travel footprint while allowing a larger number of people the ability to attend a meeting A series of training
sessions and seminars have been designed to help planners in coordinating electronic meetings In addition eServices is
available to assist planners with any video conferencing service needs Lastly stay tuned for the rollout of Telepresence
centers
eMeetings eMeetings is a great solution for all your online meeting needs especially when you want to share documents andor presentations among globally dispersed teams located both at HQ and in the country offices -- either with or without videoconferencing session conduct a training online conduct a facilitated session between participants at HQ and in the country offices and have the ability to enter commentsthoughts live via an electronic Whiteboard demonstrate system solutions online
o IFC eMeeting eLearning Module Learn how to schedule an eMeeting through your Lotus Notes calendar as well as online This module will cover the dos and donts when working with an eMeeting as well as best practices Available on LMS (no link)
CMA Polycom CMA Polycom enables IFC staff to use their computers to conduct point-to-point video
conferences with each other or participate in a scheduled video conference This is a great way to enhance your
meetings and connect to colleagues when you are traveling working from home or just sitting in your office at
HQ How can you start trying out the CMA Polycom Talk to your IT Coordinator who can request CMA
application installed on your IFC PC You will also need a webcam or built-in PC camera Note that people you
wish to conference with must have the application installed and they must be available and remember if you
are in a location with slow connectivity CMA use may not be recommended
IFC An Introduction to Web Conferencing This 20-minute tutorial introduces web conferencing concepts and features It also covers the PREP (Planning Rehearsal Execution Post-Mortem) Model for web conferencing to guide you in the design and delivery of training sessions or meetings Upon completion of this program staff will understand best practices for conducting successful web conferences and the benefits of web conferencing including how it supports the IFC Footprint program Available on LMS (no link)
Video Conferencing Services World Bank Staff can request Global Videoconferencing Services (GVS) which consist of two-way video audio and broadcast video either between two or among multiple locations Contact eServices for booking information or email wbvideoworldbankorg These cost about $205 per session including long distance charges and must be made at least 24 hours in advance
Adobereg Connect is a web conferencing application used to deliver online meetings and webinars It is Internet-
based and uses Adobe Flash technology A World Bank Group computer is not necessary to deliver or participate
in Adobe Connect virtual meetings Virtual meetings may include features such as screen sharing web tours
voice over IP file uploads and document collaboration to make them interactive and participant-friendly An
Adobe Connect license is necessary in order to set up a web meeting Each VPU has an Adobe Connect champion
who manages the licenses and may assist in meeting setup and support Meetings remain available until they
are deleted so a meeting space can be reused as often as necessary For more information write to
iLearningworldbankorg
Skype Skype is a software application installed on individual computers that allows users to make voice and
video calls over the internet for free to other Skype users and for a low fee to landlines cellphones etc Skype
was installed on all WBG computers in 2010 If you need help setting up Skype contact your IT Coordinator If
SUSTAINABLE MEETINGS GUIDE Version 24 16
you have Skype on your machine but have never used it you will need to take some steps to start using it Visit
this link for more information
Telepresence Centers Telepresence centers are
currently under construction in the MC Building the F building (IFC)
and IFC offices in Istanbul Hong Kong and should be fully
operational by 2012 Similar to videoconferencing telepresence
centers connect users in different locations through the use of high
definition video technology The goal is to simulate being in the
same room with meeting attendees across the world This is often
done through the use of similar tables chairs and backgrounds in
each telepresence center Look for more information on the WBG
telepresence centers in late 2011
If you print this guide please only print it black and white and double-sided
Checklist for Internal Events
The World Bank Group Knows Sustainable Meetings Every day at headquarters we host dozens even hundreds of meetings for internal staff ldquoBrown bagrdquo lunches staff trainings team meetings etc Below is a quick reference guide to taking small steps that lead to big impacts in minimizing the World Bank Grouprsquos footprint
General Tips
Get your team on board Let your planning team managers and attendees know of your efforts to green your next meeting or event Consider including this in your broadcast emails Lotus Notes meeting invitation or general email invitations to attendees
Walk through Before your event walk through the meeting room yoursquove reserved and make sure that the recycling bins are set-up where they should be HQ Only Email ifceventsifcorg for the F building or wbeventsworldbankorg for the WB buildings to ensure recycle bins are set-up properly in the room
Communicate it You can request informative templates from the IFC Footprint Program and the WB Corporate Responsibility team to print and display at your event For more information contact Vanessa Ferragut at vferragutifcorg or Adam Rubinfield at arubinfieldworldbankorg HQ Only Templates are available to communicate the sustainable nature of your event for placement on cafeteria tables
Make it Carbon Neutral The Corporate Responsibility and Footprint programs can help you calculate the emissions from your event and work with you to offset these emissions
Printing and Paper Use
Go paperless (or slim it down) Consider limiting the number of handouts you bring to you meeting Send these electronically after the events HQ Only If your department doesnrsquot have a departmental projector contact IFC Events at ifceventsifcorg or at the WB visit httpgsdconference to request one
Print it green Did you know that the paper provided in printers is already 100 recycled and all printers are defaulted to double-sided printing If you MUST print try and provide handouts using black amp white printing only
Choose erasable Use reusable dry-mark erasable boards instead of paper flip charts Ensure ldquonon-toxicrdquo markers are used HQ Only You can contact IFC Events at ifceventsifcorg or at the WB visit httpgsdconference to request a dry erase board
Generalize it Design and write all materials produced for the meeting (such as banners posters signs place cards) with generic language (do not put dates or locations) to allow them to be reused for other meetings
Reuse it You can save money and paper by reusing the foam backing to your existing posters Just reprint the front and glue on a new one HQ Only You can give old foam backings for posters back to the customer service desk at the GSD print shop in MC-C3-300
Digitize It Did you know that the WB Headquarters building has multiple electronic message boards where you can post event advertisements rather than using posters HQ Only Email Kenneth Wu at kwu1worldbankorg to post these electronic announcements in the MC H I and J buildings Contact Dila Zeynep Serpil at DSerpilifcorg to get your message posted on IFCrsquos K Street flat screen (needs to be designed as a landscape-type flyer)
Survey says If distributing surveys at your event considering using only a half page format For post-conference follow up send this electronically You can create your own electronic survey for free at wwwsurveymonkeycom
Sustainable CateringDining Out
Choose dishware Disposable cups plates and flatware not only add to landfills they also do not deliver the same ldquofirst-classrdquo catering service experience as dishware HQ Only When filling out RArsquos catering order
online specify in the ldquoSpecial Commentsrdquo section to provide dishware and NO disposables Currently RA charges $75 in tier two rooms for dishware but calculating costs of disposables it is actually a savings anytime you host an event
SUSTAINABLE MEETINGS GUIDE Version 24
18
or meeting for 20 or more people Note that the pricing structure for this is being evaluated to encourage the use of dishware over disposables
Eat sustainable amp local Go organic where possible Opt for seasonal and locally grown produce-based meals Order sustainable seafood Also consider a limited meat menu - raising animals for food requires more energy water and other inputs than growing grains or vegetables HQ Only You can work directly with RA at the IFC through ifceventsifcorg or at the World Bank Buildings - extension 82000 or email WBeventsworldbankorg RA follows the Monterey Bay Aquariums suggestions for sustainable seafood
Request Fair Trade organic andor shade grown coffee and tea HQ Only Restaurant Associates default for coffee served at meetings and events is Starbuckrsquos Fair Trade coffees- there is no additional charge for these choices
Compost it If disposables must be used be sure they are biodegradable or can be composted Also ensure the venue has set up means to collect and compost those disposables HQ Only The MC and F (as of
November 2010) buildings currently have the capacity to compost Make sure that any food or compostable serving
ware remaining after your meeting is composted by sending an email to WBeventsworldbankorg
Donrsquot pre-fill When hosting a sit down event ask caterers not to pre-fill glasses of water at banquet tables- this can save substantial amounts of wasted water for large events
Lose the packaging When placing your catering order specify to use bulk serving containers instead of individual serving sizes of butter spreads etc Request carafes of water rather than individual water bottles etc Similarly request meals be provided on platters rather than individually packaged Request bulk dispensers for all condiments sugar salt amp pepper cream butter etc HQ Only Please place these requests in the ldquoSpecial Commentsrdquo section of the RA online form when placing your catering order
Donate Inform caterers of the exact number of participants and re-evaluate quantity needed during the meeting to help avoid waste Ask your caterer to donate leftovers to local charities HQ Only RA donates excess food production to DC Central Kitchen on an as-needed basis Food that has been served in a buffet is disposed in accordance with healthy and safety regulations
Communicate it Ask your caterer to create small table-top signs by food highlighting sustainability efforts (sustainable no packaging local etc) HQ Only You can contact IFC Events at ifceventsifcorg
Giveaways
Buy local Try purchasing items that are made as close to where you will need to ship them This minimizes the time it will take the product to arrive the amount you will spend on shipping and your carbon footprint in terms of transportation and fuel
The gift that keeps on giving Encourage the purchase of useful giveaways such as travel mugs aluminum water bottles USB drives and other such items that participants can reuse again and again This helps to minimize the amount of waste going to the landfill from items that are intended for one-time use
Whatrsquos in [the material] for me If you are sourcing giveaways such as t-shirts reusable canvas bags etc consider requesting organic cotton or that your items are made of organic andor sustainable materials Materials such as organic cotton organic hemp organic wool kapok buckwheat or millet hulls or silk are comfortable and
sustainable Also make sure to ask that the product is Polyvinyl chloride (PVC) and Bisphenol A (BPA) free
Get your facts Just because your vendor is telling you the product is green may not always mean it is Remember that they are trying to sell you something There are many suppliers who obtain certifications (either for certain products or their entire business) to show they follow industry best practices vis-agrave-vis environmental and social responsibility Ask your supplier if they have obtained any such certifications or adhere to any sustainable principles
that they can verify HQ Only Refer to Annex 6 in this Guide for a list of WBG-approved giveaway vendors who
source sustainable giveaways
Transportation
By train bus or bike Communicate to outside attendees the public transportation accessibility of your WB of IFC office building to discourage use of vehicles
SUSTAINABLE MEETINGS GUIDE Version 24
19
Checklist for Off-Site Events
The World Bank Group Knows Sustainable Meetings
Whether yoursquore greening a local meeting for 6 people or an international meeting for hundreds there are many
tools within the WBGrsquos resources that can help you successfully minimize your meetingrsquos footprint and save money
Getting Started Things to Ask
Why does your department want to go green
If there are additional costs involved in hosting a sustainable event are you willing to commit to this financially Consider that you may also be saving money on something items as well
Are you interested in greening only one or two components of your event or most of the event
What do you and your meeting planning committee see as the most important component to a sustainable event
Printing and Paper Guidelines
Go paperless (or slim it down) Provide participants with a CD or USB stick with all the conference material or send electronically after the events Have printingcopying facilities available on request at the venue for attendees that must print hard copies of materials
Start with the printer Choose environmentally responsible printing companies for external printing contracts HQ
Only Refer to Annex 6 in this Guide for a list of printers that have sustainable practices
Print it green Use 100 recycled with a minimum of 65 of post consumer waste content avoid glossy publications give preference to soy based or vegetable oil inks for all printing purposes and make all necessary handouts black and white (when possible) and double-sided
Sustainable note-taking Use reusable dry-mark erasable boards or blackboards instead of paper flip charts if available Ensure ldquonon-toxicrdquo markers are used
Generalize it Design and write all materials produced for the meeting (such as banners posters signs place cards) with generic language (do not put dates or locations) to allow them to be reused for other meetings
Poster printing You can save money and paper by reusing the foam backing to your existing posters Just reprint the front and glue on a new one
E-signs Ask your venue if they have electronic screens where you can display your event information without the need of a poster or easel Make sure to get the right dimensions so that you can design your sign so it doesnrsquot look stretched out
Survey says If distributing surveys at the meeting consider printing on 100 recycled paper double sided For post-conference follow up send the survey electronically
Sustainable Catering
Choose dishware Disposable cups plates and flatware not only add to landfills they also donrsquot deliver the same ldquofirst-classrdquo catering service experience
Eat sustainable amp local Go organic where possible Opt for seasonal and locally grown produce-based meals Buying locally grown products helps support the communities and offers fresher seasonal choices without the transportation impact Consider a limited meat menu - raising animals for food requires more energy water and
other inputs than growing grains or vegetables HQ Only Refer to Annex 6 in this Guide for a list of restaurants in the
DC area that have sustainable practices
Choose sustainable seafood Request your caterer to follow the Monterey Bay Aquariumrsquos Seafood Watch guide As consumer demand for seafood increases it is depleting fish stocks around the world and harming oceans
Request Fair Trade organic andor shade grown coffee and tea
SUSTAINABLE MEETINGS GUIDE Version 24
20
Compost it If disposables must be used be sure they are biodegradable or can be composted Also ensure the venue has set up means to collect and compost those disposables Compostable items thrown in with regular trash will end up in the landfill ndash and most landfill conditions do not allow for decomposition
Donrsquot pre-fill Ask your caterer not to pre-fill glasses of water at banquet tables - this can save substantial amounts of wasted water for large events
Lose the packaging Request your caterer to provide liquids in carafes ndash including water and juices Individual bottles require fossil fuels to be produced packaged and transported eventually ending up in landfills Similarly request meals be provided on platters rather than individually packaged
Bulk up Request bulk dispensers for all condiments sugar salt amp pepper cream butter etc
Communicate it Ask your caterer to create small table-top signs by food highlighting sustainability efforts (sustainable no packaging local etc)
Selecting a VenueHotel for Overnight Guests
Visit GSDrsquos Approved-Offsite Venues and here for GSDrsquos Approved Hotels HQ Only Refer to Annex 6 in this Guide for
a list of hotels in the DC area that have sustainable practices in place
Ask potential venueshotels to send you a summary of the environmental measures they have in place Does the venue participate in any recycling programs Do they practice energy conservation Is this type of information advertised to the public Learning about a venuersquos best practices may help you get some great ideas for your next meeting
Is the venuehotel willing to work with your meetingrsquos sustainable needs Many times venues wonrsquot have their own sustainable agenda but if asked some venues may be willing to modify services to accommodate your requests
Is the venuehotel accessible by public transportation from the airport or the downtown area Is it also close to other event locations to minimize the need for ground transportation
Selecting Sustainable Ground Transportation
Destination Choose a destination with minimal travel Shorter distances = less environmental impact
HotelVenue location When booking a hotel or venue consider choosing one that is located near public transportation (Metro bus stop train station etc) or an airport if most people are arriving by plane
Public transport when possible Encourage the use of public transportation when possible Provide information complimentary passes and maps in guest packages
Keep it close Locate all venues within walking distance of one another For example having your evening reception at a restaurant within safe walking distance from the hotel saves you both time and money
Alternative fuel If you have to move a number of meeting attendees from one place to another using mini-buses or vans ask your transportation carrier if they own or lease any fuel efficient or hybrid vehicles HQ Only Refer to
Annex 6 in this Guide for a list of WBG-approved transportation vendors who use energy-efficient vehicles
Turn it off If you hire a ground transportation provider request the company to instruct drivers for your event to minimize idling of vehicles when waiting for guests
GiveawaysOther
Buy local Try purchasing items that are made as close to where you will need to ship them This minimizes the time it will take the product to arrive the amount you will spend on shipping and your carbon footprint in terms of transportation and fuel For example avoid items made abroad if your meetingevent is taking place in the United States
The gift that keeps on giving Encourage the purchasing of useful giveaways such as travel mugs aluminum water bottles USB drives and other such items that participants can reuse again and again This helps to minimize the
amount of waste going to the landfill from items that are intended for one-time use HQ Only Refer to Annex 6 in
this Guide for a list of vendors that have eco-friendly giveaways
SUSTAINABLE MEETINGS GUIDE Version 24
21
Whatrsquos in [the material] for me If you are sourcing giveaways such as t-shirts reusable canvas bags etc consider requesting organic cotton or that your items be made of organic andor sustainable materials Materials such as organic cotton organic hemp organic wool kapok buckwheat or millet hulls or silk are comfortable and
sustainable Also make sure to ask that the product is Polyvinyl chloride (PVC) and Bisphenol A (BPA) free
Get your facts Just because your vendor is telling you the product is green may not always mean it is Remember that they are trying to sell you something There are many suppliers who obtain certifications (either for certain products or their entire business) to show they follow industry best practices vis-agrave-vis environmental and social responsibility Ask your supplier if they have obtained any such certifications or adhere to any sustainable principles that they can verify
Efficient shipping Consider having your giveaways shipped directly to the venue or hotel where yoursquoll be giving these out This saves fuel emissions and costs than having to ship twice (once to your offices and once to the venuehotel)
Make it Carbon Neutral The Corporate Responsibility and Footprint programs can help you calculate the emissions from your event and work with you to offset these emissions
If you print this guide please only print it black and white and double-sided
ANNEX 1 ndash SELECTING A PRINT SHOP
Below is suggested language for a phone conversation formal Request for Information (RFI) Request for Proposal (RFP)
or any written communication This will allow you to easily collect information about a print shoprsquos products and services
that have minimal environmental impacts as well as efforts of the print shop to minimize the environmental impacts of
their operations This can also be used as a guide for sustainable printing and paper options that you should consider for
your print jobs
The World Bank Grouprsquos Commitment to Sustainability The World Bank Group (WBG) is committed to minimizing the environmental impact of its internal business operations This includes ensuring resource efficiency minimizing waste providing healthy surroundings in which to work and giving back to local communities where we do work This approach is consistent with our mission We will achieve our objectives by working in partnership with vendors whose products and services align with our commitment to sustainability
Printing Services Checklist
Basic YN Notes
Do you offer paper options that have high recycled content (ideally 100) with post-consumer waste recycled fiber content (also ideally 100)
Do you use a certification to verify environmentally responsible pulp and paper sources such as FSC or SFI
Can files be proofed electronically
Do you have binding options that break down easily during recycling process or do not need to be removed to recycle printed piece
Do you use vegetable-based inks for printing with the lowest VOC rating
Do you offer paper that is uncoated and either totally Chlorine
Free (TCF) process chlorine free (PCF) or elemental chlorine free
(ECF)
Going Further YN Notes
Does the paper mill use renewable power sources or have other established conservation or recycling practices
Is digital lsquoprint on demandrsquo or waterless printing available
Are you an FSC-certified printer If not can you provide
documentation of an environmental management system
SUSTAINABLE MEETINGS GUIDE Version 24
23
ANNEX 2 ndash SELECTING A CATERER
Below is suggested language for a phone conversation formal Request for Information (RFI) Request for Proposal (RFP)
or any written communication This will allow you to easily collect information about a catererrsquos products and services
they can offer you that have minimal environmental impacts It also collects information on the catererrsquos efforts to
minimize the environmental impacts of their business operations This can also be used as a guide for sustainable
catering options that you should consider for your event
The World Bank Grouprsquos Commitment to Sustainability The World Bank Group (WBG) is committed to minimizing the environmental impact of its internal business operations This includes ensuring resource efficiency minimizing waste providing healthy surroundings in which to work and giving back to local communities where we do work This approach is consistent with our mission We will achieve our objectives by working in partnership with vendors whose products and services align with our commitment to sustainability
Catering Products and Services
Basic YN Notes
Can water bottles be replaced by filtered water pitchers
Can dishware be used instead of disposable serving-ware This includes omitting to-go coffee cups and other to-go containers
Can bulk dispensers be used for sugar salt pepper cream butter
jams and other condiments
Can organic andor local food options be provided for menu selections
Are sustainable seafood options provided for menu selections If so what guideprogram is used to ensure responsible selections (such as the Monterey Bay Aquariumrsquos Seafood Watch Guide )
Is organic shade grown andor fair trade coffee and tea available
Can meals be served family style buffet or on platters rather than individually packaged
Going Further YN Notes
Are there means to collect and compost food waste as well as any biodegradable disposables and serving-ware used
Can table tents or informative signage be provided letting attendees know about sustainability efforts (such as ldquoOrganicrdquo ldquoLocalrdquo ldquoBulk to avoid packagingrdquo)
Is any portion of the catering services outsourced to socially
responsible nonprofits or other community needs groups
Is unused food donated to a local shelter or nonprofit
SUSTAINABLE MEETINGS GUIDE Version 24
24
ANNEX 3 ndash CHECKLIST FOR CATERING at HQ by RESTAURANT ASSOCIATES For meetings and events planned by HQ-based WBG staff at the Main Complex F J or H Building you are required to use the catering
services provided by Restaurant Associates Restaurant Associates is dedicated to providing excellent service at WBG properties and
can accommodate most catering needs Below is a list of suggested sustainable catering options for you to discuss with RA along
with a list of RArsquos default green products and services as an FYI
RArsquos Default Sustainable Options include
Fair Trade coffee Compostable disposables Donating excess production to DC Central Kitchen on an as-needed basis Follows sustainability guidelines in accordance with Monterey Bay Aquarium guide
CHECKLIST FOR RESTAURANT ASSOCIATES CATERING
Minimizing waste from service options Notes for Meeting Planners Cost Implications
Pitchers of water provided instead of bottled water
To request this option include instructions in the Comments Box of the online RA order form
At the IFC filtered water is served in pitchers as the default with no extra charge Please include this
request under the comments section In WB buildings the water pitcher policy is under review Details to follow in later FY12 You should always
contact your caterer directly in regards to this
Pitchers of all beverages (juices ice tea etc) can be served instead of individual bottles
To request this option for orange grapefruit and aqua fresco you can click on ldquoBeverages-
NonAlcoholicrdquo and select the pitchers of juice you like For other pitchers such as Iced Tea and apple juice include instructions in the Comments Box of
the online RA order form
$1350 per half gallon is the current pricing
Dishware can be used instead of paper or plastic serving-ware This includes omitting to-go coffee cups and other to-go containers
When ordering online include in the comments section ldquodishware onlyrdquo and possibly list a few items you do not want to have such as disposable coffee
cups plates and cutlery
Restaurant Associatersquos charge for dishware is $75 in tier two rooms but if calculating costs of disposables it is actually a savings anytime you host an event or
meeting for 20 or more people
Single-serve condiments can be eliminated from an event Alternative is to serve condiments (sugar salt pepper cream butter jams mayo mustard salad dressing etc) in bulk dispensers bowls etc
To request this option include instructions in the Comments Box of the RA order form
None
ldquoBoxed lunchesrdquo can be served on trays -rather than individual boxes- and replacing single serve condimentschips with bulk serving options
To request this option include instructions in the Comments Box of the RA online order form If there is a need for staff to bring their lunches back to their
office brown bags can be provided
None
Sustainable menu options Notes for Meeting Planners Cost Implications Organic andor locally sourced menu options are available
RA promotes the use of local and natural (no growth
hormones or additives) products based on season
and region Therefore menu options may be
limited
These items typically cost 30- 50 more
Limited (or no) meat menu can be prepared with a range of vegetarian options diverse in flavorstextures
RA can provided excellent vegetarian options upon
request Some online options are all vegetarian and
some menus can be customized with RA directly
Vegetarian options tend to cost less than meat
options
Organic wine or beer can be purchased Natura brand organic wines are available through
RA
Varies by product 30- 50 higher cost or
approximately $1195 per person
Educating attendees Notes for Meeting Planners Cost Implications
Table tents or informative signage can be
provided letting attendees know about
sustainability of foodbeverageservice
(highlighting what is local organic fair-trade
bulk serving dishware)
RA is happy to set up table tents with titles of the
food items being served at the event Just email
Michelle Perry at MPerryifcorg for your specific
requests
None
SUSTAINABLE MEETINGS GUIDE Version 24
25
ANNEX 4 ndash SELECTING A VENUE
Below is suggested language for a phone conversation formal Request for Information (RFI) Request for Proposal (RFP) or any written communication This will allow you to easily collect information about a venuersquos services that have minimal environmental impacts as well as efforts of the venue to minimize the environmental impacts of their operations This can also be used as a guide for what sustainable options that to look for when selecting a venue The World Bank Grouprsquos Commitment to Sustainability The World Bank Group (WBG) is committed to minimizing the environmental impact of its internal business operations This includes ensuring resource efficiency minimizing waste providing healthy surroundings in which to work and giving back to local communities where we do work This approach is consistent with our mission We will achieve our objectives by working in partnership with vendors whose products and services align with our commitment to sustainability
Venue
Basic YN Notes
Venue is in close proximity to public transport airport connection hotels or other
event venues
Venue provides visible and accessible reduction reuse and recycling services for
paper metal plastic and glass
The venue has an energy management program ensuring temperature is kept at
reasonable levels (such as 72 degrees Fahrenheit in summer 68 in winter) and that
this can be adjusted according to the dress code for an event
Venue instructs staff to shut off HVAClights when guests are not in meeting rooms
or other areas of the facility
Venue trains its staff to implement its environmental policies
Venue purchases environmentally preferable products (recycled paper products
green cleaning products etc)
Going Further YN Notes
Venue has an environmental policy and action plan covering sustainable
procurement energy saving catering services cleaning transport and waste
Venue is third party certified (examples in US LEED building Green Seal hotel etc)
If venue is not third party certified it follows sustainability principles such as
installed high insulation designed to maximize the use of daylight uses energy
efficient lighting and water-saving appliances in kitchen and toilets
Venue uses renewable energy on site or buys Renewable Energy Certificates
Venue separates and composts its organics or will work with organizer to instate a
program
Venue purchases environmentally responsible cleaning products for carpets floors
kitchens and bathrooms (minimum 50 percent of products are environmentally
responsible)
Venue requests that suppliers have environmentally responsible policies and
supports vendors who do
SUSTAINABLE MEETINGS GUIDE Version 24
26
ANNEX 5 ndash SELECTING A HOTEL For Overnight Guests
Below is suggested language for a phone conversation formal Request for Information (RFI) Request for Proposal (RFP) or any
written communication This will allow you to easily collect information about a hotelrsquos services that have minimal environmental
impacts as well as efforts of the hotel to minimize the environmental impacts of their operations This can also be used as a guide for
what sustainable options that to look for when selecting a hotel venue
The World Bank Grouprsquos Commitment to Sustainability The World Bank Group (WBG) is committed to minimizing the environmental impact of its internal business operations This includes ensuring resource efficiency minimizing waste providing healthy surroundings in which to work and giving back to local communities where we do work This approach is consistent with our mission We will achieve our objectives by working in partnership with vendors whose products and services align with our commitment to sustainability
Selecting a Hotel
Basic YN Notes
Hotel is located within walking distance of the meeting venue and is easily accessible by public
transport
Hotel implements water-conservation practices including low-flow showerheads and toilets
Hotel implements a recycling program
Hotel implements energy efficiency practices ensuring temperature is kept at reasonable levels
(such as 72 degrees Fahrenheit in summer 68 in winter) and HVACelectricity is turned off when
rooms are not used
Heating and air conditioning systems are easy for guests to operate (and adjust when necessary)
Hotel has a linen reuse program and place-cards in each room letting guests know of this
Hotel participates in paperless check-inout procedures
Hotel instructs staff to shut off HVAClights when guests are not in their rooms or other areas of
the facility
Going Further YN Notes
Hotel has an environmental policy and action plan covering sustainable procurement energy
saving catering services cleaning transport and waste
Hotel is third party certified (in the US examples include LEED building Green Seal hotel etc)
If Hotel is not third party certified it follows sustainability principles such as installed high
insulation designed to maximize the use of daylight uses energy efficient lighting and water-
saving appliances in kitchen and toilets
Hotel trains its staff to implement its environmental policies
Hotel uses renewable energy on site or buys Renewable Energy Certificates
Hotel separates and composts its organics or will work with organizer to instate a program
Hotel that offers bulk dispensers for shampoos and soaps in guest rooms
Hotel purchases environmentally preferable products (recycled hand towels toilet paper etc)
Hotel requests vendors to have environmentally responsible policies and supports vendors who
do
SUSTAINABLE MEETINGS GUIDE Version 24
27
Hotel purchases environmentally responsible cleaning products for carpets floors kitchens and
bathrooms (minimum 50 percent of products are environmentally responsible)
Hotel delivers newspapers to rooms only if requested and not wrapped in plastic bag
Guest laundry containers are reusable (eg baskets)
Going Even Further YN Notes
Hotel utilizes rain water andor grey water in its buildings
Hotel key cards are linked to energy appliances (ex light automatically switch off when people
leave the room)
Hotel groundsrsquo practices are sustainable (ex only local plants tolerant of local climate are used
etc)
Insulating covers are installed on all indoor and outdoor swimming pools and hot tubs to reduce
both energy and water use (ie evaporation)
Automatic controls are in place for heating and cooling with levels set to the minimum necessary
for comfort
Hotel vehicles operated are efficient and low emission
If you print this guide please only print it black and white and double-sided
ANNEX 6 - World Bank Group Approved Sustainable Vendors for Headquarters
Restaurants (close to WBG Headquarters buildings)
Company Name VIN Contact Information Website Best Used Forhellip
Founding Farmers NA 1924 Pennsylvania Ave NW
202-822-8783
Link Client LunchesDinners
Nora NA 2132 Florida Avenue NW
(202) 462-5143
Link Client LunchesDinners
Farmers and Fishers NA 3000 K Street NW
202-298-0003
Link Client LunchesDinners
Print Shops Company Name VIN Contact Information Website Best Used Forhellip
Plaza Art Store
NA 1990 K Street (2nd Floor)
202-331-7090
Purchasing Foam Poster Boards
EcoPrint 120419 Roger 301-585-7077 Link Sustainable printing needs
Giveaways amp Supplies Company Name VIN Contact Information Website Best Used Forhellip
Fairview Specialties 16952 Rick 410-242-1217 x 1602 Link Eco-Giveaways
ePromos 86267 1-877-377-6667 Link Eco-Giveaways
Advertise America 9830 1-800-579-4883 Link Eco-Giveaways
Office Max Office Max Link Environmentally-friendly office products
ReBinder Office Max Link Recycled Binders
Transportation Company Name VIN Contact Information Website Best Used Forhellip
Veolia Transportation 111458 Alex Cournol 301-965-2080 Fuel Efficient sedans SUVs motor coaches
Sunnys Executive Sedan 4517 1-800-949-0949 Fuel Efficient Sedans amp SUVs
Hotels (close to WBG Headquarters buildings) Reserve through American Express
Company Name VIN Contact Information Website Best Used Forhellip
Beacon Hotel 88406 1615 Rhode Island Avenue NW Link Hotel rooms
Washington Circle Hotel 9062 One Washington Circle NW Link Hotel rooms unique venue
Fairmont Hotel 7073 2401 M Street NW Link Hotel rooms
Topaz Hotel 1733 N Street NW Link Hotel rooms
Hotel Rouge 1315 16th
Street NW Link Hotel rooms
Hotel Palomar 2121 P Street NW Link Hotel rooms
Food amp Wine
Company Name VIN Contact Information Website Best Used Forhellip
Calypso Wine Distributors 114860 Beth-ann Roth 703-464-5550
1725 Eye Street NW Ste 300
Link Giveaways specialty wine at events
Note The above companies have been selected to help you get started If you have additional recommendations or
know of any other WB-approved vendors please contact Vanessa Ferragut to get these added to the next version
SUSTAINABLE MEETINGS GUIDE Version 24
29
References
1 ldquoLivestock and Climate Changerdquo World Watch Institute Retrieved from
httpwwwworldwatchorgfilespdfLivestock20and20Climate20Changepdf
2 Blue Green Meetings Retrieved from httpwwwbluegreenmeetingsorgSuppliersAccommodationshtm
3 Spatrisano A amp Wilson N (2007) Simple Steps to Green Meetings and Events United States of America
4 Tesdahl Ben (2008) Meetings Law Spelling Out lsquoGreenrsquo in Black and White Meetings Industry Megasite
Retrieved from httpwwwmimegasitecommimegasitearticlesarticle_displayjspvnu_content_id=1003849215
5 Barbara Scofidio (July 8 2009) Green It and Mean It Meetings Net Retrieved from
httpmeetingsnetcomnewsgreen-effort-meetings-0708
6 Wallace E Mathai M Heath A Convention Industry Council (2008) Convention Industry Council Manual 8th
Edition Washington DC
7 Cortese Amy (2009 September) Are We Doing Enough One Magazine September Issue
8 Hill Lori (2009) If You Green It They Will Come [PowerPoint slides] lori hill event productions Retrieved from
IFC Footprint website httpifcnetifcorgintranetfootprintnsfAttachmentsByTitlepres_EarthDay2009_IfYouGreenIt$FILEIf+You+Green+It+They+Will+Comepdf
9 UNEP ICLEI (2009) Green Meeting Guide 2009 Roll out the Green Carpet for your Participants
10 Kaplan Jonathan National Resource Defense Council ldquoEat Green Our everyday food choices affect global
warming and the environmentrdquo Retrieved from wwwnrdcorg
11 ldquoLivestockrsquos Long Shadowrdquo by Food and Agriculture Organization of the United Nations Retrieved from
httpwwwfaoorgdocrep010a0701ea0701e00HTM
12 Meeting Strategies Worldwide Retrieved from httpwwwmeetgreencom
13 Telschow Roger (2009) Guide for the Responsible Print Buyer United States of America
SUSTAINABLE MEETINGS GUIDE Version 24 5
The Nuts amp Bolts ndash the details of how to organize a ldquolow-impactrdquo event
Getting Started
The first step in planning a meeting is setting clear goals and objectives You can start greening your event by
incorporating environmentally responsible ideas in your eventrsquos objectives Having answers to some simple questions
can help secure buy-in from your department
Some critical questions to ask before you begin planning
What is driving you to host an environmentally responsible event Is this driven by IFCWBrsquos commitment your
unitdepartmentrsquos commitment your manager or your professional or personal goals as the meeting planner
Is your groupteam interested in greening the entire event or only one or two components If your team has not
bought into the idea of hosting a sustainable event you can look for ldquolow hanging fruitrdquo to introduce some green
components into the event such as cost saving efforts like eliminating printed materials
What do you and your department identify as the most important component to a sustainable event Recycling
of plastics and paper Catering with organic and locally grown foods Reducing the use of paper by limiting the
amount printed and distributed at the event Deciding this upfront will help you manage your time and budget
needed for greening the event
If additional costs are involved in hosting an environmentally responsible event is your group willing to commit
to this financially Although sustainable practices can save money you may at times incur an additional expense
such as catering with organic foods and dishware instead of disposables You may also find cost savings (from
printing less) so be sure to analyze your entire budget and not just look at individual line items to know if it will
cost more or less to incorporate your greening goals
Once you have answers to these simple questions and buy in from your manager and team you can share your goals
and objectives with suppliers meeting attendees and speakers Having everyone understand what your goals are and
why you are making certain decisions - especially when instituting new changes - will help to reinforce your
environmentally responsible objectives throughout the meeting planning process
Itrsquos now time to incorporate environmental responsibility into the logistics for your meeting - from how communication
with participants is handled to the materials distributed during the meeting to communicating with vendors and event
partners the importance of greening your meeting
ldquoItrsquos neither quick nor easy to turn a giant ship Yet the
meeting and event industry is coming to terms with its
environmental impact and moving forward with globally
significant changesrdquo Amy Cortese One Magazine
SUSTAINABLE MEETINGS GUIDE Version 24 6
Printing amp Paper Use
There are many creative ways to cut back on paper and printing needs at your next event or even eliminate paper and
printing all together with electronic alternatives
Here are some tips to help you get started
Go paperless (or slim it down) Provide participants with a CD or USB stick with all the conference material or
send electronically after the events Have printingcopying facilities available at the venue for participants who
must have something in hard copy Reducing printing before the meeting will reduce the resources needed to
produce the paper (trees water energy etc) and will also increase flexibility for your event in-case of last minute
changes to the agenda speakers or other items
Print it green When you must print use paper that is 100 recycled with a minimum of 65 of post consumer
waste content
Keep it chlorine free Choose totally or elemental chlorine free paper for promotional material program signs
etc to avoid the use of dioxin created by bleaching with chlorine compounds (which has been connected to
cancer infertility learning disabilities diabetes and other critical health problems)
Avoid glossy publications The varnish coating required to give paper a gloss finish is highly toxic including
multiple volatile organic compounds that are made from petroleum-based products which contribute to our
dependency on fossil-fuels
Soy Veggie Soy Give preference to soy based (or vegetable oil) inks for all printing purposes The use of soy-or-
vegetable-based products avoids petroleum-based inks Soy requires no or little irrigation and leaves fewer
agricultural residues than most other crops
Lose the color and double it up Make all necessary handouts black and white (when possible) and double-sided
to use as little paper and toner as possible Black ink contains whatrsquos known as ldquoCarbon Blackrdquo which is essentially
non-toxic Black is arguably the lowest environmental impact of any ink All other colors contain different
pigments some of them metal-based like copper or barium Though these are in small amounts they donrsquot
disappear once a job is printed Whether a printed piece of paper is incinerated buried or recycled the metals
do have some impact
Choose Wisely Choose environmentally responsible printing companies for external printing contracts This will
make greening your printing needs much easier for you
Get your speakers onboard Ask your internal or external speakers to eliminateminimize handouts They can
send materials as PDF files after the event You can also post materials to your UnitDeptrsquos IntranetWebsite as
appropriate which can direct traffic and interest to your site immediately following the event
Choose erasable If available request reusable dry-mark erasable boards or blackboards instead of paper flip
charts Ensure that ldquonon-toxicrdquo markers are used These can help with collaborative communication and note
taking throughout the meeting
Generalize it Design and write all materials produced for the
meeting (such as banners posters signs place cards) with
generic language (do not put dates or locations) to allow them
to be reused for other meetings This will save you money and
time in creating materials for your next event
Reuse it You can save money and paper by reusing the foam backing to your existing posters Just reprint the
front and glue on a new one
Digitize It Determine whether your venue has means for displaying agendas session announcements and other
collateral on digital display screens instead of via printouts Not only will this negate the need for paper copies of
these items but also allows you to incorporate creative messaging videos and up-to-date communications
100 post consumer recycled paper and soy
based inks are used in the print shop and all copy
centers at the Washington DC offices In
addition all network printers are defaulted to
double-sided
SUSTAINABLE MEETINGS GUIDE Version 24 7
Best Practice Tips
Plan Ahead Planning ahead not only helps ease the pressures of schedules but contributes to planning in advance and thinking sustainably in regards to printing shipping and other processes involved Starting early allows you to pick alternatives for your printing
Survey says If distributing surveys at an event consider printing on 100 recycled paper double sided For post-
conference follow up send this electronically ndash yoursquoll be able to begin email dialogue with your attendees and
allow for easy electronic compilation of survey results
ANNEX 1 provides suggested language for a phone conversation or formal Request for Information (RFI) or Request for Proposal (RFP) This will
allow you to easily collect information about a print shoprsquos products and services that have minimal environmental impacts as well as efforts of the
print shop to minimize the environmental impacts of their operations This can also be used as a guide for sustainable printing and paper options
that you should consider for your print jobs
Catering
Catering covers all aspects of the provision of meals and refreshments for
participants from the procurement of foods to the handling of the waste
produced by catering services You can use the tips below when working
with external venuesrsquo caterers along with Restaurant Associates the
A five-day event serving 2200 people breaks breakfasts lunches and receptions uses china instead of plastic disposables it prevents 1890 lbs of plastic from going into a landfill Thatrsquos nearly one ton ndash Meeting Strategies Worldwide
SUSTAINABLE MEETINGS GUIDE Version 24 8
World Bank Grouprsquos HQ internal caterers For requests with external caterers you can use the RFP language in the
Annexes mentioned below
Here are some quick tips to help you get started
Choose Dishware Disposable cups plates and flatware not only add to landfills they also do not deliver the same ldquofirst-classrdquo catering service experience as dishware
Eat sustainable amp local Go organic where possible Opt for seasonal and locally grown produce-based meals Buying locally grown products helps support the communities and offers fresher seasonal choices without the transportation impact It is also a great way to celebrate the regionrsquos local flavor Consider a limited-meat menu - raising animals for food requires more energy water and other inputs than growing grains or vegetables and is responsible for almost 18 of annual world-wide greenhouse gas emissions1
Choose Sustainable Seafood Request caterers to not use fish on the Monterey Bay Aquariumrsquos Seafood Watch ldquoAvoidrdquo (red) list and aspire only to including fish that are on the ldquoBest Choicesrdquo and ldquoSuper Greenrdquo (green) lists Consumer demand for seafood increases is depleting fish stocks around the world and harming oceans The Monterey Bay Aquarium guide provides up to date information on sustainable seafood choices available in the US You can read more at httpwwwmontereybayaquariumorgcrcr_seafoodwatchsfw_recommendationsaspx
Request Fair Trade organic andor shade grown coffee and tea to help reduce the reliance on deforestation and pesticide use in growing these crops
Compost it If disposables must be used a good idea would be to use compostable disposables However this is only a good choice when your food scraps and disposables will be composted You will need to ensure that your venue has set up a means to collect and compost those disposables Compostable items thrown in with regular trash will just end up in the landfill where they will not decompose
Donrsquot pre-fill Ask your caterer not to pre-fill glasses of water at banquet tables- this can save substantial amounts of wasted water for large events
Emphasize the 3Rs Reduce Reuse Recycle Have recycling bins clearly visible and accessible where the meals will be served if there are individual glassaluminum beverage containers -or the like- that can be recycled
Ban the Bottle Request caterers to provide liquids in carafes ndash including water and juices Individual bottles require fossil fuels to be produced packaged and transported eventually ending up in landfills Similarly request that meals be provided on platters rather than individually packaged especially with ldquoBrown Bagrdquo lunch menu options
Bulk up Request bulk dispensers for all condiments sugar salt amp pepper cream butter etc to reduce waste from single-serve packets
Know your numbers Have attendees lsquosign-uprsquo for meals Gather an accurate attendance count Better attendance numbers will reduce food waste and costs
Evaluate and Donate Inform caterers of the exact number of participants and re-evaluate quantity needed during the meeting to help avoid waste Ask your caterer to donate leftovers to local charities
Communicate it Ask your caterer to create small table-top signs by the food being served highlighting sustainability efforts (local sustainable no packaging etc)
Composting Food waste produces methane as it decomposes in landfills if it decomposes at all Ask your
caterer if they happen to compost or would consider bringing in a composter specifically for your event At the
World Bank MC and F Building a new lsquopulperrsquo and lsquoeCorectrsquo dehydration systems turn heavy wet food waste into
It takes three liters of water to produce one
liter of bottled water ndash Pacific Institute
Studies by the World Bankrsquos Agriculture and Rural
Development Department indicate that coffee is one of the
worldrsquos most important cash crops and is vital to the
livelihood of more than 25 million small coffee farmers
globally Fair trade programs ensure that in exchange for
conducting their coffee farming in sustainable ways farmers
receive help to start cooperatives guaranteeing a higher
price for their beans which they invest back into their farms
and their communities
By not pre-filling water glasses at banquet tables during three days of served lunches for 2200 attendees 520 gallons of water can be saved
Information provided by Meeting Strategies Worldwide
SUSTAINABLE MEETINGS GUIDE Version 24 9
Best Practice Tips
Did you know that the coffee and tea served at breakfast can be used again for your
meetingrsquos morning break Rather than placing another order for the morning break
ask catering to leave the coffee and hot water urns out from the morning and replace
only what is necessary This can be replicated for the afternoon break by using the
lunchtimersquos coffee amp tea urns
a dry odor-free and nutrient-rich soil-like material The result is an 80ndash95 percent reduction in both the weight
and volume of food waste For more information visit httpgoworldbankorgV0M5EF2OT0
ANNEX 2 provides suggested language for a phone conversation a formal Request for Information (RFI) or Request for Proposal (RFP) This will
allow you to easily collect information about a catererrsquos products and services that have minimal environmental impacts It also collects information
on the caterersrsquo efforts to minimize the environmental impacts of their business operations This can later be used for communicating to attendees
as well as a guide for sustainable catering options that you should consider for your event
ANNEX 3 is for meetings and events planned by HQ-based WBG staff Since we are required to use the catering services provided by Restaurant
Associates (RA) a list of suggested sustainable catering options is provided for you to discuss with your Conference Service representative along
with a list of RArsquos default sustainable products and services as an FYI Restaurant Associates is dedicated to providing excellent service at WBG HQ
properties and can accommodate most catering needs
SUSTAINABLE MEETINGS GUIDE Version 24 10
Selecting a VenueHotel for Your Event or Overnight Attendees
At times you will need to source an external venue to host
your WBG event You may also need to source an external
hotel to host your out-of-town guests Using a venue or hotel
whose sustainability goals and objectives align with yours
provides you with more options to green your event
Consider using a venue that has a sustainability mission Ask if
your hotel offers a linen and towel reuse program has recycling services or paperless check-inout procedures You can
include these sustainability criteria in all your RFPs
Below are a few things to consider
Does the venuehotel already have sustainability practices in place Does the venue participate in any recycling
programs Do they practice energy conservation For the United States ask if they have earned any certifications
such as Green Seal Is this type of information advertised to the public For international hotels certifications
vary and may not always be awarded by the most credible sources If this is the case use the language in the
Annex for conversations and emails with hotelvenue representatives
Ask potential venueshotels to send you a summary of the environmental measures they have in
place Learning about a venuersquos best practices will help you learn what the industry is doing to be
green You might even get some great ideas from their policies for your next meeting
Is the venuehotel willing to work with your meetingrsquos green needs Many times venues wonrsquot have their own
green agenda but if asked some venues may be willing to modify services to accommodate your requests
Include in the contract a clause that states their commitment to fulfill the sustainability needs of your event
Is the venuehotel accessible by public transportation from the airport or the downtown area Is it also close to
other event locations to minimize the need for ground transportation Do they offer a shuttle to be used by your
meeting attendees to avoid the need for individual cabscars
Annex 4 is for Venue selection and Annex 5 is for Hotel selection of overnight guests Both annexes provide suggested language for a phone
conversation or formal Request for Information (RFI) or Request for Proposal (RFP) This will allow you to easily collect information about a
venuehotelrsquos efforts to minimize the environmental impacts of their operations and services This can also be used as a guide for what sustainable
options to look for when selecting a venuehotel
Annex 6 provides a list of World Bank Group-approved hotel vendors that have sustainable practices in place
A building earning the US Green Building Councilrsquos LEED Platinum certification has heatingcooling systems that donrsquot run for 13 of the year consumes 23 less energy than a typical office building and 13 of the buildingrsquos energy comes from renewable resources
SUSTAINABLE MEETINGS GUIDE Version 24 11
Selecting Ground Transportation
While most of your meetings may be taking place locally or within World Bank Group facilities please consider the type of ground transportation your guests will be taking from their hotels apartments airports or any offsite retreats you plan
Keep it close Locate all venues within walking distance of one
another Shorter distances = less environmental impact Having your evening reception at a restaurant within safe walking distance from the hotel saves you both time and money
Public Transportation Encourage the use of public transportation when possible Provide information complimentary passes and maps in guest packages if this is a city with which your guests are not familiar
Request fuel-efficient vehicles If you have to move a number of meeting attendees from one place to another using mini-buses or vans ask your transportation carrier if they own or lease any fuel efficient or hybrid vehicles
Turn it off If you hire a ground transportation provider request the company to instruct drivers to turn off the engine in order to minimize idling of vehicles when waiting for guests In many states (such as DC) this is the law
Transportation contributes approximately one-third of all US carbon dioxide emissions and must be a prime target for major greenhouse gas reductions -Sierra Club
SUSTAINABLE MEETINGS GUIDE Version 24 12
Gifts and Giveaways
Sometimes your events may call for some sort of incentive prize giveaway or other such token of appreciation of
attendeesrsquo participation Below are some helpful hints when sourcing such items
Buy Local Try purchasing items that are made as close to where you will need to ship them This minimizes the time it will take the product to arrive the amount you will spend on shipping and your carbon footprint in terms of transportation and fuel For example avoid items made abroad if your meetingevent is taking place in the United States
The Gift that Keeps on Giving Encourage the purchase of useful giveaways such as travel mugs aluminum water bottles USB drives and other such items that participants can reuse again and again This helps to minimize the amount of waste going to the landfill from items that are intended for one-time use
Whatrsquos in [the material] for me If you are sourcing giveaways such as t-shirts reusable canvas bags etc consider requesting organic cotton or products made of organic andor sustainable materials Materials such as organic cotton organic hemp organic wool kapok buckwheat or millet hulls or silk are comfortable and sustainable Some even come in colorful new designs using eco-safe dyes and color grown cotton Make sure that your items are Polyvinyl chloride (PVC) and Bisphenol A (BPA) free Ask your supplier about these materials and if heshe can help you find them for your specific order
Get your facts Just because your vendor is telling you the product is green may not always mean it is Remember that they are trying to sell you something There are many suppliers who obtain certifications (either for certain products or their entire business) to show they follow industry best practices vis-agrave-vis environmental and social responsibility Ask your supplier if they have obtained any such certifications or adhere to any sustainability principles that they can verify
Did you know that many of the crops that produce the fibers used to make our clothing and home waresmdashoften those we sleep in every nightmdashaccount for some of the highest pesticide usage In fact it takes roughly one-third of a pound of chemicals (pesticides and fertilizers) to grow enough cotton for just one T-shirt which is why it is important to consider organic cotton and other alternative fibers
Source wwworganicorg
SUSTAINABLE MEETINGS GUIDE Version 24 13
Making it Carbon Neutral
A meeting or conference can be considered carbon neutral when all possible efforts have been made to reduce the
greenhouse gas (GHG) emissions resulting from the meeting and when carbon offsets have been purchased to
compensate for the unavoidable emissions
Below yoursquoll find important steps to help measure and offset the emissions associated with your event When we
mention ldquocontact usrdquo please use the contact information for the World Bank Corporate Responsibility and the IFC
Footprint Program team members that can be found on page 2 of this Guide
Collect Data Yoursquoll need to gather data from a number of different sources to calculate the emissions from your
meeting These are
Energy at the meeting venue ndash you will need to find out the average annual (or monthly) electricity consumed
and fuel used (in boilers or generators) at the venue This data will then be prorated for the length of your
event You should ask a representative from the venue for this data from utility bills or purchase records If you
are unable to collect this data ask the venue for information about the size of the conference venue ndash contact
us and we can apply an energy intensity figure to this area to estimate the electricity consumption
Air transport to event ndash you will need to account for the distance traveled by each attendee that is not WBG
staff - each flight leg should be identified For example for an attendee going to a conference in Delhi India you
would need to know that they traveled from Washington-Dulles to Delhi through London-Heathrow and record
each of the airport codes (ie IADLHRDEL) Similarly you would need to know the routing of their return trip
NOTE All GHG emissions from flights taken by WBG staff are already reported annually and carbon offsets are
purchased to make these flights carbon neutral
Ground transport to and from the venue (between venue and hotel or airport and hotel) ndash you would need to
know how people traveled to and from the meeting how many people by what means (car--gasolinediesel
bus rail other) and over what distances For example for attendee A you would want to know that they
travelled 2 km by bus to get to the hotel and then 1 km by taxi to get to the conference venue
Hotel rooms utilized by attendees of the event - If there are a number of hotel rooms involved then you would
need to know how many hotel room days were used in order to estimate the energy associated with those
rooms based on region
Calculating your emissions ndash the World Bank Corporate Responsibility and IFC Footprint Program teams are happy to
help you calculate your emissions Please contact us to request our greenhouse gas emissions calculator and we can
help you fill out the calculator to properly calculate your emissions
Offsetting your emissions ndash the World Bank Corporate Responsibility and IFC Footprint Program teams are also happy to
help you offset these emissions Please contact us to discuss how we can offset your emissions through the purchase of
carbon offsets
SUSTAINABLE MEETINGS GUIDE Version 24 14
Communicate Your Greening Efforts
Without communicating the impact of these great efforts undertaken the sustainable event is only half effective Sustainable meetings are about creating awareness and building understanding Ensure your event communications inform attendees about the great efforts involved to reduce the negative environmental impacts of this event
Take the Floor If yoursquore the meeting coordinator you have the opportunity to spread the word Introduce yourself at the beginning of the meeting and explain the basic concepts you have incorporated point out where the recycling bins are and remind people of other key aspects of your sustainable event
Shout it out If you select to have an attendee packet consider emailing it first Materials should emphasize the vision of greening the event Have a short summary that states your goal and provides examples of sustainable options at your event (include statistics that show the impact where possible)
Example ldquoBy not printing attendee packets we were able to save an estimated 800000 sheet of paper and 8000 binders This saves about 67 trees greenhouse gases equivalent to approximately 2 cars per year 65801 gallons of wastewater and 7765 pounds of solid wasterdquo
The following websites can help you calculate your eventrsquos footprint for communication purposes
[Paper] Environmental Defense Paper Calculator
[Ground transportation] EPA calculator for converting gasoline usage or passenger vehicles into environmental impacts (use Option 1)
[Catering] EPA food waste calculator
[Waste recycling] North East Recycling Center calculator
Invite your vendors to tell their story Ask the venuehotel to provide information on what they have done to
help green the event and include this in your communications Invite the venue to create and hang a poster up at your event on their greening efforts
Show it off Ask your caterer to create small table-top signs by food highlighting sustainability efforts (local
sustainable organic no packaging etc)
Get preachy If you have selected a sustainable giveaway help encourage behavior change with fun facts For
example you can include a card or text that mentions ldquoIt takes three liters of water to produce one liter of
bottled waterrdquo on aluminum water bottles they received at your event By sharing with them useful facts and
information your attendees are more likely to reuse that giveaway in a fashion intended to minimize their own
footprint going forward
For templates and examples contact your IFC Footprint Team or WB Corporate Responsibility Team or visit the Footprint Programrsquos website to download your own copies
Best Practice Tips
Create table tents asking participants to take only what they need
and to return name badges for future use (best to create a
designated area for name badge return- a simple box labeled at
your registration area works well) Attendees like being informed
and getting involved Contact us for templates
SUSTAINABLE MEETINGS GUIDE Version 24 15
E-Meetings
The World Bank Group provides resources to help you host virtual meetings This is an easy way to reduce costs and
your travel footprint while allowing a larger number of people the ability to attend a meeting A series of training
sessions and seminars have been designed to help planners in coordinating electronic meetings In addition eServices is
available to assist planners with any video conferencing service needs Lastly stay tuned for the rollout of Telepresence
centers
eMeetings eMeetings is a great solution for all your online meeting needs especially when you want to share documents andor presentations among globally dispersed teams located both at HQ and in the country offices -- either with or without videoconferencing session conduct a training online conduct a facilitated session between participants at HQ and in the country offices and have the ability to enter commentsthoughts live via an electronic Whiteboard demonstrate system solutions online
o IFC eMeeting eLearning Module Learn how to schedule an eMeeting through your Lotus Notes calendar as well as online This module will cover the dos and donts when working with an eMeeting as well as best practices Available on LMS (no link)
CMA Polycom CMA Polycom enables IFC staff to use their computers to conduct point-to-point video
conferences with each other or participate in a scheduled video conference This is a great way to enhance your
meetings and connect to colleagues when you are traveling working from home or just sitting in your office at
HQ How can you start trying out the CMA Polycom Talk to your IT Coordinator who can request CMA
application installed on your IFC PC You will also need a webcam or built-in PC camera Note that people you
wish to conference with must have the application installed and they must be available and remember if you
are in a location with slow connectivity CMA use may not be recommended
IFC An Introduction to Web Conferencing This 20-minute tutorial introduces web conferencing concepts and features It also covers the PREP (Planning Rehearsal Execution Post-Mortem) Model for web conferencing to guide you in the design and delivery of training sessions or meetings Upon completion of this program staff will understand best practices for conducting successful web conferences and the benefits of web conferencing including how it supports the IFC Footprint program Available on LMS (no link)
Video Conferencing Services World Bank Staff can request Global Videoconferencing Services (GVS) which consist of two-way video audio and broadcast video either between two or among multiple locations Contact eServices for booking information or email wbvideoworldbankorg These cost about $205 per session including long distance charges and must be made at least 24 hours in advance
Adobereg Connect is a web conferencing application used to deliver online meetings and webinars It is Internet-
based and uses Adobe Flash technology A World Bank Group computer is not necessary to deliver or participate
in Adobe Connect virtual meetings Virtual meetings may include features such as screen sharing web tours
voice over IP file uploads and document collaboration to make them interactive and participant-friendly An
Adobe Connect license is necessary in order to set up a web meeting Each VPU has an Adobe Connect champion
who manages the licenses and may assist in meeting setup and support Meetings remain available until they
are deleted so a meeting space can be reused as often as necessary For more information write to
iLearningworldbankorg
Skype Skype is a software application installed on individual computers that allows users to make voice and
video calls over the internet for free to other Skype users and for a low fee to landlines cellphones etc Skype
was installed on all WBG computers in 2010 If you need help setting up Skype contact your IT Coordinator If
SUSTAINABLE MEETINGS GUIDE Version 24 16
you have Skype on your machine but have never used it you will need to take some steps to start using it Visit
this link for more information
Telepresence Centers Telepresence centers are
currently under construction in the MC Building the F building (IFC)
and IFC offices in Istanbul Hong Kong and should be fully
operational by 2012 Similar to videoconferencing telepresence
centers connect users in different locations through the use of high
definition video technology The goal is to simulate being in the
same room with meeting attendees across the world This is often
done through the use of similar tables chairs and backgrounds in
each telepresence center Look for more information on the WBG
telepresence centers in late 2011
If you print this guide please only print it black and white and double-sided
Checklist for Internal Events
The World Bank Group Knows Sustainable Meetings Every day at headquarters we host dozens even hundreds of meetings for internal staff ldquoBrown bagrdquo lunches staff trainings team meetings etc Below is a quick reference guide to taking small steps that lead to big impacts in minimizing the World Bank Grouprsquos footprint
General Tips
Get your team on board Let your planning team managers and attendees know of your efforts to green your next meeting or event Consider including this in your broadcast emails Lotus Notes meeting invitation or general email invitations to attendees
Walk through Before your event walk through the meeting room yoursquove reserved and make sure that the recycling bins are set-up where they should be HQ Only Email ifceventsifcorg for the F building or wbeventsworldbankorg for the WB buildings to ensure recycle bins are set-up properly in the room
Communicate it You can request informative templates from the IFC Footprint Program and the WB Corporate Responsibility team to print and display at your event For more information contact Vanessa Ferragut at vferragutifcorg or Adam Rubinfield at arubinfieldworldbankorg HQ Only Templates are available to communicate the sustainable nature of your event for placement on cafeteria tables
Make it Carbon Neutral The Corporate Responsibility and Footprint programs can help you calculate the emissions from your event and work with you to offset these emissions
Printing and Paper Use
Go paperless (or slim it down) Consider limiting the number of handouts you bring to you meeting Send these electronically after the events HQ Only If your department doesnrsquot have a departmental projector contact IFC Events at ifceventsifcorg or at the WB visit httpgsdconference to request one
Print it green Did you know that the paper provided in printers is already 100 recycled and all printers are defaulted to double-sided printing If you MUST print try and provide handouts using black amp white printing only
Choose erasable Use reusable dry-mark erasable boards instead of paper flip charts Ensure ldquonon-toxicrdquo markers are used HQ Only You can contact IFC Events at ifceventsifcorg or at the WB visit httpgsdconference to request a dry erase board
Generalize it Design and write all materials produced for the meeting (such as banners posters signs place cards) with generic language (do not put dates or locations) to allow them to be reused for other meetings
Reuse it You can save money and paper by reusing the foam backing to your existing posters Just reprint the front and glue on a new one HQ Only You can give old foam backings for posters back to the customer service desk at the GSD print shop in MC-C3-300
Digitize It Did you know that the WB Headquarters building has multiple electronic message boards where you can post event advertisements rather than using posters HQ Only Email Kenneth Wu at kwu1worldbankorg to post these electronic announcements in the MC H I and J buildings Contact Dila Zeynep Serpil at DSerpilifcorg to get your message posted on IFCrsquos K Street flat screen (needs to be designed as a landscape-type flyer)
Survey says If distributing surveys at your event considering using only a half page format For post-conference follow up send this electronically You can create your own electronic survey for free at wwwsurveymonkeycom
Sustainable CateringDining Out
Choose dishware Disposable cups plates and flatware not only add to landfills they also do not deliver the same ldquofirst-classrdquo catering service experience as dishware HQ Only When filling out RArsquos catering order
online specify in the ldquoSpecial Commentsrdquo section to provide dishware and NO disposables Currently RA charges $75 in tier two rooms for dishware but calculating costs of disposables it is actually a savings anytime you host an event
SUSTAINABLE MEETINGS GUIDE Version 24
18
or meeting for 20 or more people Note that the pricing structure for this is being evaluated to encourage the use of dishware over disposables
Eat sustainable amp local Go organic where possible Opt for seasonal and locally grown produce-based meals Order sustainable seafood Also consider a limited meat menu - raising animals for food requires more energy water and other inputs than growing grains or vegetables HQ Only You can work directly with RA at the IFC through ifceventsifcorg or at the World Bank Buildings - extension 82000 or email WBeventsworldbankorg RA follows the Monterey Bay Aquariums suggestions for sustainable seafood
Request Fair Trade organic andor shade grown coffee and tea HQ Only Restaurant Associates default for coffee served at meetings and events is Starbuckrsquos Fair Trade coffees- there is no additional charge for these choices
Compost it If disposables must be used be sure they are biodegradable or can be composted Also ensure the venue has set up means to collect and compost those disposables HQ Only The MC and F (as of
November 2010) buildings currently have the capacity to compost Make sure that any food or compostable serving
ware remaining after your meeting is composted by sending an email to WBeventsworldbankorg
Donrsquot pre-fill When hosting a sit down event ask caterers not to pre-fill glasses of water at banquet tables- this can save substantial amounts of wasted water for large events
Lose the packaging When placing your catering order specify to use bulk serving containers instead of individual serving sizes of butter spreads etc Request carafes of water rather than individual water bottles etc Similarly request meals be provided on platters rather than individually packaged Request bulk dispensers for all condiments sugar salt amp pepper cream butter etc HQ Only Please place these requests in the ldquoSpecial Commentsrdquo section of the RA online form when placing your catering order
Donate Inform caterers of the exact number of participants and re-evaluate quantity needed during the meeting to help avoid waste Ask your caterer to donate leftovers to local charities HQ Only RA donates excess food production to DC Central Kitchen on an as-needed basis Food that has been served in a buffet is disposed in accordance with healthy and safety regulations
Communicate it Ask your caterer to create small table-top signs by food highlighting sustainability efforts (sustainable no packaging local etc) HQ Only You can contact IFC Events at ifceventsifcorg
Giveaways
Buy local Try purchasing items that are made as close to where you will need to ship them This minimizes the time it will take the product to arrive the amount you will spend on shipping and your carbon footprint in terms of transportation and fuel
The gift that keeps on giving Encourage the purchase of useful giveaways such as travel mugs aluminum water bottles USB drives and other such items that participants can reuse again and again This helps to minimize the amount of waste going to the landfill from items that are intended for one-time use
Whatrsquos in [the material] for me If you are sourcing giveaways such as t-shirts reusable canvas bags etc consider requesting organic cotton or that your items are made of organic andor sustainable materials Materials such as organic cotton organic hemp organic wool kapok buckwheat or millet hulls or silk are comfortable and
sustainable Also make sure to ask that the product is Polyvinyl chloride (PVC) and Bisphenol A (BPA) free
Get your facts Just because your vendor is telling you the product is green may not always mean it is Remember that they are trying to sell you something There are many suppliers who obtain certifications (either for certain products or their entire business) to show they follow industry best practices vis-agrave-vis environmental and social responsibility Ask your supplier if they have obtained any such certifications or adhere to any sustainable principles
that they can verify HQ Only Refer to Annex 6 in this Guide for a list of WBG-approved giveaway vendors who
source sustainable giveaways
Transportation
By train bus or bike Communicate to outside attendees the public transportation accessibility of your WB of IFC office building to discourage use of vehicles
SUSTAINABLE MEETINGS GUIDE Version 24
19
Checklist for Off-Site Events
The World Bank Group Knows Sustainable Meetings
Whether yoursquore greening a local meeting for 6 people or an international meeting for hundreds there are many
tools within the WBGrsquos resources that can help you successfully minimize your meetingrsquos footprint and save money
Getting Started Things to Ask
Why does your department want to go green
If there are additional costs involved in hosting a sustainable event are you willing to commit to this financially Consider that you may also be saving money on something items as well
Are you interested in greening only one or two components of your event or most of the event
What do you and your meeting planning committee see as the most important component to a sustainable event
Printing and Paper Guidelines
Go paperless (or slim it down) Provide participants with a CD or USB stick with all the conference material or send electronically after the events Have printingcopying facilities available on request at the venue for attendees that must print hard copies of materials
Start with the printer Choose environmentally responsible printing companies for external printing contracts HQ
Only Refer to Annex 6 in this Guide for a list of printers that have sustainable practices
Print it green Use 100 recycled with a minimum of 65 of post consumer waste content avoid glossy publications give preference to soy based or vegetable oil inks for all printing purposes and make all necessary handouts black and white (when possible) and double-sided
Sustainable note-taking Use reusable dry-mark erasable boards or blackboards instead of paper flip charts if available Ensure ldquonon-toxicrdquo markers are used
Generalize it Design and write all materials produced for the meeting (such as banners posters signs place cards) with generic language (do not put dates or locations) to allow them to be reused for other meetings
Poster printing You can save money and paper by reusing the foam backing to your existing posters Just reprint the front and glue on a new one
E-signs Ask your venue if they have electronic screens where you can display your event information without the need of a poster or easel Make sure to get the right dimensions so that you can design your sign so it doesnrsquot look stretched out
Survey says If distributing surveys at the meeting consider printing on 100 recycled paper double sided For post-conference follow up send the survey electronically
Sustainable Catering
Choose dishware Disposable cups plates and flatware not only add to landfills they also donrsquot deliver the same ldquofirst-classrdquo catering service experience
Eat sustainable amp local Go organic where possible Opt for seasonal and locally grown produce-based meals Buying locally grown products helps support the communities and offers fresher seasonal choices without the transportation impact Consider a limited meat menu - raising animals for food requires more energy water and
other inputs than growing grains or vegetables HQ Only Refer to Annex 6 in this Guide for a list of restaurants in the
DC area that have sustainable practices
Choose sustainable seafood Request your caterer to follow the Monterey Bay Aquariumrsquos Seafood Watch guide As consumer demand for seafood increases it is depleting fish stocks around the world and harming oceans
Request Fair Trade organic andor shade grown coffee and tea
SUSTAINABLE MEETINGS GUIDE Version 24
20
Compost it If disposables must be used be sure they are biodegradable or can be composted Also ensure the venue has set up means to collect and compost those disposables Compostable items thrown in with regular trash will end up in the landfill ndash and most landfill conditions do not allow for decomposition
Donrsquot pre-fill Ask your caterer not to pre-fill glasses of water at banquet tables - this can save substantial amounts of wasted water for large events
Lose the packaging Request your caterer to provide liquids in carafes ndash including water and juices Individual bottles require fossil fuels to be produced packaged and transported eventually ending up in landfills Similarly request meals be provided on platters rather than individually packaged
Bulk up Request bulk dispensers for all condiments sugar salt amp pepper cream butter etc
Communicate it Ask your caterer to create small table-top signs by food highlighting sustainability efforts (sustainable no packaging local etc)
Selecting a VenueHotel for Overnight Guests
Visit GSDrsquos Approved-Offsite Venues and here for GSDrsquos Approved Hotels HQ Only Refer to Annex 6 in this Guide for
a list of hotels in the DC area that have sustainable practices in place
Ask potential venueshotels to send you a summary of the environmental measures they have in place Does the venue participate in any recycling programs Do they practice energy conservation Is this type of information advertised to the public Learning about a venuersquos best practices may help you get some great ideas for your next meeting
Is the venuehotel willing to work with your meetingrsquos sustainable needs Many times venues wonrsquot have their own sustainable agenda but if asked some venues may be willing to modify services to accommodate your requests
Is the venuehotel accessible by public transportation from the airport or the downtown area Is it also close to other event locations to minimize the need for ground transportation
Selecting Sustainable Ground Transportation
Destination Choose a destination with minimal travel Shorter distances = less environmental impact
HotelVenue location When booking a hotel or venue consider choosing one that is located near public transportation (Metro bus stop train station etc) or an airport if most people are arriving by plane
Public transport when possible Encourage the use of public transportation when possible Provide information complimentary passes and maps in guest packages
Keep it close Locate all venues within walking distance of one another For example having your evening reception at a restaurant within safe walking distance from the hotel saves you both time and money
Alternative fuel If you have to move a number of meeting attendees from one place to another using mini-buses or vans ask your transportation carrier if they own or lease any fuel efficient or hybrid vehicles HQ Only Refer to
Annex 6 in this Guide for a list of WBG-approved transportation vendors who use energy-efficient vehicles
Turn it off If you hire a ground transportation provider request the company to instruct drivers for your event to minimize idling of vehicles when waiting for guests
GiveawaysOther
Buy local Try purchasing items that are made as close to where you will need to ship them This minimizes the time it will take the product to arrive the amount you will spend on shipping and your carbon footprint in terms of transportation and fuel For example avoid items made abroad if your meetingevent is taking place in the United States
The gift that keeps on giving Encourage the purchasing of useful giveaways such as travel mugs aluminum water bottles USB drives and other such items that participants can reuse again and again This helps to minimize the
amount of waste going to the landfill from items that are intended for one-time use HQ Only Refer to Annex 6 in
this Guide for a list of vendors that have eco-friendly giveaways
SUSTAINABLE MEETINGS GUIDE Version 24
21
Whatrsquos in [the material] for me If you are sourcing giveaways such as t-shirts reusable canvas bags etc consider requesting organic cotton or that your items be made of organic andor sustainable materials Materials such as organic cotton organic hemp organic wool kapok buckwheat or millet hulls or silk are comfortable and
sustainable Also make sure to ask that the product is Polyvinyl chloride (PVC) and Bisphenol A (BPA) free
Get your facts Just because your vendor is telling you the product is green may not always mean it is Remember that they are trying to sell you something There are many suppliers who obtain certifications (either for certain products or their entire business) to show they follow industry best practices vis-agrave-vis environmental and social responsibility Ask your supplier if they have obtained any such certifications or adhere to any sustainable principles that they can verify
Efficient shipping Consider having your giveaways shipped directly to the venue or hotel where yoursquoll be giving these out This saves fuel emissions and costs than having to ship twice (once to your offices and once to the venuehotel)
Make it Carbon Neutral The Corporate Responsibility and Footprint programs can help you calculate the emissions from your event and work with you to offset these emissions
If you print this guide please only print it black and white and double-sided
ANNEX 1 ndash SELECTING A PRINT SHOP
Below is suggested language for a phone conversation formal Request for Information (RFI) Request for Proposal (RFP)
or any written communication This will allow you to easily collect information about a print shoprsquos products and services
that have minimal environmental impacts as well as efforts of the print shop to minimize the environmental impacts of
their operations This can also be used as a guide for sustainable printing and paper options that you should consider for
your print jobs
The World Bank Grouprsquos Commitment to Sustainability The World Bank Group (WBG) is committed to minimizing the environmental impact of its internal business operations This includes ensuring resource efficiency minimizing waste providing healthy surroundings in which to work and giving back to local communities where we do work This approach is consistent with our mission We will achieve our objectives by working in partnership with vendors whose products and services align with our commitment to sustainability
Printing Services Checklist
Basic YN Notes
Do you offer paper options that have high recycled content (ideally 100) with post-consumer waste recycled fiber content (also ideally 100)
Do you use a certification to verify environmentally responsible pulp and paper sources such as FSC or SFI
Can files be proofed electronically
Do you have binding options that break down easily during recycling process or do not need to be removed to recycle printed piece
Do you use vegetable-based inks for printing with the lowest VOC rating
Do you offer paper that is uncoated and either totally Chlorine
Free (TCF) process chlorine free (PCF) or elemental chlorine free
(ECF)
Going Further YN Notes
Does the paper mill use renewable power sources or have other established conservation or recycling practices
Is digital lsquoprint on demandrsquo or waterless printing available
Are you an FSC-certified printer If not can you provide
documentation of an environmental management system
SUSTAINABLE MEETINGS GUIDE Version 24
23
ANNEX 2 ndash SELECTING A CATERER
Below is suggested language for a phone conversation formal Request for Information (RFI) Request for Proposal (RFP)
or any written communication This will allow you to easily collect information about a catererrsquos products and services
they can offer you that have minimal environmental impacts It also collects information on the catererrsquos efforts to
minimize the environmental impacts of their business operations This can also be used as a guide for sustainable
catering options that you should consider for your event
The World Bank Grouprsquos Commitment to Sustainability The World Bank Group (WBG) is committed to minimizing the environmental impact of its internal business operations This includes ensuring resource efficiency minimizing waste providing healthy surroundings in which to work and giving back to local communities where we do work This approach is consistent with our mission We will achieve our objectives by working in partnership with vendors whose products and services align with our commitment to sustainability
Catering Products and Services
Basic YN Notes
Can water bottles be replaced by filtered water pitchers
Can dishware be used instead of disposable serving-ware This includes omitting to-go coffee cups and other to-go containers
Can bulk dispensers be used for sugar salt pepper cream butter
jams and other condiments
Can organic andor local food options be provided for menu selections
Are sustainable seafood options provided for menu selections If so what guideprogram is used to ensure responsible selections (such as the Monterey Bay Aquariumrsquos Seafood Watch Guide )
Is organic shade grown andor fair trade coffee and tea available
Can meals be served family style buffet or on platters rather than individually packaged
Going Further YN Notes
Are there means to collect and compost food waste as well as any biodegradable disposables and serving-ware used
Can table tents or informative signage be provided letting attendees know about sustainability efforts (such as ldquoOrganicrdquo ldquoLocalrdquo ldquoBulk to avoid packagingrdquo)
Is any portion of the catering services outsourced to socially
responsible nonprofits or other community needs groups
Is unused food donated to a local shelter or nonprofit
SUSTAINABLE MEETINGS GUIDE Version 24
24
ANNEX 3 ndash CHECKLIST FOR CATERING at HQ by RESTAURANT ASSOCIATES For meetings and events planned by HQ-based WBG staff at the Main Complex F J or H Building you are required to use the catering
services provided by Restaurant Associates Restaurant Associates is dedicated to providing excellent service at WBG properties and
can accommodate most catering needs Below is a list of suggested sustainable catering options for you to discuss with RA along
with a list of RArsquos default green products and services as an FYI
RArsquos Default Sustainable Options include
Fair Trade coffee Compostable disposables Donating excess production to DC Central Kitchen on an as-needed basis Follows sustainability guidelines in accordance with Monterey Bay Aquarium guide
CHECKLIST FOR RESTAURANT ASSOCIATES CATERING
Minimizing waste from service options Notes for Meeting Planners Cost Implications
Pitchers of water provided instead of bottled water
To request this option include instructions in the Comments Box of the online RA order form
At the IFC filtered water is served in pitchers as the default with no extra charge Please include this
request under the comments section In WB buildings the water pitcher policy is under review Details to follow in later FY12 You should always
contact your caterer directly in regards to this
Pitchers of all beverages (juices ice tea etc) can be served instead of individual bottles
To request this option for orange grapefruit and aqua fresco you can click on ldquoBeverages-
NonAlcoholicrdquo and select the pitchers of juice you like For other pitchers such as Iced Tea and apple juice include instructions in the Comments Box of
the online RA order form
$1350 per half gallon is the current pricing
Dishware can be used instead of paper or plastic serving-ware This includes omitting to-go coffee cups and other to-go containers
When ordering online include in the comments section ldquodishware onlyrdquo and possibly list a few items you do not want to have such as disposable coffee
cups plates and cutlery
Restaurant Associatersquos charge for dishware is $75 in tier two rooms but if calculating costs of disposables it is actually a savings anytime you host an event or
meeting for 20 or more people
Single-serve condiments can be eliminated from an event Alternative is to serve condiments (sugar salt pepper cream butter jams mayo mustard salad dressing etc) in bulk dispensers bowls etc
To request this option include instructions in the Comments Box of the RA order form
None
ldquoBoxed lunchesrdquo can be served on trays -rather than individual boxes- and replacing single serve condimentschips with bulk serving options
To request this option include instructions in the Comments Box of the RA online order form If there is a need for staff to bring their lunches back to their
office brown bags can be provided
None
Sustainable menu options Notes for Meeting Planners Cost Implications Organic andor locally sourced menu options are available
RA promotes the use of local and natural (no growth
hormones or additives) products based on season
and region Therefore menu options may be
limited
These items typically cost 30- 50 more
Limited (or no) meat menu can be prepared with a range of vegetarian options diverse in flavorstextures
RA can provided excellent vegetarian options upon
request Some online options are all vegetarian and
some menus can be customized with RA directly
Vegetarian options tend to cost less than meat
options
Organic wine or beer can be purchased Natura brand organic wines are available through
RA
Varies by product 30- 50 higher cost or
approximately $1195 per person
Educating attendees Notes for Meeting Planners Cost Implications
Table tents or informative signage can be
provided letting attendees know about
sustainability of foodbeverageservice
(highlighting what is local organic fair-trade
bulk serving dishware)
RA is happy to set up table tents with titles of the
food items being served at the event Just email
Michelle Perry at MPerryifcorg for your specific
requests
None
SUSTAINABLE MEETINGS GUIDE Version 24
25
ANNEX 4 ndash SELECTING A VENUE
Below is suggested language for a phone conversation formal Request for Information (RFI) Request for Proposal (RFP) or any written communication This will allow you to easily collect information about a venuersquos services that have minimal environmental impacts as well as efforts of the venue to minimize the environmental impacts of their operations This can also be used as a guide for what sustainable options that to look for when selecting a venue The World Bank Grouprsquos Commitment to Sustainability The World Bank Group (WBG) is committed to minimizing the environmental impact of its internal business operations This includes ensuring resource efficiency minimizing waste providing healthy surroundings in which to work and giving back to local communities where we do work This approach is consistent with our mission We will achieve our objectives by working in partnership with vendors whose products and services align with our commitment to sustainability
Venue
Basic YN Notes
Venue is in close proximity to public transport airport connection hotels or other
event venues
Venue provides visible and accessible reduction reuse and recycling services for
paper metal plastic and glass
The venue has an energy management program ensuring temperature is kept at
reasonable levels (such as 72 degrees Fahrenheit in summer 68 in winter) and that
this can be adjusted according to the dress code for an event
Venue instructs staff to shut off HVAClights when guests are not in meeting rooms
or other areas of the facility
Venue trains its staff to implement its environmental policies
Venue purchases environmentally preferable products (recycled paper products
green cleaning products etc)
Going Further YN Notes
Venue has an environmental policy and action plan covering sustainable
procurement energy saving catering services cleaning transport and waste
Venue is third party certified (examples in US LEED building Green Seal hotel etc)
If venue is not third party certified it follows sustainability principles such as
installed high insulation designed to maximize the use of daylight uses energy
efficient lighting and water-saving appliances in kitchen and toilets
Venue uses renewable energy on site or buys Renewable Energy Certificates
Venue separates and composts its organics or will work with organizer to instate a
program
Venue purchases environmentally responsible cleaning products for carpets floors
kitchens and bathrooms (minimum 50 percent of products are environmentally
responsible)
Venue requests that suppliers have environmentally responsible policies and
supports vendors who do
SUSTAINABLE MEETINGS GUIDE Version 24
26
ANNEX 5 ndash SELECTING A HOTEL For Overnight Guests
Below is suggested language for a phone conversation formal Request for Information (RFI) Request for Proposal (RFP) or any
written communication This will allow you to easily collect information about a hotelrsquos services that have minimal environmental
impacts as well as efforts of the hotel to minimize the environmental impacts of their operations This can also be used as a guide for
what sustainable options that to look for when selecting a hotel venue
The World Bank Grouprsquos Commitment to Sustainability The World Bank Group (WBG) is committed to minimizing the environmental impact of its internal business operations This includes ensuring resource efficiency minimizing waste providing healthy surroundings in which to work and giving back to local communities where we do work This approach is consistent with our mission We will achieve our objectives by working in partnership with vendors whose products and services align with our commitment to sustainability
Selecting a Hotel
Basic YN Notes
Hotel is located within walking distance of the meeting venue and is easily accessible by public
transport
Hotel implements water-conservation practices including low-flow showerheads and toilets
Hotel implements a recycling program
Hotel implements energy efficiency practices ensuring temperature is kept at reasonable levels
(such as 72 degrees Fahrenheit in summer 68 in winter) and HVACelectricity is turned off when
rooms are not used
Heating and air conditioning systems are easy for guests to operate (and adjust when necessary)
Hotel has a linen reuse program and place-cards in each room letting guests know of this
Hotel participates in paperless check-inout procedures
Hotel instructs staff to shut off HVAClights when guests are not in their rooms or other areas of
the facility
Going Further YN Notes
Hotel has an environmental policy and action plan covering sustainable procurement energy
saving catering services cleaning transport and waste
Hotel is third party certified (in the US examples include LEED building Green Seal hotel etc)
If Hotel is not third party certified it follows sustainability principles such as installed high
insulation designed to maximize the use of daylight uses energy efficient lighting and water-
saving appliances in kitchen and toilets
Hotel trains its staff to implement its environmental policies
Hotel uses renewable energy on site or buys Renewable Energy Certificates
Hotel separates and composts its organics or will work with organizer to instate a program
Hotel that offers bulk dispensers for shampoos and soaps in guest rooms
Hotel purchases environmentally preferable products (recycled hand towels toilet paper etc)
Hotel requests vendors to have environmentally responsible policies and supports vendors who
do
SUSTAINABLE MEETINGS GUIDE Version 24
27
Hotel purchases environmentally responsible cleaning products for carpets floors kitchens and
bathrooms (minimum 50 percent of products are environmentally responsible)
Hotel delivers newspapers to rooms only if requested and not wrapped in plastic bag
Guest laundry containers are reusable (eg baskets)
Going Even Further YN Notes
Hotel utilizes rain water andor grey water in its buildings
Hotel key cards are linked to energy appliances (ex light automatically switch off when people
leave the room)
Hotel groundsrsquo practices are sustainable (ex only local plants tolerant of local climate are used
etc)
Insulating covers are installed on all indoor and outdoor swimming pools and hot tubs to reduce
both energy and water use (ie evaporation)
Automatic controls are in place for heating and cooling with levels set to the minimum necessary
for comfort
Hotel vehicles operated are efficient and low emission
If you print this guide please only print it black and white and double-sided
ANNEX 6 - World Bank Group Approved Sustainable Vendors for Headquarters
Restaurants (close to WBG Headquarters buildings)
Company Name VIN Contact Information Website Best Used Forhellip
Founding Farmers NA 1924 Pennsylvania Ave NW
202-822-8783
Link Client LunchesDinners
Nora NA 2132 Florida Avenue NW
(202) 462-5143
Link Client LunchesDinners
Farmers and Fishers NA 3000 K Street NW
202-298-0003
Link Client LunchesDinners
Print Shops Company Name VIN Contact Information Website Best Used Forhellip
Plaza Art Store
NA 1990 K Street (2nd Floor)
202-331-7090
Purchasing Foam Poster Boards
EcoPrint 120419 Roger 301-585-7077 Link Sustainable printing needs
Giveaways amp Supplies Company Name VIN Contact Information Website Best Used Forhellip
Fairview Specialties 16952 Rick 410-242-1217 x 1602 Link Eco-Giveaways
ePromos 86267 1-877-377-6667 Link Eco-Giveaways
Advertise America 9830 1-800-579-4883 Link Eco-Giveaways
Office Max Office Max Link Environmentally-friendly office products
ReBinder Office Max Link Recycled Binders
Transportation Company Name VIN Contact Information Website Best Used Forhellip
Veolia Transportation 111458 Alex Cournol 301-965-2080 Fuel Efficient sedans SUVs motor coaches
Sunnys Executive Sedan 4517 1-800-949-0949 Fuel Efficient Sedans amp SUVs
Hotels (close to WBG Headquarters buildings) Reserve through American Express
Company Name VIN Contact Information Website Best Used Forhellip
Beacon Hotel 88406 1615 Rhode Island Avenue NW Link Hotel rooms
Washington Circle Hotel 9062 One Washington Circle NW Link Hotel rooms unique venue
Fairmont Hotel 7073 2401 M Street NW Link Hotel rooms
Topaz Hotel 1733 N Street NW Link Hotel rooms
Hotel Rouge 1315 16th
Street NW Link Hotel rooms
Hotel Palomar 2121 P Street NW Link Hotel rooms
Food amp Wine
Company Name VIN Contact Information Website Best Used Forhellip
Calypso Wine Distributors 114860 Beth-ann Roth 703-464-5550
1725 Eye Street NW Ste 300
Link Giveaways specialty wine at events
Note The above companies have been selected to help you get started If you have additional recommendations or
know of any other WB-approved vendors please contact Vanessa Ferragut to get these added to the next version
SUSTAINABLE MEETINGS GUIDE Version 24
29
References
1 ldquoLivestock and Climate Changerdquo World Watch Institute Retrieved from
httpwwwworldwatchorgfilespdfLivestock20and20Climate20Changepdf
2 Blue Green Meetings Retrieved from httpwwwbluegreenmeetingsorgSuppliersAccommodationshtm
3 Spatrisano A amp Wilson N (2007) Simple Steps to Green Meetings and Events United States of America
4 Tesdahl Ben (2008) Meetings Law Spelling Out lsquoGreenrsquo in Black and White Meetings Industry Megasite
Retrieved from httpwwwmimegasitecommimegasitearticlesarticle_displayjspvnu_content_id=1003849215
5 Barbara Scofidio (July 8 2009) Green It and Mean It Meetings Net Retrieved from
httpmeetingsnetcomnewsgreen-effort-meetings-0708
6 Wallace E Mathai M Heath A Convention Industry Council (2008) Convention Industry Council Manual 8th
Edition Washington DC
7 Cortese Amy (2009 September) Are We Doing Enough One Magazine September Issue
8 Hill Lori (2009) If You Green It They Will Come [PowerPoint slides] lori hill event productions Retrieved from
IFC Footprint website httpifcnetifcorgintranetfootprintnsfAttachmentsByTitlepres_EarthDay2009_IfYouGreenIt$FILEIf+You+Green+It+They+Will+Comepdf
9 UNEP ICLEI (2009) Green Meeting Guide 2009 Roll out the Green Carpet for your Participants
10 Kaplan Jonathan National Resource Defense Council ldquoEat Green Our everyday food choices affect global
warming and the environmentrdquo Retrieved from wwwnrdcorg
11 ldquoLivestockrsquos Long Shadowrdquo by Food and Agriculture Organization of the United Nations Retrieved from
httpwwwfaoorgdocrep010a0701ea0701e00HTM
12 Meeting Strategies Worldwide Retrieved from httpwwwmeetgreencom
13 Telschow Roger (2009) Guide for the Responsible Print Buyer United States of America
SUSTAINABLE MEETINGS GUIDE Version 24 6
Printing amp Paper Use
There are many creative ways to cut back on paper and printing needs at your next event or even eliminate paper and
printing all together with electronic alternatives
Here are some tips to help you get started
Go paperless (or slim it down) Provide participants with a CD or USB stick with all the conference material or
send electronically after the events Have printingcopying facilities available at the venue for participants who
must have something in hard copy Reducing printing before the meeting will reduce the resources needed to
produce the paper (trees water energy etc) and will also increase flexibility for your event in-case of last minute
changes to the agenda speakers or other items
Print it green When you must print use paper that is 100 recycled with a minimum of 65 of post consumer
waste content
Keep it chlorine free Choose totally or elemental chlorine free paper for promotional material program signs
etc to avoid the use of dioxin created by bleaching with chlorine compounds (which has been connected to
cancer infertility learning disabilities diabetes and other critical health problems)
Avoid glossy publications The varnish coating required to give paper a gloss finish is highly toxic including
multiple volatile organic compounds that are made from petroleum-based products which contribute to our
dependency on fossil-fuels
Soy Veggie Soy Give preference to soy based (or vegetable oil) inks for all printing purposes The use of soy-or-
vegetable-based products avoids petroleum-based inks Soy requires no or little irrigation and leaves fewer
agricultural residues than most other crops
Lose the color and double it up Make all necessary handouts black and white (when possible) and double-sided
to use as little paper and toner as possible Black ink contains whatrsquos known as ldquoCarbon Blackrdquo which is essentially
non-toxic Black is arguably the lowest environmental impact of any ink All other colors contain different
pigments some of them metal-based like copper or barium Though these are in small amounts they donrsquot
disappear once a job is printed Whether a printed piece of paper is incinerated buried or recycled the metals
do have some impact
Choose Wisely Choose environmentally responsible printing companies for external printing contracts This will
make greening your printing needs much easier for you
Get your speakers onboard Ask your internal or external speakers to eliminateminimize handouts They can
send materials as PDF files after the event You can also post materials to your UnitDeptrsquos IntranetWebsite as
appropriate which can direct traffic and interest to your site immediately following the event
Choose erasable If available request reusable dry-mark erasable boards or blackboards instead of paper flip
charts Ensure that ldquonon-toxicrdquo markers are used These can help with collaborative communication and note
taking throughout the meeting
Generalize it Design and write all materials produced for the
meeting (such as banners posters signs place cards) with
generic language (do not put dates or locations) to allow them
to be reused for other meetings This will save you money and
time in creating materials for your next event
Reuse it You can save money and paper by reusing the foam backing to your existing posters Just reprint the
front and glue on a new one
Digitize It Determine whether your venue has means for displaying agendas session announcements and other
collateral on digital display screens instead of via printouts Not only will this negate the need for paper copies of
these items but also allows you to incorporate creative messaging videos and up-to-date communications
100 post consumer recycled paper and soy
based inks are used in the print shop and all copy
centers at the Washington DC offices In
addition all network printers are defaulted to
double-sided
SUSTAINABLE MEETINGS GUIDE Version 24 7
Best Practice Tips
Plan Ahead Planning ahead not only helps ease the pressures of schedules but contributes to planning in advance and thinking sustainably in regards to printing shipping and other processes involved Starting early allows you to pick alternatives for your printing
Survey says If distributing surveys at an event consider printing on 100 recycled paper double sided For post-
conference follow up send this electronically ndash yoursquoll be able to begin email dialogue with your attendees and
allow for easy electronic compilation of survey results
ANNEX 1 provides suggested language for a phone conversation or formal Request for Information (RFI) or Request for Proposal (RFP) This will
allow you to easily collect information about a print shoprsquos products and services that have minimal environmental impacts as well as efforts of the
print shop to minimize the environmental impacts of their operations This can also be used as a guide for sustainable printing and paper options
that you should consider for your print jobs
Catering
Catering covers all aspects of the provision of meals and refreshments for
participants from the procurement of foods to the handling of the waste
produced by catering services You can use the tips below when working
with external venuesrsquo caterers along with Restaurant Associates the
A five-day event serving 2200 people breaks breakfasts lunches and receptions uses china instead of plastic disposables it prevents 1890 lbs of plastic from going into a landfill Thatrsquos nearly one ton ndash Meeting Strategies Worldwide
SUSTAINABLE MEETINGS GUIDE Version 24 8
World Bank Grouprsquos HQ internal caterers For requests with external caterers you can use the RFP language in the
Annexes mentioned below
Here are some quick tips to help you get started
Choose Dishware Disposable cups plates and flatware not only add to landfills they also do not deliver the same ldquofirst-classrdquo catering service experience as dishware
Eat sustainable amp local Go organic where possible Opt for seasonal and locally grown produce-based meals Buying locally grown products helps support the communities and offers fresher seasonal choices without the transportation impact It is also a great way to celebrate the regionrsquos local flavor Consider a limited-meat menu - raising animals for food requires more energy water and other inputs than growing grains or vegetables and is responsible for almost 18 of annual world-wide greenhouse gas emissions1
Choose Sustainable Seafood Request caterers to not use fish on the Monterey Bay Aquariumrsquos Seafood Watch ldquoAvoidrdquo (red) list and aspire only to including fish that are on the ldquoBest Choicesrdquo and ldquoSuper Greenrdquo (green) lists Consumer demand for seafood increases is depleting fish stocks around the world and harming oceans The Monterey Bay Aquarium guide provides up to date information on sustainable seafood choices available in the US You can read more at httpwwwmontereybayaquariumorgcrcr_seafoodwatchsfw_recommendationsaspx
Request Fair Trade organic andor shade grown coffee and tea to help reduce the reliance on deforestation and pesticide use in growing these crops
Compost it If disposables must be used a good idea would be to use compostable disposables However this is only a good choice when your food scraps and disposables will be composted You will need to ensure that your venue has set up a means to collect and compost those disposables Compostable items thrown in with regular trash will just end up in the landfill where they will not decompose
Donrsquot pre-fill Ask your caterer not to pre-fill glasses of water at banquet tables- this can save substantial amounts of wasted water for large events
Emphasize the 3Rs Reduce Reuse Recycle Have recycling bins clearly visible and accessible where the meals will be served if there are individual glassaluminum beverage containers -or the like- that can be recycled
Ban the Bottle Request caterers to provide liquids in carafes ndash including water and juices Individual bottles require fossil fuels to be produced packaged and transported eventually ending up in landfills Similarly request that meals be provided on platters rather than individually packaged especially with ldquoBrown Bagrdquo lunch menu options
Bulk up Request bulk dispensers for all condiments sugar salt amp pepper cream butter etc to reduce waste from single-serve packets
Know your numbers Have attendees lsquosign-uprsquo for meals Gather an accurate attendance count Better attendance numbers will reduce food waste and costs
Evaluate and Donate Inform caterers of the exact number of participants and re-evaluate quantity needed during the meeting to help avoid waste Ask your caterer to donate leftovers to local charities
Communicate it Ask your caterer to create small table-top signs by the food being served highlighting sustainability efforts (local sustainable no packaging etc)
Composting Food waste produces methane as it decomposes in landfills if it decomposes at all Ask your
caterer if they happen to compost or would consider bringing in a composter specifically for your event At the
World Bank MC and F Building a new lsquopulperrsquo and lsquoeCorectrsquo dehydration systems turn heavy wet food waste into
It takes three liters of water to produce one
liter of bottled water ndash Pacific Institute
Studies by the World Bankrsquos Agriculture and Rural
Development Department indicate that coffee is one of the
worldrsquos most important cash crops and is vital to the
livelihood of more than 25 million small coffee farmers
globally Fair trade programs ensure that in exchange for
conducting their coffee farming in sustainable ways farmers
receive help to start cooperatives guaranteeing a higher
price for their beans which they invest back into their farms
and their communities
By not pre-filling water glasses at banquet tables during three days of served lunches for 2200 attendees 520 gallons of water can be saved
Information provided by Meeting Strategies Worldwide
SUSTAINABLE MEETINGS GUIDE Version 24 9
Best Practice Tips
Did you know that the coffee and tea served at breakfast can be used again for your
meetingrsquos morning break Rather than placing another order for the morning break
ask catering to leave the coffee and hot water urns out from the morning and replace
only what is necessary This can be replicated for the afternoon break by using the
lunchtimersquos coffee amp tea urns
a dry odor-free and nutrient-rich soil-like material The result is an 80ndash95 percent reduction in both the weight
and volume of food waste For more information visit httpgoworldbankorgV0M5EF2OT0
ANNEX 2 provides suggested language for a phone conversation a formal Request for Information (RFI) or Request for Proposal (RFP) This will
allow you to easily collect information about a catererrsquos products and services that have minimal environmental impacts It also collects information
on the caterersrsquo efforts to minimize the environmental impacts of their business operations This can later be used for communicating to attendees
as well as a guide for sustainable catering options that you should consider for your event
ANNEX 3 is for meetings and events planned by HQ-based WBG staff Since we are required to use the catering services provided by Restaurant
Associates (RA) a list of suggested sustainable catering options is provided for you to discuss with your Conference Service representative along
with a list of RArsquos default sustainable products and services as an FYI Restaurant Associates is dedicated to providing excellent service at WBG HQ
properties and can accommodate most catering needs
SUSTAINABLE MEETINGS GUIDE Version 24 10
Selecting a VenueHotel for Your Event or Overnight Attendees
At times you will need to source an external venue to host
your WBG event You may also need to source an external
hotel to host your out-of-town guests Using a venue or hotel
whose sustainability goals and objectives align with yours
provides you with more options to green your event
Consider using a venue that has a sustainability mission Ask if
your hotel offers a linen and towel reuse program has recycling services or paperless check-inout procedures You can
include these sustainability criteria in all your RFPs
Below are a few things to consider
Does the venuehotel already have sustainability practices in place Does the venue participate in any recycling
programs Do they practice energy conservation For the United States ask if they have earned any certifications
such as Green Seal Is this type of information advertised to the public For international hotels certifications
vary and may not always be awarded by the most credible sources If this is the case use the language in the
Annex for conversations and emails with hotelvenue representatives
Ask potential venueshotels to send you a summary of the environmental measures they have in
place Learning about a venuersquos best practices will help you learn what the industry is doing to be
green You might even get some great ideas from their policies for your next meeting
Is the venuehotel willing to work with your meetingrsquos green needs Many times venues wonrsquot have their own
green agenda but if asked some venues may be willing to modify services to accommodate your requests
Include in the contract a clause that states their commitment to fulfill the sustainability needs of your event
Is the venuehotel accessible by public transportation from the airport or the downtown area Is it also close to
other event locations to minimize the need for ground transportation Do they offer a shuttle to be used by your
meeting attendees to avoid the need for individual cabscars
Annex 4 is for Venue selection and Annex 5 is for Hotel selection of overnight guests Both annexes provide suggested language for a phone
conversation or formal Request for Information (RFI) or Request for Proposal (RFP) This will allow you to easily collect information about a
venuehotelrsquos efforts to minimize the environmental impacts of their operations and services This can also be used as a guide for what sustainable
options to look for when selecting a venuehotel
Annex 6 provides a list of World Bank Group-approved hotel vendors that have sustainable practices in place
A building earning the US Green Building Councilrsquos LEED Platinum certification has heatingcooling systems that donrsquot run for 13 of the year consumes 23 less energy than a typical office building and 13 of the buildingrsquos energy comes from renewable resources
SUSTAINABLE MEETINGS GUIDE Version 24 11
Selecting Ground Transportation
While most of your meetings may be taking place locally or within World Bank Group facilities please consider the type of ground transportation your guests will be taking from their hotels apartments airports or any offsite retreats you plan
Keep it close Locate all venues within walking distance of one
another Shorter distances = less environmental impact Having your evening reception at a restaurant within safe walking distance from the hotel saves you both time and money
Public Transportation Encourage the use of public transportation when possible Provide information complimentary passes and maps in guest packages if this is a city with which your guests are not familiar
Request fuel-efficient vehicles If you have to move a number of meeting attendees from one place to another using mini-buses or vans ask your transportation carrier if they own or lease any fuel efficient or hybrid vehicles
Turn it off If you hire a ground transportation provider request the company to instruct drivers to turn off the engine in order to minimize idling of vehicles when waiting for guests In many states (such as DC) this is the law
Transportation contributes approximately one-third of all US carbon dioxide emissions and must be a prime target for major greenhouse gas reductions -Sierra Club
SUSTAINABLE MEETINGS GUIDE Version 24 12
Gifts and Giveaways
Sometimes your events may call for some sort of incentive prize giveaway or other such token of appreciation of
attendeesrsquo participation Below are some helpful hints when sourcing such items
Buy Local Try purchasing items that are made as close to where you will need to ship them This minimizes the time it will take the product to arrive the amount you will spend on shipping and your carbon footprint in terms of transportation and fuel For example avoid items made abroad if your meetingevent is taking place in the United States
The Gift that Keeps on Giving Encourage the purchase of useful giveaways such as travel mugs aluminum water bottles USB drives and other such items that participants can reuse again and again This helps to minimize the amount of waste going to the landfill from items that are intended for one-time use
Whatrsquos in [the material] for me If you are sourcing giveaways such as t-shirts reusable canvas bags etc consider requesting organic cotton or products made of organic andor sustainable materials Materials such as organic cotton organic hemp organic wool kapok buckwheat or millet hulls or silk are comfortable and sustainable Some even come in colorful new designs using eco-safe dyes and color grown cotton Make sure that your items are Polyvinyl chloride (PVC) and Bisphenol A (BPA) free Ask your supplier about these materials and if heshe can help you find them for your specific order
Get your facts Just because your vendor is telling you the product is green may not always mean it is Remember that they are trying to sell you something There are many suppliers who obtain certifications (either for certain products or their entire business) to show they follow industry best practices vis-agrave-vis environmental and social responsibility Ask your supplier if they have obtained any such certifications or adhere to any sustainability principles that they can verify
Did you know that many of the crops that produce the fibers used to make our clothing and home waresmdashoften those we sleep in every nightmdashaccount for some of the highest pesticide usage In fact it takes roughly one-third of a pound of chemicals (pesticides and fertilizers) to grow enough cotton for just one T-shirt which is why it is important to consider organic cotton and other alternative fibers
Source wwworganicorg
SUSTAINABLE MEETINGS GUIDE Version 24 13
Making it Carbon Neutral
A meeting or conference can be considered carbon neutral when all possible efforts have been made to reduce the
greenhouse gas (GHG) emissions resulting from the meeting and when carbon offsets have been purchased to
compensate for the unavoidable emissions
Below yoursquoll find important steps to help measure and offset the emissions associated with your event When we
mention ldquocontact usrdquo please use the contact information for the World Bank Corporate Responsibility and the IFC
Footprint Program team members that can be found on page 2 of this Guide
Collect Data Yoursquoll need to gather data from a number of different sources to calculate the emissions from your
meeting These are
Energy at the meeting venue ndash you will need to find out the average annual (or monthly) electricity consumed
and fuel used (in boilers or generators) at the venue This data will then be prorated for the length of your
event You should ask a representative from the venue for this data from utility bills or purchase records If you
are unable to collect this data ask the venue for information about the size of the conference venue ndash contact
us and we can apply an energy intensity figure to this area to estimate the electricity consumption
Air transport to event ndash you will need to account for the distance traveled by each attendee that is not WBG
staff - each flight leg should be identified For example for an attendee going to a conference in Delhi India you
would need to know that they traveled from Washington-Dulles to Delhi through London-Heathrow and record
each of the airport codes (ie IADLHRDEL) Similarly you would need to know the routing of their return trip
NOTE All GHG emissions from flights taken by WBG staff are already reported annually and carbon offsets are
purchased to make these flights carbon neutral
Ground transport to and from the venue (between venue and hotel or airport and hotel) ndash you would need to
know how people traveled to and from the meeting how many people by what means (car--gasolinediesel
bus rail other) and over what distances For example for attendee A you would want to know that they
travelled 2 km by bus to get to the hotel and then 1 km by taxi to get to the conference venue
Hotel rooms utilized by attendees of the event - If there are a number of hotel rooms involved then you would
need to know how many hotel room days were used in order to estimate the energy associated with those
rooms based on region
Calculating your emissions ndash the World Bank Corporate Responsibility and IFC Footprint Program teams are happy to
help you calculate your emissions Please contact us to request our greenhouse gas emissions calculator and we can
help you fill out the calculator to properly calculate your emissions
Offsetting your emissions ndash the World Bank Corporate Responsibility and IFC Footprint Program teams are also happy to
help you offset these emissions Please contact us to discuss how we can offset your emissions through the purchase of
carbon offsets
SUSTAINABLE MEETINGS GUIDE Version 24 14
Communicate Your Greening Efforts
Without communicating the impact of these great efforts undertaken the sustainable event is only half effective Sustainable meetings are about creating awareness and building understanding Ensure your event communications inform attendees about the great efforts involved to reduce the negative environmental impacts of this event
Take the Floor If yoursquore the meeting coordinator you have the opportunity to spread the word Introduce yourself at the beginning of the meeting and explain the basic concepts you have incorporated point out where the recycling bins are and remind people of other key aspects of your sustainable event
Shout it out If you select to have an attendee packet consider emailing it first Materials should emphasize the vision of greening the event Have a short summary that states your goal and provides examples of sustainable options at your event (include statistics that show the impact where possible)
Example ldquoBy not printing attendee packets we were able to save an estimated 800000 sheet of paper and 8000 binders This saves about 67 trees greenhouse gases equivalent to approximately 2 cars per year 65801 gallons of wastewater and 7765 pounds of solid wasterdquo
The following websites can help you calculate your eventrsquos footprint for communication purposes
[Paper] Environmental Defense Paper Calculator
[Ground transportation] EPA calculator for converting gasoline usage or passenger vehicles into environmental impacts (use Option 1)
[Catering] EPA food waste calculator
[Waste recycling] North East Recycling Center calculator
Invite your vendors to tell their story Ask the venuehotel to provide information on what they have done to
help green the event and include this in your communications Invite the venue to create and hang a poster up at your event on their greening efforts
Show it off Ask your caterer to create small table-top signs by food highlighting sustainability efforts (local
sustainable organic no packaging etc)
Get preachy If you have selected a sustainable giveaway help encourage behavior change with fun facts For
example you can include a card or text that mentions ldquoIt takes three liters of water to produce one liter of
bottled waterrdquo on aluminum water bottles they received at your event By sharing with them useful facts and
information your attendees are more likely to reuse that giveaway in a fashion intended to minimize their own
footprint going forward
For templates and examples contact your IFC Footprint Team or WB Corporate Responsibility Team or visit the Footprint Programrsquos website to download your own copies
Best Practice Tips
Create table tents asking participants to take only what they need
and to return name badges for future use (best to create a
designated area for name badge return- a simple box labeled at
your registration area works well) Attendees like being informed
and getting involved Contact us for templates
SUSTAINABLE MEETINGS GUIDE Version 24 15
E-Meetings
The World Bank Group provides resources to help you host virtual meetings This is an easy way to reduce costs and
your travel footprint while allowing a larger number of people the ability to attend a meeting A series of training
sessions and seminars have been designed to help planners in coordinating electronic meetings In addition eServices is
available to assist planners with any video conferencing service needs Lastly stay tuned for the rollout of Telepresence
centers
eMeetings eMeetings is a great solution for all your online meeting needs especially when you want to share documents andor presentations among globally dispersed teams located both at HQ and in the country offices -- either with or without videoconferencing session conduct a training online conduct a facilitated session between participants at HQ and in the country offices and have the ability to enter commentsthoughts live via an electronic Whiteboard demonstrate system solutions online
o IFC eMeeting eLearning Module Learn how to schedule an eMeeting through your Lotus Notes calendar as well as online This module will cover the dos and donts when working with an eMeeting as well as best practices Available on LMS (no link)
CMA Polycom CMA Polycom enables IFC staff to use their computers to conduct point-to-point video
conferences with each other or participate in a scheduled video conference This is a great way to enhance your
meetings and connect to colleagues when you are traveling working from home or just sitting in your office at
HQ How can you start trying out the CMA Polycom Talk to your IT Coordinator who can request CMA
application installed on your IFC PC You will also need a webcam or built-in PC camera Note that people you
wish to conference with must have the application installed and they must be available and remember if you
are in a location with slow connectivity CMA use may not be recommended
IFC An Introduction to Web Conferencing This 20-minute tutorial introduces web conferencing concepts and features It also covers the PREP (Planning Rehearsal Execution Post-Mortem) Model for web conferencing to guide you in the design and delivery of training sessions or meetings Upon completion of this program staff will understand best practices for conducting successful web conferences and the benefits of web conferencing including how it supports the IFC Footprint program Available on LMS (no link)
Video Conferencing Services World Bank Staff can request Global Videoconferencing Services (GVS) which consist of two-way video audio and broadcast video either between two or among multiple locations Contact eServices for booking information or email wbvideoworldbankorg These cost about $205 per session including long distance charges and must be made at least 24 hours in advance
Adobereg Connect is a web conferencing application used to deliver online meetings and webinars It is Internet-
based and uses Adobe Flash technology A World Bank Group computer is not necessary to deliver or participate
in Adobe Connect virtual meetings Virtual meetings may include features such as screen sharing web tours
voice over IP file uploads and document collaboration to make them interactive and participant-friendly An
Adobe Connect license is necessary in order to set up a web meeting Each VPU has an Adobe Connect champion
who manages the licenses and may assist in meeting setup and support Meetings remain available until they
are deleted so a meeting space can be reused as often as necessary For more information write to
iLearningworldbankorg
Skype Skype is a software application installed on individual computers that allows users to make voice and
video calls over the internet for free to other Skype users and for a low fee to landlines cellphones etc Skype
was installed on all WBG computers in 2010 If you need help setting up Skype contact your IT Coordinator If
SUSTAINABLE MEETINGS GUIDE Version 24 16
you have Skype on your machine but have never used it you will need to take some steps to start using it Visit
this link for more information
Telepresence Centers Telepresence centers are
currently under construction in the MC Building the F building (IFC)
and IFC offices in Istanbul Hong Kong and should be fully
operational by 2012 Similar to videoconferencing telepresence
centers connect users in different locations through the use of high
definition video technology The goal is to simulate being in the
same room with meeting attendees across the world This is often
done through the use of similar tables chairs and backgrounds in
each telepresence center Look for more information on the WBG
telepresence centers in late 2011
If you print this guide please only print it black and white and double-sided
Checklist for Internal Events
The World Bank Group Knows Sustainable Meetings Every day at headquarters we host dozens even hundreds of meetings for internal staff ldquoBrown bagrdquo lunches staff trainings team meetings etc Below is a quick reference guide to taking small steps that lead to big impacts in minimizing the World Bank Grouprsquos footprint
General Tips
Get your team on board Let your planning team managers and attendees know of your efforts to green your next meeting or event Consider including this in your broadcast emails Lotus Notes meeting invitation or general email invitations to attendees
Walk through Before your event walk through the meeting room yoursquove reserved and make sure that the recycling bins are set-up where they should be HQ Only Email ifceventsifcorg for the F building or wbeventsworldbankorg for the WB buildings to ensure recycle bins are set-up properly in the room
Communicate it You can request informative templates from the IFC Footprint Program and the WB Corporate Responsibility team to print and display at your event For more information contact Vanessa Ferragut at vferragutifcorg or Adam Rubinfield at arubinfieldworldbankorg HQ Only Templates are available to communicate the sustainable nature of your event for placement on cafeteria tables
Make it Carbon Neutral The Corporate Responsibility and Footprint programs can help you calculate the emissions from your event and work with you to offset these emissions
Printing and Paper Use
Go paperless (or slim it down) Consider limiting the number of handouts you bring to you meeting Send these electronically after the events HQ Only If your department doesnrsquot have a departmental projector contact IFC Events at ifceventsifcorg or at the WB visit httpgsdconference to request one
Print it green Did you know that the paper provided in printers is already 100 recycled and all printers are defaulted to double-sided printing If you MUST print try and provide handouts using black amp white printing only
Choose erasable Use reusable dry-mark erasable boards instead of paper flip charts Ensure ldquonon-toxicrdquo markers are used HQ Only You can contact IFC Events at ifceventsifcorg or at the WB visit httpgsdconference to request a dry erase board
Generalize it Design and write all materials produced for the meeting (such as banners posters signs place cards) with generic language (do not put dates or locations) to allow them to be reused for other meetings
Reuse it You can save money and paper by reusing the foam backing to your existing posters Just reprint the front and glue on a new one HQ Only You can give old foam backings for posters back to the customer service desk at the GSD print shop in MC-C3-300
Digitize It Did you know that the WB Headquarters building has multiple electronic message boards where you can post event advertisements rather than using posters HQ Only Email Kenneth Wu at kwu1worldbankorg to post these electronic announcements in the MC H I and J buildings Contact Dila Zeynep Serpil at DSerpilifcorg to get your message posted on IFCrsquos K Street flat screen (needs to be designed as a landscape-type flyer)
Survey says If distributing surveys at your event considering using only a half page format For post-conference follow up send this electronically You can create your own electronic survey for free at wwwsurveymonkeycom
Sustainable CateringDining Out
Choose dishware Disposable cups plates and flatware not only add to landfills they also do not deliver the same ldquofirst-classrdquo catering service experience as dishware HQ Only When filling out RArsquos catering order
online specify in the ldquoSpecial Commentsrdquo section to provide dishware and NO disposables Currently RA charges $75 in tier two rooms for dishware but calculating costs of disposables it is actually a savings anytime you host an event
SUSTAINABLE MEETINGS GUIDE Version 24
18
or meeting for 20 or more people Note that the pricing structure for this is being evaluated to encourage the use of dishware over disposables
Eat sustainable amp local Go organic where possible Opt for seasonal and locally grown produce-based meals Order sustainable seafood Also consider a limited meat menu - raising animals for food requires more energy water and other inputs than growing grains or vegetables HQ Only You can work directly with RA at the IFC through ifceventsifcorg or at the World Bank Buildings - extension 82000 or email WBeventsworldbankorg RA follows the Monterey Bay Aquariums suggestions for sustainable seafood
Request Fair Trade organic andor shade grown coffee and tea HQ Only Restaurant Associates default for coffee served at meetings and events is Starbuckrsquos Fair Trade coffees- there is no additional charge for these choices
Compost it If disposables must be used be sure they are biodegradable or can be composted Also ensure the venue has set up means to collect and compost those disposables HQ Only The MC and F (as of
November 2010) buildings currently have the capacity to compost Make sure that any food or compostable serving
ware remaining after your meeting is composted by sending an email to WBeventsworldbankorg
Donrsquot pre-fill When hosting a sit down event ask caterers not to pre-fill glasses of water at banquet tables- this can save substantial amounts of wasted water for large events
Lose the packaging When placing your catering order specify to use bulk serving containers instead of individual serving sizes of butter spreads etc Request carafes of water rather than individual water bottles etc Similarly request meals be provided on platters rather than individually packaged Request bulk dispensers for all condiments sugar salt amp pepper cream butter etc HQ Only Please place these requests in the ldquoSpecial Commentsrdquo section of the RA online form when placing your catering order
Donate Inform caterers of the exact number of participants and re-evaluate quantity needed during the meeting to help avoid waste Ask your caterer to donate leftovers to local charities HQ Only RA donates excess food production to DC Central Kitchen on an as-needed basis Food that has been served in a buffet is disposed in accordance with healthy and safety regulations
Communicate it Ask your caterer to create small table-top signs by food highlighting sustainability efforts (sustainable no packaging local etc) HQ Only You can contact IFC Events at ifceventsifcorg
Giveaways
Buy local Try purchasing items that are made as close to where you will need to ship them This minimizes the time it will take the product to arrive the amount you will spend on shipping and your carbon footprint in terms of transportation and fuel
The gift that keeps on giving Encourage the purchase of useful giveaways such as travel mugs aluminum water bottles USB drives and other such items that participants can reuse again and again This helps to minimize the amount of waste going to the landfill from items that are intended for one-time use
Whatrsquos in [the material] for me If you are sourcing giveaways such as t-shirts reusable canvas bags etc consider requesting organic cotton or that your items are made of organic andor sustainable materials Materials such as organic cotton organic hemp organic wool kapok buckwheat or millet hulls or silk are comfortable and
sustainable Also make sure to ask that the product is Polyvinyl chloride (PVC) and Bisphenol A (BPA) free
Get your facts Just because your vendor is telling you the product is green may not always mean it is Remember that they are trying to sell you something There are many suppliers who obtain certifications (either for certain products or their entire business) to show they follow industry best practices vis-agrave-vis environmental and social responsibility Ask your supplier if they have obtained any such certifications or adhere to any sustainable principles
that they can verify HQ Only Refer to Annex 6 in this Guide for a list of WBG-approved giveaway vendors who
source sustainable giveaways
Transportation
By train bus or bike Communicate to outside attendees the public transportation accessibility of your WB of IFC office building to discourage use of vehicles
SUSTAINABLE MEETINGS GUIDE Version 24
19
Checklist for Off-Site Events
The World Bank Group Knows Sustainable Meetings
Whether yoursquore greening a local meeting for 6 people or an international meeting for hundreds there are many
tools within the WBGrsquos resources that can help you successfully minimize your meetingrsquos footprint and save money
Getting Started Things to Ask
Why does your department want to go green
If there are additional costs involved in hosting a sustainable event are you willing to commit to this financially Consider that you may also be saving money on something items as well
Are you interested in greening only one or two components of your event or most of the event
What do you and your meeting planning committee see as the most important component to a sustainable event
Printing and Paper Guidelines
Go paperless (or slim it down) Provide participants with a CD or USB stick with all the conference material or send electronically after the events Have printingcopying facilities available on request at the venue for attendees that must print hard copies of materials
Start with the printer Choose environmentally responsible printing companies for external printing contracts HQ
Only Refer to Annex 6 in this Guide for a list of printers that have sustainable practices
Print it green Use 100 recycled with a minimum of 65 of post consumer waste content avoid glossy publications give preference to soy based or vegetable oil inks for all printing purposes and make all necessary handouts black and white (when possible) and double-sided
Sustainable note-taking Use reusable dry-mark erasable boards or blackboards instead of paper flip charts if available Ensure ldquonon-toxicrdquo markers are used
Generalize it Design and write all materials produced for the meeting (such as banners posters signs place cards) with generic language (do not put dates or locations) to allow them to be reused for other meetings
Poster printing You can save money and paper by reusing the foam backing to your existing posters Just reprint the front and glue on a new one
E-signs Ask your venue if they have electronic screens where you can display your event information without the need of a poster or easel Make sure to get the right dimensions so that you can design your sign so it doesnrsquot look stretched out
Survey says If distributing surveys at the meeting consider printing on 100 recycled paper double sided For post-conference follow up send the survey electronically
Sustainable Catering
Choose dishware Disposable cups plates and flatware not only add to landfills they also donrsquot deliver the same ldquofirst-classrdquo catering service experience
Eat sustainable amp local Go organic where possible Opt for seasonal and locally grown produce-based meals Buying locally grown products helps support the communities and offers fresher seasonal choices without the transportation impact Consider a limited meat menu - raising animals for food requires more energy water and
other inputs than growing grains or vegetables HQ Only Refer to Annex 6 in this Guide for a list of restaurants in the
DC area that have sustainable practices
Choose sustainable seafood Request your caterer to follow the Monterey Bay Aquariumrsquos Seafood Watch guide As consumer demand for seafood increases it is depleting fish stocks around the world and harming oceans
Request Fair Trade organic andor shade grown coffee and tea
SUSTAINABLE MEETINGS GUIDE Version 24
20
Compost it If disposables must be used be sure they are biodegradable or can be composted Also ensure the venue has set up means to collect and compost those disposables Compostable items thrown in with regular trash will end up in the landfill ndash and most landfill conditions do not allow for decomposition
Donrsquot pre-fill Ask your caterer not to pre-fill glasses of water at banquet tables - this can save substantial amounts of wasted water for large events
Lose the packaging Request your caterer to provide liquids in carafes ndash including water and juices Individual bottles require fossil fuels to be produced packaged and transported eventually ending up in landfills Similarly request meals be provided on platters rather than individually packaged
Bulk up Request bulk dispensers for all condiments sugar salt amp pepper cream butter etc
Communicate it Ask your caterer to create small table-top signs by food highlighting sustainability efforts (sustainable no packaging local etc)
Selecting a VenueHotel for Overnight Guests
Visit GSDrsquos Approved-Offsite Venues and here for GSDrsquos Approved Hotels HQ Only Refer to Annex 6 in this Guide for
a list of hotels in the DC area that have sustainable practices in place
Ask potential venueshotels to send you a summary of the environmental measures they have in place Does the venue participate in any recycling programs Do they practice energy conservation Is this type of information advertised to the public Learning about a venuersquos best practices may help you get some great ideas for your next meeting
Is the venuehotel willing to work with your meetingrsquos sustainable needs Many times venues wonrsquot have their own sustainable agenda but if asked some venues may be willing to modify services to accommodate your requests
Is the venuehotel accessible by public transportation from the airport or the downtown area Is it also close to other event locations to minimize the need for ground transportation
Selecting Sustainable Ground Transportation
Destination Choose a destination with minimal travel Shorter distances = less environmental impact
HotelVenue location When booking a hotel or venue consider choosing one that is located near public transportation (Metro bus stop train station etc) or an airport if most people are arriving by plane
Public transport when possible Encourage the use of public transportation when possible Provide information complimentary passes and maps in guest packages
Keep it close Locate all venues within walking distance of one another For example having your evening reception at a restaurant within safe walking distance from the hotel saves you both time and money
Alternative fuel If you have to move a number of meeting attendees from one place to another using mini-buses or vans ask your transportation carrier if they own or lease any fuel efficient or hybrid vehicles HQ Only Refer to
Annex 6 in this Guide for a list of WBG-approved transportation vendors who use energy-efficient vehicles
Turn it off If you hire a ground transportation provider request the company to instruct drivers for your event to minimize idling of vehicles when waiting for guests
GiveawaysOther
Buy local Try purchasing items that are made as close to where you will need to ship them This minimizes the time it will take the product to arrive the amount you will spend on shipping and your carbon footprint in terms of transportation and fuel For example avoid items made abroad if your meetingevent is taking place in the United States
The gift that keeps on giving Encourage the purchasing of useful giveaways such as travel mugs aluminum water bottles USB drives and other such items that participants can reuse again and again This helps to minimize the
amount of waste going to the landfill from items that are intended for one-time use HQ Only Refer to Annex 6 in
this Guide for a list of vendors that have eco-friendly giveaways
SUSTAINABLE MEETINGS GUIDE Version 24
21
Whatrsquos in [the material] for me If you are sourcing giveaways such as t-shirts reusable canvas bags etc consider requesting organic cotton or that your items be made of organic andor sustainable materials Materials such as organic cotton organic hemp organic wool kapok buckwheat or millet hulls or silk are comfortable and
sustainable Also make sure to ask that the product is Polyvinyl chloride (PVC) and Bisphenol A (BPA) free
Get your facts Just because your vendor is telling you the product is green may not always mean it is Remember that they are trying to sell you something There are many suppliers who obtain certifications (either for certain products or their entire business) to show they follow industry best practices vis-agrave-vis environmental and social responsibility Ask your supplier if they have obtained any such certifications or adhere to any sustainable principles that they can verify
Efficient shipping Consider having your giveaways shipped directly to the venue or hotel where yoursquoll be giving these out This saves fuel emissions and costs than having to ship twice (once to your offices and once to the venuehotel)
Make it Carbon Neutral The Corporate Responsibility and Footprint programs can help you calculate the emissions from your event and work with you to offset these emissions
If you print this guide please only print it black and white and double-sided
ANNEX 1 ndash SELECTING A PRINT SHOP
Below is suggested language for a phone conversation formal Request for Information (RFI) Request for Proposal (RFP)
or any written communication This will allow you to easily collect information about a print shoprsquos products and services
that have minimal environmental impacts as well as efforts of the print shop to minimize the environmental impacts of
their operations This can also be used as a guide for sustainable printing and paper options that you should consider for
your print jobs
The World Bank Grouprsquos Commitment to Sustainability The World Bank Group (WBG) is committed to minimizing the environmental impact of its internal business operations This includes ensuring resource efficiency minimizing waste providing healthy surroundings in which to work and giving back to local communities where we do work This approach is consistent with our mission We will achieve our objectives by working in partnership with vendors whose products and services align with our commitment to sustainability
Printing Services Checklist
Basic YN Notes
Do you offer paper options that have high recycled content (ideally 100) with post-consumer waste recycled fiber content (also ideally 100)
Do you use a certification to verify environmentally responsible pulp and paper sources such as FSC or SFI
Can files be proofed electronically
Do you have binding options that break down easily during recycling process or do not need to be removed to recycle printed piece
Do you use vegetable-based inks for printing with the lowest VOC rating
Do you offer paper that is uncoated and either totally Chlorine
Free (TCF) process chlorine free (PCF) or elemental chlorine free
(ECF)
Going Further YN Notes
Does the paper mill use renewable power sources or have other established conservation or recycling practices
Is digital lsquoprint on demandrsquo or waterless printing available
Are you an FSC-certified printer If not can you provide
documentation of an environmental management system
SUSTAINABLE MEETINGS GUIDE Version 24
23
ANNEX 2 ndash SELECTING A CATERER
Below is suggested language for a phone conversation formal Request for Information (RFI) Request for Proposal (RFP)
or any written communication This will allow you to easily collect information about a catererrsquos products and services
they can offer you that have minimal environmental impacts It also collects information on the catererrsquos efforts to
minimize the environmental impacts of their business operations This can also be used as a guide for sustainable
catering options that you should consider for your event
The World Bank Grouprsquos Commitment to Sustainability The World Bank Group (WBG) is committed to minimizing the environmental impact of its internal business operations This includes ensuring resource efficiency minimizing waste providing healthy surroundings in which to work and giving back to local communities where we do work This approach is consistent with our mission We will achieve our objectives by working in partnership with vendors whose products and services align with our commitment to sustainability
Catering Products and Services
Basic YN Notes
Can water bottles be replaced by filtered water pitchers
Can dishware be used instead of disposable serving-ware This includes omitting to-go coffee cups and other to-go containers
Can bulk dispensers be used for sugar salt pepper cream butter
jams and other condiments
Can organic andor local food options be provided for menu selections
Are sustainable seafood options provided for menu selections If so what guideprogram is used to ensure responsible selections (such as the Monterey Bay Aquariumrsquos Seafood Watch Guide )
Is organic shade grown andor fair trade coffee and tea available
Can meals be served family style buffet or on platters rather than individually packaged
Going Further YN Notes
Are there means to collect and compost food waste as well as any biodegradable disposables and serving-ware used
Can table tents or informative signage be provided letting attendees know about sustainability efforts (such as ldquoOrganicrdquo ldquoLocalrdquo ldquoBulk to avoid packagingrdquo)
Is any portion of the catering services outsourced to socially
responsible nonprofits or other community needs groups
Is unused food donated to a local shelter or nonprofit
SUSTAINABLE MEETINGS GUIDE Version 24
24
ANNEX 3 ndash CHECKLIST FOR CATERING at HQ by RESTAURANT ASSOCIATES For meetings and events planned by HQ-based WBG staff at the Main Complex F J or H Building you are required to use the catering
services provided by Restaurant Associates Restaurant Associates is dedicated to providing excellent service at WBG properties and
can accommodate most catering needs Below is a list of suggested sustainable catering options for you to discuss with RA along
with a list of RArsquos default green products and services as an FYI
RArsquos Default Sustainable Options include
Fair Trade coffee Compostable disposables Donating excess production to DC Central Kitchen on an as-needed basis Follows sustainability guidelines in accordance with Monterey Bay Aquarium guide
CHECKLIST FOR RESTAURANT ASSOCIATES CATERING
Minimizing waste from service options Notes for Meeting Planners Cost Implications
Pitchers of water provided instead of bottled water
To request this option include instructions in the Comments Box of the online RA order form
At the IFC filtered water is served in pitchers as the default with no extra charge Please include this
request under the comments section In WB buildings the water pitcher policy is under review Details to follow in later FY12 You should always
contact your caterer directly in regards to this
Pitchers of all beverages (juices ice tea etc) can be served instead of individual bottles
To request this option for orange grapefruit and aqua fresco you can click on ldquoBeverages-
NonAlcoholicrdquo and select the pitchers of juice you like For other pitchers such as Iced Tea and apple juice include instructions in the Comments Box of
the online RA order form
$1350 per half gallon is the current pricing
Dishware can be used instead of paper or plastic serving-ware This includes omitting to-go coffee cups and other to-go containers
When ordering online include in the comments section ldquodishware onlyrdquo and possibly list a few items you do not want to have such as disposable coffee
cups plates and cutlery
Restaurant Associatersquos charge for dishware is $75 in tier two rooms but if calculating costs of disposables it is actually a savings anytime you host an event or
meeting for 20 or more people
Single-serve condiments can be eliminated from an event Alternative is to serve condiments (sugar salt pepper cream butter jams mayo mustard salad dressing etc) in bulk dispensers bowls etc
To request this option include instructions in the Comments Box of the RA order form
None
ldquoBoxed lunchesrdquo can be served on trays -rather than individual boxes- and replacing single serve condimentschips with bulk serving options
To request this option include instructions in the Comments Box of the RA online order form If there is a need for staff to bring their lunches back to their
office brown bags can be provided
None
Sustainable menu options Notes for Meeting Planners Cost Implications Organic andor locally sourced menu options are available
RA promotes the use of local and natural (no growth
hormones or additives) products based on season
and region Therefore menu options may be
limited
These items typically cost 30- 50 more
Limited (or no) meat menu can be prepared with a range of vegetarian options diverse in flavorstextures
RA can provided excellent vegetarian options upon
request Some online options are all vegetarian and
some menus can be customized with RA directly
Vegetarian options tend to cost less than meat
options
Organic wine or beer can be purchased Natura brand organic wines are available through
RA
Varies by product 30- 50 higher cost or
approximately $1195 per person
Educating attendees Notes for Meeting Planners Cost Implications
Table tents or informative signage can be
provided letting attendees know about
sustainability of foodbeverageservice
(highlighting what is local organic fair-trade
bulk serving dishware)
RA is happy to set up table tents with titles of the
food items being served at the event Just email
Michelle Perry at MPerryifcorg for your specific
requests
None
SUSTAINABLE MEETINGS GUIDE Version 24
25
ANNEX 4 ndash SELECTING A VENUE
Below is suggested language for a phone conversation formal Request for Information (RFI) Request for Proposal (RFP) or any written communication This will allow you to easily collect information about a venuersquos services that have minimal environmental impacts as well as efforts of the venue to minimize the environmental impacts of their operations This can also be used as a guide for what sustainable options that to look for when selecting a venue The World Bank Grouprsquos Commitment to Sustainability The World Bank Group (WBG) is committed to minimizing the environmental impact of its internal business operations This includes ensuring resource efficiency minimizing waste providing healthy surroundings in which to work and giving back to local communities where we do work This approach is consistent with our mission We will achieve our objectives by working in partnership with vendors whose products and services align with our commitment to sustainability
Venue
Basic YN Notes
Venue is in close proximity to public transport airport connection hotels or other
event venues
Venue provides visible and accessible reduction reuse and recycling services for
paper metal plastic and glass
The venue has an energy management program ensuring temperature is kept at
reasonable levels (such as 72 degrees Fahrenheit in summer 68 in winter) and that
this can be adjusted according to the dress code for an event
Venue instructs staff to shut off HVAClights when guests are not in meeting rooms
or other areas of the facility
Venue trains its staff to implement its environmental policies
Venue purchases environmentally preferable products (recycled paper products
green cleaning products etc)
Going Further YN Notes
Venue has an environmental policy and action plan covering sustainable
procurement energy saving catering services cleaning transport and waste
Venue is third party certified (examples in US LEED building Green Seal hotel etc)
If venue is not third party certified it follows sustainability principles such as
installed high insulation designed to maximize the use of daylight uses energy
efficient lighting and water-saving appliances in kitchen and toilets
Venue uses renewable energy on site or buys Renewable Energy Certificates
Venue separates and composts its organics or will work with organizer to instate a
program
Venue purchases environmentally responsible cleaning products for carpets floors
kitchens and bathrooms (minimum 50 percent of products are environmentally
responsible)
Venue requests that suppliers have environmentally responsible policies and
supports vendors who do
SUSTAINABLE MEETINGS GUIDE Version 24
26
ANNEX 5 ndash SELECTING A HOTEL For Overnight Guests
Below is suggested language for a phone conversation formal Request for Information (RFI) Request for Proposal (RFP) or any
written communication This will allow you to easily collect information about a hotelrsquos services that have minimal environmental
impacts as well as efforts of the hotel to minimize the environmental impacts of their operations This can also be used as a guide for
what sustainable options that to look for when selecting a hotel venue
The World Bank Grouprsquos Commitment to Sustainability The World Bank Group (WBG) is committed to minimizing the environmental impact of its internal business operations This includes ensuring resource efficiency minimizing waste providing healthy surroundings in which to work and giving back to local communities where we do work This approach is consistent with our mission We will achieve our objectives by working in partnership with vendors whose products and services align with our commitment to sustainability
Selecting a Hotel
Basic YN Notes
Hotel is located within walking distance of the meeting venue and is easily accessible by public
transport
Hotel implements water-conservation practices including low-flow showerheads and toilets
Hotel implements a recycling program
Hotel implements energy efficiency practices ensuring temperature is kept at reasonable levels
(such as 72 degrees Fahrenheit in summer 68 in winter) and HVACelectricity is turned off when
rooms are not used
Heating and air conditioning systems are easy for guests to operate (and adjust when necessary)
Hotel has a linen reuse program and place-cards in each room letting guests know of this
Hotel participates in paperless check-inout procedures
Hotel instructs staff to shut off HVAClights when guests are not in their rooms or other areas of
the facility
Going Further YN Notes
Hotel has an environmental policy and action plan covering sustainable procurement energy
saving catering services cleaning transport and waste
Hotel is third party certified (in the US examples include LEED building Green Seal hotel etc)
If Hotel is not third party certified it follows sustainability principles such as installed high
insulation designed to maximize the use of daylight uses energy efficient lighting and water-
saving appliances in kitchen and toilets
Hotel trains its staff to implement its environmental policies
Hotel uses renewable energy on site or buys Renewable Energy Certificates
Hotel separates and composts its organics or will work with organizer to instate a program
Hotel that offers bulk dispensers for shampoos and soaps in guest rooms
Hotel purchases environmentally preferable products (recycled hand towels toilet paper etc)
Hotel requests vendors to have environmentally responsible policies and supports vendors who
do
SUSTAINABLE MEETINGS GUIDE Version 24
27
Hotel purchases environmentally responsible cleaning products for carpets floors kitchens and
bathrooms (minimum 50 percent of products are environmentally responsible)
Hotel delivers newspapers to rooms only if requested and not wrapped in plastic bag
Guest laundry containers are reusable (eg baskets)
Going Even Further YN Notes
Hotel utilizes rain water andor grey water in its buildings
Hotel key cards are linked to energy appliances (ex light automatically switch off when people
leave the room)
Hotel groundsrsquo practices are sustainable (ex only local plants tolerant of local climate are used
etc)
Insulating covers are installed on all indoor and outdoor swimming pools and hot tubs to reduce
both energy and water use (ie evaporation)
Automatic controls are in place for heating and cooling with levels set to the minimum necessary
for comfort
Hotel vehicles operated are efficient and low emission
If you print this guide please only print it black and white and double-sided
ANNEX 6 - World Bank Group Approved Sustainable Vendors for Headquarters
Restaurants (close to WBG Headquarters buildings)
Company Name VIN Contact Information Website Best Used Forhellip
Founding Farmers NA 1924 Pennsylvania Ave NW
202-822-8783
Link Client LunchesDinners
Nora NA 2132 Florida Avenue NW
(202) 462-5143
Link Client LunchesDinners
Farmers and Fishers NA 3000 K Street NW
202-298-0003
Link Client LunchesDinners
Print Shops Company Name VIN Contact Information Website Best Used Forhellip
Plaza Art Store
NA 1990 K Street (2nd Floor)
202-331-7090
Purchasing Foam Poster Boards
EcoPrint 120419 Roger 301-585-7077 Link Sustainable printing needs
Giveaways amp Supplies Company Name VIN Contact Information Website Best Used Forhellip
Fairview Specialties 16952 Rick 410-242-1217 x 1602 Link Eco-Giveaways
ePromos 86267 1-877-377-6667 Link Eco-Giveaways
Advertise America 9830 1-800-579-4883 Link Eco-Giveaways
Office Max Office Max Link Environmentally-friendly office products
ReBinder Office Max Link Recycled Binders
Transportation Company Name VIN Contact Information Website Best Used Forhellip
Veolia Transportation 111458 Alex Cournol 301-965-2080 Fuel Efficient sedans SUVs motor coaches
Sunnys Executive Sedan 4517 1-800-949-0949 Fuel Efficient Sedans amp SUVs
Hotels (close to WBG Headquarters buildings) Reserve through American Express
Company Name VIN Contact Information Website Best Used Forhellip
Beacon Hotel 88406 1615 Rhode Island Avenue NW Link Hotel rooms
Washington Circle Hotel 9062 One Washington Circle NW Link Hotel rooms unique venue
Fairmont Hotel 7073 2401 M Street NW Link Hotel rooms
Topaz Hotel 1733 N Street NW Link Hotel rooms
Hotel Rouge 1315 16th
Street NW Link Hotel rooms
Hotel Palomar 2121 P Street NW Link Hotel rooms
Food amp Wine
Company Name VIN Contact Information Website Best Used Forhellip
Calypso Wine Distributors 114860 Beth-ann Roth 703-464-5550
1725 Eye Street NW Ste 300
Link Giveaways specialty wine at events
Note The above companies have been selected to help you get started If you have additional recommendations or
know of any other WB-approved vendors please contact Vanessa Ferragut to get these added to the next version
SUSTAINABLE MEETINGS GUIDE Version 24
29
References
1 ldquoLivestock and Climate Changerdquo World Watch Institute Retrieved from
httpwwwworldwatchorgfilespdfLivestock20and20Climate20Changepdf
2 Blue Green Meetings Retrieved from httpwwwbluegreenmeetingsorgSuppliersAccommodationshtm
3 Spatrisano A amp Wilson N (2007) Simple Steps to Green Meetings and Events United States of America
4 Tesdahl Ben (2008) Meetings Law Spelling Out lsquoGreenrsquo in Black and White Meetings Industry Megasite
Retrieved from httpwwwmimegasitecommimegasitearticlesarticle_displayjspvnu_content_id=1003849215
5 Barbara Scofidio (July 8 2009) Green It and Mean It Meetings Net Retrieved from
httpmeetingsnetcomnewsgreen-effort-meetings-0708
6 Wallace E Mathai M Heath A Convention Industry Council (2008) Convention Industry Council Manual 8th
Edition Washington DC
7 Cortese Amy (2009 September) Are We Doing Enough One Magazine September Issue
8 Hill Lori (2009) If You Green It They Will Come [PowerPoint slides] lori hill event productions Retrieved from
IFC Footprint website httpifcnetifcorgintranetfootprintnsfAttachmentsByTitlepres_EarthDay2009_IfYouGreenIt$FILEIf+You+Green+It+They+Will+Comepdf
9 UNEP ICLEI (2009) Green Meeting Guide 2009 Roll out the Green Carpet for your Participants
10 Kaplan Jonathan National Resource Defense Council ldquoEat Green Our everyday food choices affect global
warming and the environmentrdquo Retrieved from wwwnrdcorg
11 ldquoLivestockrsquos Long Shadowrdquo by Food and Agriculture Organization of the United Nations Retrieved from
httpwwwfaoorgdocrep010a0701ea0701e00HTM
12 Meeting Strategies Worldwide Retrieved from httpwwwmeetgreencom
13 Telschow Roger (2009) Guide for the Responsible Print Buyer United States of America
SUSTAINABLE MEETINGS GUIDE Version 24 7
Best Practice Tips
Plan Ahead Planning ahead not only helps ease the pressures of schedules but contributes to planning in advance and thinking sustainably in regards to printing shipping and other processes involved Starting early allows you to pick alternatives for your printing
Survey says If distributing surveys at an event consider printing on 100 recycled paper double sided For post-
conference follow up send this electronically ndash yoursquoll be able to begin email dialogue with your attendees and
allow for easy electronic compilation of survey results
ANNEX 1 provides suggested language for a phone conversation or formal Request for Information (RFI) or Request for Proposal (RFP) This will
allow you to easily collect information about a print shoprsquos products and services that have minimal environmental impacts as well as efforts of the
print shop to minimize the environmental impacts of their operations This can also be used as a guide for sustainable printing and paper options
that you should consider for your print jobs
Catering
Catering covers all aspects of the provision of meals and refreshments for
participants from the procurement of foods to the handling of the waste
produced by catering services You can use the tips below when working
with external venuesrsquo caterers along with Restaurant Associates the
A five-day event serving 2200 people breaks breakfasts lunches and receptions uses china instead of plastic disposables it prevents 1890 lbs of plastic from going into a landfill Thatrsquos nearly one ton ndash Meeting Strategies Worldwide
SUSTAINABLE MEETINGS GUIDE Version 24 8
World Bank Grouprsquos HQ internal caterers For requests with external caterers you can use the RFP language in the
Annexes mentioned below
Here are some quick tips to help you get started
Choose Dishware Disposable cups plates and flatware not only add to landfills they also do not deliver the same ldquofirst-classrdquo catering service experience as dishware
Eat sustainable amp local Go organic where possible Opt for seasonal and locally grown produce-based meals Buying locally grown products helps support the communities and offers fresher seasonal choices without the transportation impact It is also a great way to celebrate the regionrsquos local flavor Consider a limited-meat menu - raising animals for food requires more energy water and other inputs than growing grains or vegetables and is responsible for almost 18 of annual world-wide greenhouse gas emissions1
Choose Sustainable Seafood Request caterers to not use fish on the Monterey Bay Aquariumrsquos Seafood Watch ldquoAvoidrdquo (red) list and aspire only to including fish that are on the ldquoBest Choicesrdquo and ldquoSuper Greenrdquo (green) lists Consumer demand for seafood increases is depleting fish stocks around the world and harming oceans The Monterey Bay Aquarium guide provides up to date information on sustainable seafood choices available in the US You can read more at httpwwwmontereybayaquariumorgcrcr_seafoodwatchsfw_recommendationsaspx
Request Fair Trade organic andor shade grown coffee and tea to help reduce the reliance on deforestation and pesticide use in growing these crops
Compost it If disposables must be used a good idea would be to use compostable disposables However this is only a good choice when your food scraps and disposables will be composted You will need to ensure that your venue has set up a means to collect and compost those disposables Compostable items thrown in with regular trash will just end up in the landfill where they will not decompose
Donrsquot pre-fill Ask your caterer not to pre-fill glasses of water at banquet tables- this can save substantial amounts of wasted water for large events
Emphasize the 3Rs Reduce Reuse Recycle Have recycling bins clearly visible and accessible where the meals will be served if there are individual glassaluminum beverage containers -or the like- that can be recycled
Ban the Bottle Request caterers to provide liquids in carafes ndash including water and juices Individual bottles require fossil fuels to be produced packaged and transported eventually ending up in landfills Similarly request that meals be provided on platters rather than individually packaged especially with ldquoBrown Bagrdquo lunch menu options
Bulk up Request bulk dispensers for all condiments sugar salt amp pepper cream butter etc to reduce waste from single-serve packets
Know your numbers Have attendees lsquosign-uprsquo for meals Gather an accurate attendance count Better attendance numbers will reduce food waste and costs
Evaluate and Donate Inform caterers of the exact number of participants and re-evaluate quantity needed during the meeting to help avoid waste Ask your caterer to donate leftovers to local charities
Communicate it Ask your caterer to create small table-top signs by the food being served highlighting sustainability efforts (local sustainable no packaging etc)
Composting Food waste produces methane as it decomposes in landfills if it decomposes at all Ask your
caterer if they happen to compost or would consider bringing in a composter specifically for your event At the
World Bank MC and F Building a new lsquopulperrsquo and lsquoeCorectrsquo dehydration systems turn heavy wet food waste into
It takes three liters of water to produce one
liter of bottled water ndash Pacific Institute
Studies by the World Bankrsquos Agriculture and Rural
Development Department indicate that coffee is one of the
worldrsquos most important cash crops and is vital to the
livelihood of more than 25 million small coffee farmers
globally Fair trade programs ensure that in exchange for
conducting their coffee farming in sustainable ways farmers
receive help to start cooperatives guaranteeing a higher
price for their beans which they invest back into their farms
and their communities
By not pre-filling water glasses at banquet tables during three days of served lunches for 2200 attendees 520 gallons of water can be saved
Information provided by Meeting Strategies Worldwide
SUSTAINABLE MEETINGS GUIDE Version 24 9
Best Practice Tips
Did you know that the coffee and tea served at breakfast can be used again for your
meetingrsquos morning break Rather than placing another order for the morning break
ask catering to leave the coffee and hot water urns out from the morning and replace
only what is necessary This can be replicated for the afternoon break by using the
lunchtimersquos coffee amp tea urns
a dry odor-free and nutrient-rich soil-like material The result is an 80ndash95 percent reduction in both the weight
and volume of food waste For more information visit httpgoworldbankorgV0M5EF2OT0
ANNEX 2 provides suggested language for a phone conversation a formal Request for Information (RFI) or Request for Proposal (RFP) This will
allow you to easily collect information about a catererrsquos products and services that have minimal environmental impacts It also collects information
on the caterersrsquo efforts to minimize the environmental impacts of their business operations This can later be used for communicating to attendees
as well as a guide for sustainable catering options that you should consider for your event
ANNEX 3 is for meetings and events planned by HQ-based WBG staff Since we are required to use the catering services provided by Restaurant
Associates (RA) a list of suggested sustainable catering options is provided for you to discuss with your Conference Service representative along
with a list of RArsquos default sustainable products and services as an FYI Restaurant Associates is dedicated to providing excellent service at WBG HQ
properties and can accommodate most catering needs
SUSTAINABLE MEETINGS GUIDE Version 24 10
Selecting a VenueHotel for Your Event or Overnight Attendees
At times you will need to source an external venue to host
your WBG event You may also need to source an external
hotel to host your out-of-town guests Using a venue or hotel
whose sustainability goals and objectives align with yours
provides you with more options to green your event
Consider using a venue that has a sustainability mission Ask if
your hotel offers a linen and towel reuse program has recycling services or paperless check-inout procedures You can
include these sustainability criteria in all your RFPs
Below are a few things to consider
Does the venuehotel already have sustainability practices in place Does the venue participate in any recycling
programs Do they practice energy conservation For the United States ask if they have earned any certifications
such as Green Seal Is this type of information advertised to the public For international hotels certifications
vary and may not always be awarded by the most credible sources If this is the case use the language in the
Annex for conversations and emails with hotelvenue representatives
Ask potential venueshotels to send you a summary of the environmental measures they have in
place Learning about a venuersquos best practices will help you learn what the industry is doing to be
green You might even get some great ideas from their policies for your next meeting
Is the venuehotel willing to work with your meetingrsquos green needs Many times venues wonrsquot have their own
green agenda but if asked some venues may be willing to modify services to accommodate your requests
Include in the contract a clause that states their commitment to fulfill the sustainability needs of your event
Is the venuehotel accessible by public transportation from the airport or the downtown area Is it also close to
other event locations to minimize the need for ground transportation Do they offer a shuttle to be used by your
meeting attendees to avoid the need for individual cabscars
Annex 4 is for Venue selection and Annex 5 is for Hotel selection of overnight guests Both annexes provide suggested language for a phone
conversation or formal Request for Information (RFI) or Request for Proposal (RFP) This will allow you to easily collect information about a
venuehotelrsquos efforts to minimize the environmental impacts of their operations and services This can also be used as a guide for what sustainable
options to look for when selecting a venuehotel
Annex 6 provides a list of World Bank Group-approved hotel vendors that have sustainable practices in place
A building earning the US Green Building Councilrsquos LEED Platinum certification has heatingcooling systems that donrsquot run for 13 of the year consumes 23 less energy than a typical office building and 13 of the buildingrsquos energy comes from renewable resources
SUSTAINABLE MEETINGS GUIDE Version 24 11
Selecting Ground Transportation
While most of your meetings may be taking place locally or within World Bank Group facilities please consider the type of ground transportation your guests will be taking from their hotels apartments airports or any offsite retreats you plan
Keep it close Locate all venues within walking distance of one
another Shorter distances = less environmental impact Having your evening reception at a restaurant within safe walking distance from the hotel saves you both time and money
Public Transportation Encourage the use of public transportation when possible Provide information complimentary passes and maps in guest packages if this is a city with which your guests are not familiar
Request fuel-efficient vehicles If you have to move a number of meeting attendees from one place to another using mini-buses or vans ask your transportation carrier if they own or lease any fuel efficient or hybrid vehicles
Turn it off If you hire a ground transportation provider request the company to instruct drivers to turn off the engine in order to minimize idling of vehicles when waiting for guests In many states (such as DC) this is the law
Transportation contributes approximately one-third of all US carbon dioxide emissions and must be a prime target for major greenhouse gas reductions -Sierra Club
SUSTAINABLE MEETINGS GUIDE Version 24 12
Gifts and Giveaways
Sometimes your events may call for some sort of incentive prize giveaway or other such token of appreciation of
attendeesrsquo participation Below are some helpful hints when sourcing such items
Buy Local Try purchasing items that are made as close to where you will need to ship them This minimizes the time it will take the product to arrive the amount you will spend on shipping and your carbon footprint in terms of transportation and fuel For example avoid items made abroad if your meetingevent is taking place in the United States
The Gift that Keeps on Giving Encourage the purchase of useful giveaways such as travel mugs aluminum water bottles USB drives and other such items that participants can reuse again and again This helps to minimize the amount of waste going to the landfill from items that are intended for one-time use
Whatrsquos in [the material] for me If you are sourcing giveaways such as t-shirts reusable canvas bags etc consider requesting organic cotton or products made of organic andor sustainable materials Materials such as organic cotton organic hemp organic wool kapok buckwheat or millet hulls or silk are comfortable and sustainable Some even come in colorful new designs using eco-safe dyes and color grown cotton Make sure that your items are Polyvinyl chloride (PVC) and Bisphenol A (BPA) free Ask your supplier about these materials and if heshe can help you find them for your specific order
Get your facts Just because your vendor is telling you the product is green may not always mean it is Remember that they are trying to sell you something There are many suppliers who obtain certifications (either for certain products or their entire business) to show they follow industry best practices vis-agrave-vis environmental and social responsibility Ask your supplier if they have obtained any such certifications or adhere to any sustainability principles that they can verify
Did you know that many of the crops that produce the fibers used to make our clothing and home waresmdashoften those we sleep in every nightmdashaccount for some of the highest pesticide usage In fact it takes roughly one-third of a pound of chemicals (pesticides and fertilizers) to grow enough cotton for just one T-shirt which is why it is important to consider organic cotton and other alternative fibers
Source wwworganicorg
SUSTAINABLE MEETINGS GUIDE Version 24 13
Making it Carbon Neutral
A meeting or conference can be considered carbon neutral when all possible efforts have been made to reduce the
greenhouse gas (GHG) emissions resulting from the meeting and when carbon offsets have been purchased to
compensate for the unavoidable emissions
Below yoursquoll find important steps to help measure and offset the emissions associated with your event When we
mention ldquocontact usrdquo please use the contact information for the World Bank Corporate Responsibility and the IFC
Footprint Program team members that can be found on page 2 of this Guide
Collect Data Yoursquoll need to gather data from a number of different sources to calculate the emissions from your
meeting These are
Energy at the meeting venue ndash you will need to find out the average annual (or monthly) electricity consumed
and fuel used (in boilers or generators) at the venue This data will then be prorated for the length of your
event You should ask a representative from the venue for this data from utility bills or purchase records If you
are unable to collect this data ask the venue for information about the size of the conference venue ndash contact
us and we can apply an energy intensity figure to this area to estimate the electricity consumption
Air transport to event ndash you will need to account for the distance traveled by each attendee that is not WBG
staff - each flight leg should be identified For example for an attendee going to a conference in Delhi India you
would need to know that they traveled from Washington-Dulles to Delhi through London-Heathrow and record
each of the airport codes (ie IADLHRDEL) Similarly you would need to know the routing of their return trip
NOTE All GHG emissions from flights taken by WBG staff are already reported annually and carbon offsets are
purchased to make these flights carbon neutral
Ground transport to and from the venue (between venue and hotel or airport and hotel) ndash you would need to
know how people traveled to and from the meeting how many people by what means (car--gasolinediesel
bus rail other) and over what distances For example for attendee A you would want to know that they
travelled 2 km by bus to get to the hotel and then 1 km by taxi to get to the conference venue
Hotel rooms utilized by attendees of the event - If there are a number of hotel rooms involved then you would
need to know how many hotel room days were used in order to estimate the energy associated with those
rooms based on region
Calculating your emissions ndash the World Bank Corporate Responsibility and IFC Footprint Program teams are happy to
help you calculate your emissions Please contact us to request our greenhouse gas emissions calculator and we can
help you fill out the calculator to properly calculate your emissions
Offsetting your emissions ndash the World Bank Corporate Responsibility and IFC Footprint Program teams are also happy to
help you offset these emissions Please contact us to discuss how we can offset your emissions through the purchase of
carbon offsets
SUSTAINABLE MEETINGS GUIDE Version 24 14
Communicate Your Greening Efforts
Without communicating the impact of these great efforts undertaken the sustainable event is only half effective Sustainable meetings are about creating awareness and building understanding Ensure your event communications inform attendees about the great efforts involved to reduce the negative environmental impacts of this event
Take the Floor If yoursquore the meeting coordinator you have the opportunity to spread the word Introduce yourself at the beginning of the meeting and explain the basic concepts you have incorporated point out where the recycling bins are and remind people of other key aspects of your sustainable event
Shout it out If you select to have an attendee packet consider emailing it first Materials should emphasize the vision of greening the event Have a short summary that states your goal and provides examples of sustainable options at your event (include statistics that show the impact where possible)
Example ldquoBy not printing attendee packets we were able to save an estimated 800000 sheet of paper and 8000 binders This saves about 67 trees greenhouse gases equivalent to approximately 2 cars per year 65801 gallons of wastewater and 7765 pounds of solid wasterdquo
The following websites can help you calculate your eventrsquos footprint for communication purposes
[Paper] Environmental Defense Paper Calculator
[Ground transportation] EPA calculator for converting gasoline usage or passenger vehicles into environmental impacts (use Option 1)
[Catering] EPA food waste calculator
[Waste recycling] North East Recycling Center calculator
Invite your vendors to tell their story Ask the venuehotel to provide information on what they have done to
help green the event and include this in your communications Invite the venue to create and hang a poster up at your event on their greening efforts
Show it off Ask your caterer to create small table-top signs by food highlighting sustainability efforts (local
sustainable organic no packaging etc)
Get preachy If you have selected a sustainable giveaway help encourage behavior change with fun facts For
example you can include a card or text that mentions ldquoIt takes three liters of water to produce one liter of
bottled waterrdquo on aluminum water bottles they received at your event By sharing with them useful facts and
information your attendees are more likely to reuse that giveaway in a fashion intended to minimize their own
footprint going forward
For templates and examples contact your IFC Footprint Team or WB Corporate Responsibility Team or visit the Footprint Programrsquos website to download your own copies
Best Practice Tips
Create table tents asking participants to take only what they need
and to return name badges for future use (best to create a
designated area for name badge return- a simple box labeled at
your registration area works well) Attendees like being informed
and getting involved Contact us for templates
SUSTAINABLE MEETINGS GUIDE Version 24 15
E-Meetings
The World Bank Group provides resources to help you host virtual meetings This is an easy way to reduce costs and
your travel footprint while allowing a larger number of people the ability to attend a meeting A series of training
sessions and seminars have been designed to help planners in coordinating electronic meetings In addition eServices is
available to assist planners with any video conferencing service needs Lastly stay tuned for the rollout of Telepresence
centers
eMeetings eMeetings is a great solution for all your online meeting needs especially when you want to share documents andor presentations among globally dispersed teams located both at HQ and in the country offices -- either with or without videoconferencing session conduct a training online conduct a facilitated session between participants at HQ and in the country offices and have the ability to enter commentsthoughts live via an electronic Whiteboard demonstrate system solutions online
o IFC eMeeting eLearning Module Learn how to schedule an eMeeting through your Lotus Notes calendar as well as online This module will cover the dos and donts when working with an eMeeting as well as best practices Available on LMS (no link)
CMA Polycom CMA Polycom enables IFC staff to use their computers to conduct point-to-point video
conferences with each other or participate in a scheduled video conference This is a great way to enhance your
meetings and connect to colleagues when you are traveling working from home or just sitting in your office at
HQ How can you start trying out the CMA Polycom Talk to your IT Coordinator who can request CMA
application installed on your IFC PC You will also need a webcam or built-in PC camera Note that people you
wish to conference with must have the application installed and they must be available and remember if you
are in a location with slow connectivity CMA use may not be recommended
IFC An Introduction to Web Conferencing This 20-minute tutorial introduces web conferencing concepts and features It also covers the PREP (Planning Rehearsal Execution Post-Mortem) Model for web conferencing to guide you in the design and delivery of training sessions or meetings Upon completion of this program staff will understand best practices for conducting successful web conferences and the benefits of web conferencing including how it supports the IFC Footprint program Available on LMS (no link)
Video Conferencing Services World Bank Staff can request Global Videoconferencing Services (GVS) which consist of two-way video audio and broadcast video either between two or among multiple locations Contact eServices for booking information or email wbvideoworldbankorg These cost about $205 per session including long distance charges and must be made at least 24 hours in advance
Adobereg Connect is a web conferencing application used to deliver online meetings and webinars It is Internet-
based and uses Adobe Flash technology A World Bank Group computer is not necessary to deliver or participate
in Adobe Connect virtual meetings Virtual meetings may include features such as screen sharing web tours
voice over IP file uploads and document collaboration to make them interactive and participant-friendly An
Adobe Connect license is necessary in order to set up a web meeting Each VPU has an Adobe Connect champion
who manages the licenses and may assist in meeting setup and support Meetings remain available until they
are deleted so a meeting space can be reused as often as necessary For more information write to
iLearningworldbankorg
Skype Skype is a software application installed on individual computers that allows users to make voice and
video calls over the internet for free to other Skype users and for a low fee to landlines cellphones etc Skype
was installed on all WBG computers in 2010 If you need help setting up Skype contact your IT Coordinator If
SUSTAINABLE MEETINGS GUIDE Version 24 16
you have Skype on your machine but have never used it you will need to take some steps to start using it Visit
this link for more information
Telepresence Centers Telepresence centers are
currently under construction in the MC Building the F building (IFC)
and IFC offices in Istanbul Hong Kong and should be fully
operational by 2012 Similar to videoconferencing telepresence
centers connect users in different locations through the use of high
definition video technology The goal is to simulate being in the
same room with meeting attendees across the world This is often
done through the use of similar tables chairs and backgrounds in
each telepresence center Look for more information on the WBG
telepresence centers in late 2011
If you print this guide please only print it black and white and double-sided
Checklist for Internal Events
The World Bank Group Knows Sustainable Meetings Every day at headquarters we host dozens even hundreds of meetings for internal staff ldquoBrown bagrdquo lunches staff trainings team meetings etc Below is a quick reference guide to taking small steps that lead to big impacts in minimizing the World Bank Grouprsquos footprint
General Tips
Get your team on board Let your planning team managers and attendees know of your efforts to green your next meeting or event Consider including this in your broadcast emails Lotus Notes meeting invitation or general email invitations to attendees
Walk through Before your event walk through the meeting room yoursquove reserved and make sure that the recycling bins are set-up where they should be HQ Only Email ifceventsifcorg for the F building or wbeventsworldbankorg for the WB buildings to ensure recycle bins are set-up properly in the room
Communicate it You can request informative templates from the IFC Footprint Program and the WB Corporate Responsibility team to print and display at your event For more information contact Vanessa Ferragut at vferragutifcorg or Adam Rubinfield at arubinfieldworldbankorg HQ Only Templates are available to communicate the sustainable nature of your event for placement on cafeteria tables
Make it Carbon Neutral The Corporate Responsibility and Footprint programs can help you calculate the emissions from your event and work with you to offset these emissions
Printing and Paper Use
Go paperless (or slim it down) Consider limiting the number of handouts you bring to you meeting Send these electronically after the events HQ Only If your department doesnrsquot have a departmental projector contact IFC Events at ifceventsifcorg or at the WB visit httpgsdconference to request one
Print it green Did you know that the paper provided in printers is already 100 recycled and all printers are defaulted to double-sided printing If you MUST print try and provide handouts using black amp white printing only
Choose erasable Use reusable dry-mark erasable boards instead of paper flip charts Ensure ldquonon-toxicrdquo markers are used HQ Only You can contact IFC Events at ifceventsifcorg or at the WB visit httpgsdconference to request a dry erase board
Generalize it Design and write all materials produced for the meeting (such as banners posters signs place cards) with generic language (do not put dates or locations) to allow them to be reused for other meetings
Reuse it You can save money and paper by reusing the foam backing to your existing posters Just reprint the front and glue on a new one HQ Only You can give old foam backings for posters back to the customer service desk at the GSD print shop in MC-C3-300
Digitize It Did you know that the WB Headquarters building has multiple electronic message boards where you can post event advertisements rather than using posters HQ Only Email Kenneth Wu at kwu1worldbankorg to post these electronic announcements in the MC H I and J buildings Contact Dila Zeynep Serpil at DSerpilifcorg to get your message posted on IFCrsquos K Street flat screen (needs to be designed as a landscape-type flyer)
Survey says If distributing surveys at your event considering using only a half page format For post-conference follow up send this electronically You can create your own electronic survey for free at wwwsurveymonkeycom
Sustainable CateringDining Out
Choose dishware Disposable cups plates and flatware not only add to landfills they also do not deliver the same ldquofirst-classrdquo catering service experience as dishware HQ Only When filling out RArsquos catering order
online specify in the ldquoSpecial Commentsrdquo section to provide dishware and NO disposables Currently RA charges $75 in tier two rooms for dishware but calculating costs of disposables it is actually a savings anytime you host an event
SUSTAINABLE MEETINGS GUIDE Version 24
18
or meeting for 20 or more people Note that the pricing structure for this is being evaluated to encourage the use of dishware over disposables
Eat sustainable amp local Go organic where possible Opt for seasonal and locally grown produce-based meals Order sustainable seafood Also consider a limited meat menu - raising animals for food requires more energy water and other inputs than growing grains or vegetables HQ Only You can work directly with RA at the IFC through ifceventsifcorg or at the World Bank Buildings - extension 82000 or email WBeventsworldbankorg RA follows the Monterey Bay Aquariums suggestions for sustainable seafood
Request Fair Trade organic andor shade grown coffee and tea HQ Only Restaurant Associates default for coffee served at meetings and events is Starbuckrsquos Fair Trade coffees- there is no additional charge for these choices
Compost it If disposables must be used be sure they are biodegradable or can be composted Also ensure the venue has set up means to collect and compost those disposables HQ Only The MC and F (as of
November 2010) buildings currently have the capacity to compost Make sure that any food or compostable serving
ware remaining after your meeting is composted by sending an email to WBeventsworldbankorg
Donrsquot pre-fill When hosting a sit down event ask caterers not to pre-fill glasses of water at banquet tables- this can save substantial amounts of wasted water for large events
Lose the packaging When placing your catering order specify to use bulk serving containers instead of individual serving sizes of butter spreads etc Request carafes of water rather than individual water bottles etc Similarly request meals be provided on platters rather than individually packaged Request bulk dispensers for all condiments sugar salt amp pepper cream butter etc HQ Only Please place these requests in the ldquoSpecial Commentsrdquo section of the RA online form when placing your catering order
Donate Inform caterers of the exact number of participants and re-evaluate quantity needed during the meeting to help avoid waste Ask your caterer to donate leftovers to local charities HQ Only RA donates excess food production to DC Central Kitchen on an as-needed basis Food that has been served in a buffet is disposed in accordance with healthy and safety regulations
Communicate it Ask your caterer to create small table-top signs by food highlighting sustainability efforts (sustainable no packaging local etc) HQ Only You can contact IFC Events at ifceventsifcorg
Giveaways
Buy local Try purchasing items that are made as close to where you will need to ship them This minimizes the time it will take the product to arrive the amount you will spend on shipping and your carbon footprint in terms of transportation and fuel
The gift that keeps on giving Encourage the purchase of useful giveaways such as travel mugs aluminum water bottles USB drives and other such items that participants can reuse again and again This helps to minimize the amount of waste going to the landfill from items that are intended for one-time use
Whatrsquos in [the material] for me If you are sourcing giveaways such as t-shirts reusable canvas bags etc consider requesting organic cotton or that your items are made of organic andor sustainable materials Materials such as organic cotton organic hemp organic wool kapok buckwheat or millet hulls or silk are comfortable and
sustainable Also make sure to ask that the product is Polyvinyl chloride (PVC) and Bisphenol A (BPA) free
Get your facts Just because your vendor is telling you the product is green may not always mean it is Remember that they are trying to sell you something There are many suppliers who obtain certifications (either for certain products or their entire business) to show they follow industry best practices vis-agrave-vis environmental and social responsibility Ask your supplier if they have obtained any such certifications or adhere to any sustainable principles
that they can verify HQ Only Refer to Annex 6 in this Guide for a list of WBG-approved giveaway vendors who
source sustainable giveaways
Transportation
By train bus or bike Communicate to outside attendees the public transportation accessibility of your WB of IFC office building to discourage use of vehicles
SUSTAINABLE MEETINGS GUIDE Version 24
19
Checklist for Off-Site Events
The World Bank Group Knows Sustainable Meetings
Whether yoursquore greening a local meeting for 6 people or an international meeting for hundreds there are many
tools within the WBGrsquos resources that can help you successfully minimize your meetingrsquos footprint and save money
Getting Started Things to Ask
Why does your department want to go green
If there are additional costs involved in hosting a sustainable event are you willing to commit to this financially Consider that you may also be saving money on something items as well
Are you interested in greening only one or two components of your event or most of the event
What do you and your meeting planning committee see as the most important component to a sustainable event
Printing and Paper Guidelines
Go paperless (or slim it down) Provide participants with a CD or USB stick with all the conference material or send electronically after the events Have printingcopying facilities available on request at the venue for attendees that must print hard copies of materials
Start with the printer Choose environmentally responsible printing companies for external printing contracts HQ
Only Refer to Annex 6 in this Guide for a list of printers that have sustainable practices
Print it green Use 100 recycled with a minimum of 65 of post consumer waste content avoid glossy publications give preference to soy based or vegetable oil inks for all printing purposes and make all necessary handouts black and white (when possible) and double-sided
Sustainable note-taking Use reusable dry-mark erasable boards or blackboards instead of paper flip charts if available Ensure ldquonon-toxicrdquo markers are used
Generalize it Design and write all materials produced for the meeting (such as banners posters signs place cards) with generic language (do not put dates or locations) to allow them to be reused for other meetings
Poster printing You can save money and paper by reusing the foam backing to your existing posters Just reprint the front and glue on a new one
E-signs Ask your venue if they have electronic screens where you can display your event information without the need of a poster or easel Make sure to get the right dimensions so that you can design your sign so it doesnrsquot look stretched out
Survey says If distributing surveys at the meeting consider printing on 100 recycled paper double sided For post-conference follow up send the survey electronically
Sustainable Catering
Choose dishware Disposable cups plates and flatware not only add to landfills they also donrsquot deliver the same ldquofirst-classrdquo catering service experience
Eat sustainable amp local Go organic where possible Opt for seasonal and locally grown produce-based meals Buying locally grown products helps support the communities and offers fresher seasonal choices without the transportation impact Consider a limited meat menu - raising animals for food requires more energy water and
other inputs than growing grains or vegetables HQ Only Refer to Annex 6 in this Guide for a list of restaurants in the
DC area that have sustainable practices
Choose sustainable seafood Request your caterer to follow the Monterey Bay Aquariumrsquos Seafood Watch guide As consumer demand for seafood increases it is depleting fish stocks around the world and harming oceans
Request Fair Trade organic andor shade grown coffee and tea
SUSTAINABLE MEETINGS GUIDE Version 24
20
Compost it If disposables must be used be sure they are biodegradable or can be composted Also ensure the venue has set up means to collect and compost those disposables Compostable items thrown in with regular trash will end up in the landfill ndash and most landfill conditions do not allow for decomposition
Donrsquot pre-fill Ask your caterer not to pre-fill glasses of water at banquet tables - this can save substantial amounts of wasted water for large events
Lose the packaging Request your caterer to provide liquids in carafes ndash including water and juices Individual bottles require fossil fuels to be produced packaged and transported eventually ending up in landfills Similarly request meals be provided on platters rather than individually packaged
Bulk up Request bulk dispensers for all condiments sugar salt amp pepper cream butter etc
Communicate it Ask your caterer to create small table-top signs by food highlighting sustainability efforts (sustainable no packaging local etc)
Selecting a VenueHotel for Overnight Guests
Visit GSDrsquos Approved-Offsite Venues and here for GSDrsquos Approved Hotels HQ Only Refer to Annex 6 in this Guide for
a list of hotels in the DC area that have sustainable practices in place
Ask potential venueshotels to send you a summary of the environmental measures they have in place Does the venue participate in any recycling programs Do they practice energy conservation Is this type of information advertised to the public Learning about a venuersquos best practices may help you get some great ideas for your next meeting
Is the venuehotel willing to work with your meetingrsquos sustainable needs Many times venues wonrsquot have their own sustainable agenda but if asked some venues may be willing to modify services to accommodate your requests
Is the venuehotel accessible by public transportation from the airport or the downtown area Is it also close to other event locations to minimize the need for ground transportation
Selecting Sustainable Ground Transportation
Destination Choose a destination with minimal travel Shorter distances = less environmental impact
HotelVenue location When booking a hotel or venue consider choosing one that is located near public transportation (Metro bus stop train station etc) or an airport if most people are arriving by plane
Public transport when possible Encourage the use of public transportation when possible Provide information complimentary passes and maps in guest packages
Keep it close Locate all venues within walking distance of one another For example having your evening reception at a restaurant within safe walking distance from the hotel saves you both time and money
Alternative fuel If you have to move a number of meeting attendees from one place to another using mini-buses or vans ask your transportation carrier if they own or lease any fuel efficient or hybrid vehicles HQ Only Refer to
Annex 6 in this Guide for a list of WBG-approved transportation vendors who use energy-efficient vehicles
Turn it off If you hire a ground transportation provider request the company to instruct drivers for your event to minimize idling of vehicles when waiting for guests
GiveawaysOther
Buy local Try purchasing items that are made as close to where you will need to ship them This minimizes the time it will take the product to arrive the amount you will spend on shipping and your carbon footprint in terms of transportation and fuel For example avoid items made abroad if your meetingevent is taking place in the United States
The gift that keeps on giving Encourage the purchasing of useful giveaways such as travel mugs aluminum water bottles USB drives and other such items that participants can reuse again and again This helps to minimize the
amount of waste going to the landfill from items that are intended for one-time use HQ Only Refer to Annex 6 in
this Guide for a list of vendors that have eco-friendly giveaways
SUSTAINABLE MEETINGS GUIDE Version 24
21
Whatrsquos in [the material] for me If you are sourcing giveaways such as t-shirts reusable canvas bags etc consider requesting organic cotton or that your items be made of organic andor sustainable materials Materials such as organic cotton organic hemp organic wool kapok buckwheat or millet hulls or silk are comfortable and
sustainable Also make sure to ask that the product is Polyvinyl chloride (PVC) and Bisphenol A (BPA) free
Get your facts Just because your vendor is telling you the product is green may not always mean it is Remember that they are trying to sell you something There are many suppliers who obtain certifications (either for certain products or their entire business) to show they follow industry best practices vis-agrave-vis environmental and social responsibility Ask your supplier if they have obtained any such certifications or adhere to any sustainable principles that they can verify
Efficient shipping Consider having your giveaways shipped directly to the venue or hotel where yoursquoll be giving these out This saves fuel emissions and costs than having to ship twice (once to your offices and once to the venuehotel)
Make it Carbon Neutral The Corporate Responsibility and Footprint programs can help you calculate the emissions from your event and work with you to offset these emissions
If you print this guide please only print it black and white and double-sided
ANNEX 1 ndash SELECTING A PRINT SHOP
Below is suggested language for a phone conversation formal Request for Information (RFI) Request for Proposal (RFP)
or any written communication This will allow you to easily collect information about a print shoprsquos products and services
that have minimal environmental impacts as well as efforts of the print shop to minimize the environmental impacts of
their operations This can also be used as a guide for sustainable printing and paper options that you should consider for
your print jobs
The World Bank Grouprsquos Commitment to Sustainability The World Bank Group (WBG) is committed to minimizing the environmental impact of its internal business operations This includes ensuring resource efficiency minimizing waste providing healthy surroundings in which to work and giving back to local communities where we do work This approach is consistent with our mission We will achieve our objectives by working in partnership with vendors whose products and services align with our commitment to sustainability
Printing Services Checklist
Basic YN Notes
Do you offer paper options that have high recycled content (ideally 100) with post-consumer waste recycled fiber content (also ideally 100)
Do you use a certification to verify environmentally responsible pulp and paper sources such as FSC or SFI
Can files be proofed electronically
Do you have binding options that break down easily during recycling process or do not need to be removed to recycle printed piece
Do you use vegetable-based inks for printing with the lowest VOC rating
Do you offer paper that is uncoated and either totally Chlorine
Free (TCF) process chlorine free (PCF) or elemental chlorine free
(ECF)
Going Further YN Notes
Does the paper mill use renewable power sources or have other established conservation or recycling practices
Is digital lsquoprint on demandrsquo or waterless printing available
Are you an FSC-certified printer If not can you provide
documentation of an environmental management system
SUSTAINABLE MEETINGS GUIDE Version 24
23
ANNEX 2 ndash SELECTING A CATERER
Below is suggested language for a phone conversation formal Request for Information (RFI) Request for Proposal (RFP)
or any written communication This will allow you to easily collect information about a catererrsquos products and services
they can offer you that have minimal environmental impacts It also collects information on the catererrsquos efforts to
minimize the environmental impacts of their business operations This can also be used as a guide for sustainable
catering options that you should consider for your event
The World Bank Grouprsquos Commitment to Sustainability The World Bank Group (WBG) is committed to minimizing the environmental impact of its internal business operations This includes ensuring resource efficiency minimizing waste providing healthy surroundings in which to work and giving back to local communities where we do work This approach is consistent with our mission We will achieve our objectives by working in partnership with vendors whose products and services align with our commitment to sustainability
Catering Products and Services
Basic YN Notes
Can water bottles be replaced by filtered water pitchers
Can dishware be used instead of disposable serving-ware This includes omitting to-go coffee cups and other to-go containers
Can bulk dispensers be used for sugar salt pepper cream butter
jams and other condiments
Can organic andor local food options be provided for menu selections
Are sustainable seafood options provided for menu selections If so what guideprogram is used to ensure responsible selections (such as the Monterey Bay Aquariumrsquos Seafood Watch Guide )
Is organic shade grown andor fair trade coffee and tea available
Can meals be served family style buffet or on platters rather than individually packaged
Going Further YN Notes
Are there means to collect and compost food waste as well as any biodegradable disposables and serving-ware used
Can table tents or informative signage be provided letting attendees know about sustainability efforts (such as ldquoOrganicrdquo ldquoLocalrdquo ldquoBulk to avoid packagingrdquo)
Is any portion of the catering services outsourced to socially
responsible nonprofits or other community needs groups
Is unused food donated to a local shelter or nonprofit
SUSTAINABLE MEETINGS GUIDE Version 24
24
ANNEX 3 ndash CHECKLIST FOR CATERING at HQ by RESTAURANT ASSOCIATES For meetings and events planned by HQ-based WBG staff at the Main Complex F J or H Building you are required to use the catering
services provided by Restaurant Associates Restaurant Associates is dedicated to providing excellent service at WBG properties and
can accommodate most catering needs Below is a list of suggested sustainable catering options for you to discuss with RA along
with a list of RArsquos default green products and services as an FYI
RArsquos Default Sustainable Options include
Fair Trade coffee Compostable disposables Donating excess production to DC Central Kitchen on an as-needed basis Follows sustainability guidelines in accordance with Monterey Bay Aquarium guide
CHECKLIST FOR RESTAURANT ASSOCIATES CATERING
Minimizing waste from service options Notes for Meeting Planners Cost Implications
Pitchers of water provided instead of bottled water
To request this option include instructions in the Comments Box of the online RA order form
At the IFC filtered water is served in pitchers as the default with no extra charge Please include this
request under the comments section In WB buildings the water pitcher policy is under review Details to follow in later FY12 You should always
contact your caterer directly in regards to this
Pitchers of all beverages (juices ice tea etc) can be served instead of individual bottles
To request this option for orange grapefruit and aqua fresco you can click on ldquoBeverages-
NonAlcoholicrdquo and select the pitchers of juice you like For other pitchers such as Iced Tea and apple juice include instructions in the Comments Box of
the online RA order form
$1350 per half gallon is the current pricing
Dishware can be used instead of paper or plastic serving-ware This includes omitting to-go coffee cups and other to-go containers
When ordering online include in the comments section ldquodishware onlyrdquo and possibly list a few items you do not want to have such as disposable coffee
cups plates and cutlery
Restaurant Associatersquos charge for dishware is $75 in tier two rooms but if calculating costs of disposables it is actually a savings anytime you host an event or
meeting for 20 or more people
Single-serve condiments can be eliminated from an event Alternative is to serve condiments (sugar salt pepper cream butter jams mayo mustard salad dressing etc) in bulk dispensers bowls etc
To request this option include instructions in the Comments Box of the RA order form
None
ldquoBoxed lunchesrdquo can be served on trays -rather than individual boxes- and replacing single serve condimentschips with bulk serving options
To request this option include instructions in the Comments Box of the RA online order form If there is a need for staff to bring their lunches back to their
office brown bags can be provided
None
Sustainable menu options Notes for Meeting Planners Cost Implications Organic andor locally sourced menu options are available
RA promotes the use of local and natural (no growth
hormones or additives) products based on season
and region Therefore menu options may be
limited
These items typically cost 30- 50 more
Limited (or no) meat menu can be prepared with a range of vegetarian options diverse in flavorstextures
RA can provided excellent vegetarian options upon
request Some online options are all vegetarian and
some menus can be customized with RA directly
Vegetarian options tend to cost less than meat
options
Organic wine or beer can be purchased Natura brand organic wines are available through
RA
Varies by product 30- 50 higher cost or
approximately $1195 per person
Educating attendees Notes for Meeting Planners Cost Implications
Table tents or informative signage can be
provided letting attendees know about
sustainability of foodbeverageservice
(highlighting what is local organic fair-trade
bulk serving dishware)
RA is happy to set up table tents with titles of the
food items being served at the event Just email
Michelle Perry at MPerryifcorg for your specific
requests
None
SUSTAINABLE MEETINGS GUIDE Version 24
25
ANNEX 4 ndash SELECTING A VENUE
Below is suggested language for a phone conversation formal Request for Information (RFI) Request for Proposal (RFP) or any written communication This will allow you to easily collect information about a venuersquos services that have minimal environmental impacts as well as efforts of the venue to minimize the environmental impacts of their operations This can also be used as a guide for what sustainable options that to look for when selecting a venue The World Bank Grouprsquos Commitment to Sustainability The World Bank Group (WBG) is committed to minimizing the environmental impact of its internal business operations This includes ensuring resource efficiency minimizing waste providing healthy surroundings in which to work and giving back to local communities where we do work This approach is consistent with our mission We will achieve our objectives by working in partnership with vendors whose products and services align with our commitment to sustainability
Venue
Basic YN Notes
Venue is in close proximity to public transport airport connection hotels or other
event venues
Venue provides visible and accessible reduction reuse and recycling services for
paper metal plastic and glass
The venue has an energy management program ensuring temperature is kept at
reasonable levels (such as 72 degrees Fahrenheit in summer 68 in winter) and that
this can be adjusted according to the dress code for an event
Venue instructs staff to shut off HVAClights when guests are not in meeting rooms
or other areas of the facility
Venue trains its staff to implement its environmental policies
Venue purchases environmentally preferable products (recycled paper products
green cleaning products etc)
Going Further YN Notes
Venue has an environmental policy and action plan covering sustainable
procurement energy saving catering services cleaning transport and waste
Venue is third party certified (examples in US LEED building Green Seal hotel etc)
If venue is not third party certified it follows sustainability principles such as
installed high insulation designed to maximize the use of daylight uses energy
efficient lighting and water-saving appliances in kitchen and toilets
Venue uses renewable energy on site or buys Renewable Energy Certificates
Venue separates and composts its organics or will work with organizer to instate a
program
Venue purchases environmentally responsible cleaning products for carpets floors
kitchens and bathrooms (minimum 50 percent of products are environmentally
responsible)
Venue requests that suppliers have environmentally responsible policies and
supports vendors who do
SUSTAINABLE MEETINGS GUIDE Version 24
26
ANNEX 5 ndash SELECTING A HOTEL For Overnight Guests
Below is suggested language for a phone conversation formal Request for Information (RFI) Request for Proposal (RFP) or any
written communication This will allow you to easily collect information about a hotelrsquos services that have minimal environmental
impacts as well as efforts of the hotel to minimize the environmental impacts of their operations This can also be used as a guide for
what sustainable options that to look for when selecting a hotel venue
The World Bank Grouprsquos Commitment to Sustainability The World Bank Group (WBG) is committed to minimizing the environmental impact of its internal business operations This includes ensuring resource efficiency minimizing waste providing healthy surroundings in which to work and giving back to local communities where we do work This approach is consistent with our mission We will achieve our objectives by working in partnership with vendors whose products and services align with our commitment to sustainability
Selecting a Hotel
Basic YN Notes
Hotel is located within walking distance of the meeting venue and is easily accessible by public
transport
Hotel implements water-conservation practices including low-flow showerheads and toilets
Hotel implements a recycling program
Hotel implements energy efficiency practices ensuring temperature is kept at reasonable levels
(such as 72 degrees Fahrenheit in summer 68 in winter) and HVACelectricity is turned off when
rooms are not used
Heating and air conditioning systems are easy for guests to operate (and adjust when necessary)
Hotel has a linen reuse program and place-cards in each room letting guests know of this
Hotel participates in paperless check-inout procedures
Hotel instructs staff to shut off HVAClights when guests are not in their rooms or other areas of
the facility
Going Further YN Notes
Hotel has an environmental policy and action plan covering sustainable procurement energy
saving catering services cleaning transport and waste
Hotel is third party certified (in the US examples include LEED building Green Seal hotel etc)
If Hotel is not third party certified it follows sustainability principles such as installed high
insulation designed to maximize the use of daylight uses energy efficient lighting and water-
saving appliances in kitchen and toilets
Hotel trains its staff to implement its environmental policies
Hotel uses renewable energy on site or buys Renewable Energy Certificates
Hotel separates and composts its organics or will work with organizer to instate a program
Hotel that offers bulk dispensers for shampoos and soaps in guest rooms
Hotel purchases environmentally preferable products (recycled hand towels toilet paper etc)
Hotel requests vendors to have environmentally responsible policies and supports vendors who
do
SUSTAINABLE MEETINGS GUIDE Version 24
27
Hotel purchases environmentally responsible cleaning products for carpets floors kitchens and
bathrooms (minimum 50 percent of products are environmentally responsible)
Hotel delivers newspapers to rooms only if requested and not wrapped in plastic bag
Guest laundry containers are reusable (eg baskets)
Going Even Further YN Notes
Hotel utilizes rain water andor grey water in its buildings
Hotel key cards are linked to energy appliances (ex light automatically switch off when people
leave the room)
Hotel groundsrsquo practices are sustainable (ex only local plants tolerant of local climate are used
etc)
Insulating covers are installed on all indoor and outdoor swimming pools and hot tubs to reduce
both energy and water use (ie evaporation)
Automatic controls are in place for heating and cooling with levels set to the minimum necessary
for comfort
Hotel vehicles operated are efficient and low emission
If you print this guide please only print it black and white and double-sided
ANNEX 6 - World Bank Group Approved Sustainable Vendors for Headquarters
Restaurants (close to WBG Headquarters buildings)
Company Name VIN Contact Information Website Best Used Forhellip
Founding Farmers NA 1924 Pennsylvania Ave NW
202-822-8783
Link Client LunchesDinners
Nora NA 2132 Florida Avenue NW
(202) 462-5143
Link Client LunchesDinners
Farmers and Fishers NA 3000 K Street NW
202-298-0003
Link Client LunchesDinners
Print Shops Company Name VIN Contact Information Website Best Used Forhellip
Plaza Art Store
NA 1990 K Street (2nd Floor)
202-331-7090
Purchasing Foam Poster Boards
EcoPrint 120419 Roger 301-585-7077 Link Sustainable printing needs
Giveaways amp Supplies Company Name VIN Contact Information Website Best Used Forhellip
Fairview Specialties 16952 Rick 410-242-1217 x 1602 Link Eco-Giveaways
ePromos 86267 1-877-377-6667 Link Eco-Giveaways
Advertise America 9830 1-800-579-4883 Link Eco-Giveaways
Office Max Office Max Link Environmentally-friendly office products
ReBinder Office Max Link Recycled Binders
Transportation Company Name VIN Contact Information Website Best Used Forhellip
Veolia Transportation 111458 Alex Cournol 301-965-2080 Fuel Efficient sedans SUVs motor coaches
Sunnys Executive Sedan 4517 1-800-949-0949 Fuel Efficient Sedans amp SUVs
Hotels (close to WBG Headquarters buildings) Reserve through American Express
Company Name VIN Contact Information Website Best Used Forhellip
Beacon Hotel 88406 1615 Rhode Island Avenue NW Link Hotel rooms
Washington Circle Hotel 9062 One Washington Circle NW Link Hotel rooms unique venue
Fairmont Hotel 7073 2401 M Street NW Link Hotel rooms
Topaz Hotel 1733 N Street NW Link Hotel rooms
Hotel Rouge 1315 16th
Street NW Link Hotel rooms
Hotel Palomar 2121 P Street NW Link Hotel rooms
Food amp Wine
Company Name VIN Contact Information Website Best Used Forhellip
Calypso Wine Distributors 114860 Beth-ann Roth 703-464-5550
1725 Eye Street NW Ste 300
Link Giveaways specialty wine at events
Note The above companies have been selected to help you get started If you have additional recommendations or
know of any other WB-approved vendors please contact Vanessa Ferragut to get these added to the next version
SUSTAINABLE MEETINGS GUIDE Version 24
29
References
1 ldquoLivestock and Climate Changerdquo World Watch Institute Retrieved from
httpwwwworldwatchorgfilespdfLivestock20and20Climate20Changepdf
2 Blue Green Meetings Retrieved from httpwwwbluegreenmeetingsorgSuppliersAccommodationshtm
3 Spatrisano A amp Wilson N (2007) Simple Steps to Green Meetings and Events United States of America
4 Tesdahl Ben (2008) Meetings Law Spelling Out lsquoGreenrsquo in Black and White Meetings Industry Megasite
Retrieved from httpwwwmimegasitecommimegasitearticlesarticle_displayjspvnu_content_id=1003849215
5 Barbara Scofidio (July 8 2009) Green It and Mean It Meetings Net Retrieved from
httpmeetingsnetcomnewsgreen-effort-meetings-0708
6 Wallace E Mathai M Heath A Convention Industry Council (2008) Convention Industry Council Manual 8th
Edition Washington DC
7 Cortese Amy (2009 September) Are We Doing Enough One Magazine September Issue
8 Hill Lori (2009) If You Green It They Will Come [PowerPoint slides] lori hill event productions Retrieved from
IFC Footprint website httpifcnetifcorgintranetfootprintnsfAttachmentsByTitlepres_EarthDay2009_IfYouGreenIt$FILEIf+You+Green+It+They+Will+Comepdf
9 UNEP ICLEI (2009) Green Meeting Guide 2009 Roll out the Green Carpet for your Participants
10 Kaplan Jonathan National Resource Defense Council ldquoEat Green Our everyday food choices affect global
warming and the environmentrdquo Retrieved from wwwnrdcorg
11 ldquoLivestockrsquos Long Shadowrdquo by Food and Agriculture Organization of the United Nations Retrieved from
httpwwwfaoorgdocrep010a0701ea0701e00HTM
12 Meeting Strategies Worldwide Retrieved from httpwwwmeetgreencom
13 Telschow Roger (2009) Guide for the Responsible Print Buyer United States of America
SUSTAINABLE MEETINGS GUIDE Version 24 8
World Bank Grouprsquos HQ internal caterers For requests with external caterers you can use the RFP language in the
Annexes mentioned below
Here are some quick tips to help you get started
Choose Dishware Disposable cups plates and flatware not only add to landfills they also do not deliver the same ldquofirst-classrdquo catering service experience as dishware
Eat sustainable amp local Go organic where possible Opt for seasonal and locally grown produce-based meals Buying locally grown products helps support the communities and offers fresher seasonal choices without the transportation impact It is also a great way to celebrate the regionrsquos local flavor Consider a limited-meat menu - raising animals for food requires more energy water and other inputs than growing grains or vegetables and is responsible for almost 18 of annual world-wide greenhouse gas emissions1
Choose Sustainable Seafood Request caterers to not use fish on the Monterey Bay Aquariumrsquos Seafood Watch ldquoAvoidrdquo (red) list and aspire only to including fish that are on the ldquoBest Choicesrdquo and ldquoSuper Greenrdquo (green) lists Consumer demand for seafood increases is depleting fish stocks around the world and harming oceans The Monterey Bay Aquarium guide provides up to date information on sustainable seafood choices available in the US You can read more at httpwwwmontereybayaquariumorgcrcr_seafoodwatchsfw_recommendationsaspx
Request Fair Trade organic andor shade grown coffee and tea to help reduce the reliance on deforestation and pesticide use in growing these crops
Compost it If disposables must be used a good idea would be to use compostable disposables However this is only a good choice when your food scraps and disposables will be composted You will need to ensure that your venue has set up a means to collect and compost those disposables Compostable items thrown in with regular trash will just end up in the landfill where they will not decompose
Donrsquot pre-fill Ask your caterer not to pre-fill glasses of water at banquet tables- this can save substantial amounts of wasted water for large events
Emphasize the 3Rs Reduce Reuse Recycle Have recycling bins clearly visible and accessible where the meals will be served if there are individual glassaluminum beverage containers -or the like- that can be recycled
Ban the Bottle Request caterers to provide liquids in carafes ndash including water and juices Individual bottles require fossil fuels to be produced packaged and transported eventually ending up in landfills Similarly request that meals be provided on platters rather than individually packaged especially with ldquoBrown Bagrdquo lunch menu options
Bulk up Request bulk dispensers for all condiments sugar salt amp pepper cream butter etc to reduce waste from single-serve packets
Know your numbers Have attendees lsquosign-uprsquo for meals Gather an accurate attendance count Better attendance numbers will reduce food waste and costs
Evaluate and Donate Inform caterers of the exact number of participants and re-evaluate quantity needed during the meeting to help avoid waste Ask your caterer to donate leftovers to local charities
Communicate it Ask your caterer to create small table-top signs by the food being served highlighting sustainability efforts (local sustainable no packaging etc)
Composting Food waste produces methane as it decomposes in landfills if it decomposes at all Ask your
caterer if they happen to compost or would consider bringing in a composter specifically for your event At the
World Bank MC and F Building a new lsquopulperrsquo and lsquoeCorectrsquo dehydration systems turn heavy wet food waste into
It takes three liters of water to produce one
liter of bottled water ndash Pacific Institute
Studies by the World Bankrsquos Agriculture and Rural
Development Department indicate that coffee is one of the
worldrsquos most important cash crops and is vital to the
livelihood of more than 25 million small coffee farmers
globally Fair trade programs ensure that in exchange for
conducting their coffee farming in sustainable ways farmers
receive help to start cooperatives guaranteeing a higher
price for their beans which they invest back into their farms
and their communities
By not pre-filling water glasses at banquet tables during three days of served lunches for 2200 attendees 520 gallons of water can be saved
Information provided by Meeting Strategies Worldwide
SUSTAINABLE MEETINGS GUIDE Version 24 9
Best Practice Tips
Did you know that the coffee and tea served at breakfast can be used again for your
meetingrsquos morning break Rather than placing another order for the morning break
ask catering to leave the coffee and hot water urns out from the morning and replace
only what is necessary This can be replicated for the afternoon break by using the
lunchtimersquos coffee amp tea urns
a dry odor-free and nutrient-rich soil-like material The result is an 80ndash95 percent reduction in both the weight
and volume of food waste For more information visit httpgoworldbankorgV0M5EF2OT0
ANNEX 2 provides suggested language for a phone conversation a formal Request for Information (RFI) or Request for Proposal (RFP) This will
allow you to easily collect information about a catererrsquos products and services that have minimal environmental impacts It also collects information
on the caterersrsquo efforts to minimize the environmental impacts of their business operations This can later be used for communicating to attendees
as well as a guide for sustainable catering options that you should consider for your event
ANNEX 3 is for meetings and events planned by HQ-based WBG staff Since we are required to use the catering services provided by Restaurant
Associates (RA) a list of suggested sustainable catering options is provided for you to discuss with your Conference Service representative along
with a list of RArsquos default sustainable products and services as an FYI Restaurant Associates is dedicated to providing excellent service at WBG HQ
properties and can accommodate most catering needs
SUSTAINABLE MEETINGS GUIDE Version 24 10
Selecting a VenueHotel for Your Event or Overnight Attendees
At times you will need to source an external venue to host
your WBG event You may also need to source an external
hotel to host your out-of-town guests Using a venue or hotel
whose sustainability goals and objectives align with yours
provides you with more options to green your event
Consider using a venue that has a sustainability mission Ask if
your hotel offers a linen and towel reuse program has recycling services or paperless check-inout procedures You can
include these sustainability criteria in all your RFPs
Below are a few things to consider
Does the venuehotel already have sustainability practices in place Does the venue participate in any recycling
programs Do they practice energy conservation For the United States ask if they have earned any certifications
such as Green Seal Is this type of information advertised to the public For international hotels certifications
vary and may not always be awarded by the most credible sources If this is the case use the language in the
Annex for conversations and emails with hotelvenue representatives
Ask potential venueshotels to send you a summary of the environmental measures they have in
place Learning about a venuersquos best practices will help you learn what the industry is doing to be
green You might even get some great ideas from their policies for your next meeting
Is the venuehotel willing to work with your meetingrsquos green needs Many times venues wonrsquot have their own
green agenda but if asked some venues may be willing to modify services to accommodate your requests
Include in the contract a clause that states their commitment to fulfill the sustainability needs of your event
Is the venuehotel accessible by public transportation from the airport or the downtown area Is it also close to
other event locations to minimize the need for ground transportation Do they offer a shuttle to be used by your
meeting attendees to avoid the need for individual cabscars
Annex 4 is for Venue selection and Annex 5 is for Hotel selection of overnight guests Both annexes provide suggested language for a phone
conversation or formal Request for Information (RFI) or Request for Proposal (RFP) This will allow you to easily collect information about a
venuehotelrsquos efforts to minimize the environmental impacts of their operations and services This can also be used as a guide for what sustainable
options to look for when selecting a venuehotel
Annex 6 provides a list of World Bank Group-approved hotel vendors that have sustainable practices in place
A building earning the US Green Building Councilrsquos LEED Platinum certification has heatingcooling systems that donrsquot run for 13 of the year consumes 23 less energy than a typical office building and 13 of the buildingrsquos energy comes from renewable resources
SUSTAINABLE MEETINGS GUIDE Version 24 11
Selecting Ground Transportation
While most of your meetings may be taking place locally or within World Bank Group facilities please consider the type of ground transportation your guests will be taking from their hotels apartments airports or any offsite retreats you plan
Keep it close Locate all venues within walking distance of one
another Shorter distances = less environmental impact Having your evening reception at a restaurant within safe walking distance from the hotel saves you both time and money
Public Transportation Encourage the use of public transportation when possible Provide information complimentary passes and maps in guest packages if this is a city with which your guests are not familiar
Request fuel-efficient vehicles If you have to move a number of meeting attendees from one place to another using mini-buses or vans ask your transportation carrier if they own or lease any fuel efficient or hybrid vehicles
Turn it off If you hire a ground transportation provider request the company to instruct drivers to turn off the engine in order to minimize idling of vehicles when waiting for guests In many states (such as DC) this is the law
Transportation contributes approximately one-third of all US carbon dioxide emissions and must be a prime target for major greenhouse gas reductions -Sierra Club
SUSTAINABLE MEETINGS GUIDE Version 24 12
Gifts and Giveaways
Sometimes your events may call for some sort of incentive prize giveaway or other such token of appreciation of
attendeesrsquo participation Below are some helpful hints when sourcing such items
Buy Local Try purchasing items that are made as close to where you will need to ship them This minimizes the time it will take the product to arrive the amount you will spend on shipping and your carbon footprint in terms of transportation and fuel For example avoid items made abroad if your meetingevent is taking place in the United States
The Gift that Keeps on Giving Encourage the purchase of useful giveaways such as travel mugs aluminum water bottles USB drives and other such items that participants can reuse again and again This helps to minimize the amount of waste going to the landfill from items that are intended for one-time use
Whatrsquos in [the material] for me If you are sourcing giveaways such as t-shirts reusable canvas bags etc consider requesting organic cotton or products made of organic andor sustainable materials Materials such as organic cotton organic hemp organic wool kapok buckwheat or millet hulls or silk are comfortable and sustainable Some even come in colorful new designs using eco-safe dyes and color grown cotton Make sure that your items are Polyvinyl chloride (PVC) and Bisphenol A (BPA) free Ask your supplier about these materials and if heshe can help you find them for your specific order
Get your facts Just because your vendor is telling you the product is green may not always mean it is Remember that they are trying to sell you something There are many suppliers who obtain certifications (either for certain products or their entire business) to show they follow industry best practices vis-agrave-vis environmental and social responsibility Ask your supplier if they have obtained any such certifications or adhere to any sustainability principles that they can verify
Did you know that many of the crops that produce the fibers used to make our clothing and home waresmdashoften those we sleep in every nightmdashaccount for some of the highest pesticide usage In fact it takes roughly one-third of a pound of chemicals (pesticides and fertilizers) to grow enough cotton for just one T-shirt which is why it is important to consider organic cotton and other alternative fibers
Source wwworganicorg
SUSTAINABLE MEETINGS GUIDE Version 24 13
Making it Carbon Neutral
A meeting or conference can be considered carbon neutral when all possible efforts have been made to reduce the
greenhouse gas (GHG) emissions resulting from the meeting and when carbon offsets have been purchased to
compensate for the unavoidable emissions
Below yoursquoll find important steps to help measure and offset the emissions associated with your event When we
mention ldquocontact usrdquo please use the contact information for the World Bank Corporate Responsibility and the IFC
Footprint Program team members that can be found on page 2 of this Guide
Collect Data Yoursquoll need to gather data from a number of different sources to calculate the emissions from your
meeting These are
Energy at the meeting venue ndash you will need to find out the average annual (or monthly) electricity consumed
and fuel used (in boilers or generators) at the venue This data will then be prorated for the length of your
event You should ask a representative from the venue for this data from utility bills or purchase records If you
are unable to collect this data ask the venue for information about the size of the conference venue ndash contact
us and we can apply an energy intensity figure to this area to estimate the electricity consumption
Air transport to event ndash you will need to account for the distance traveled by each attendee that is not WBG
staff - each flight leg should be identified For example for an attendee going to a conference in Delhi India you
would need to know that they traveled from Washington-Dulles to Delhi through London-Heathrow and record
each of the airport codes (ie IADLHRDEL) Similarly you would need to know the routing of their return trip
NOTE All GHG emissions from flights taken by WBG staff are already reported annually and carbon offsets are
purchased to make these flights carbon neutral
Ground transport to and from the venue (between venue and hotel or airport and hotel) ndash you would need to
know how people traveled to and from the meeting how many people by what means (car--gasolinediesel
bus rail other) and over what distances For example for attendee A you would want to know that they
travelled 2 km by bus to get to the hotel and then 1 km by taxi to get to the conference venue
Hotel rooms utilized by attendees of the event - If there are a number of hotel rooms involved then you would
need to know how many hotel room days were used in order to estimate the energy associated with those
rooms based on region
Calculating your emissions ndash the World Bank Corporate Responsibility and IFC Footprint Program teams are happy to
help you calculate your emissions Please contact us to request our greenhouse gas emissions calculator and we can
help you fill out the calculator to properly calculate your emissions
Offsetting your emissions ndash the World Bank Corporate Responsibility and IFC Footprint Program teams are also happy to
help you offset these emissions Please contact us to discuss how we can offset your emissions through the purchase of
carbon offsets
SUSTAINABLE MEETINGS GUIDE Version 24 14
Communicate Your Greening Efforts
Without communicating the impact of these great efforts undertaken the sustainable event is only half effective Sustainable meetings are about creating awareness and building understanding Ensure your event communications inform attendees about the great efforts involved to reduce the negative environmental impacts of this event
Take the Floor If yoursquore the meeting coordinator you have the opportunity to spread the word Introduce yourself at the beginning of the meeting and explain the basic concepts you have incorporated point out where the recycling bins are and remind people of other key aspects of your sustainable event
Shout it out If you select to have an attendee packet consider emailing it first Materials should emphasize the vision of greening the event Have a short summary that states your goal and provides examples of sustainable options at your event (include statistics that show the impact where possible)
Example ldquoBy not printing attendee packets we were able to save an estimated 800000 sheet of paper and 8000 binders This saves about 67 trees greenhouse gases equivalent to approximately 2 cars per year 65801 gallons of wastewater and 7765 pounds of solid wasterdquo
The following websites can help you calculate your eventrsquos footprint for communication purposes
[Paper] Environmental Defense Paper Calculator
[Ground transportation] EPA calculator for converting gasoline usage or passenger vehicles into environmental impacts (use Option 1)
[Catering] EPA food waste calculator
[Waste recycling] North East Recycling Center calculator
Invite your vendors to tell their story Ask the venuehotel to provide information on what they have done to
help green the event and include this in your communications Invite the venue to create and hang a poster up at your event on their greening efforts
Show it off Ask your caterer to create small table-top signs by food highlighting sustainability efforts (local
sustainable organic no packaging etc)
Get preachy If you have selected a sustainable giveaway help encourage behavior change with fun facts For
example you can include a card or text that mentions ldquoIt takes three liters of water to produce one liter of
bottled waterrdquo on aluminum water bottles they received at your event By sharing with them useful facts and
information your attendees are more likely to reuse that giveaway in a fashion intended to minimize their own
footprint going forward
For templates and examples contact your IFC Footprint Team or WB Corporate Responsibility Team or visit the Footprint Programrsquos website to download your own copies
Best Practice Tips
Create table tents asking participants to take only what they need
and to return name badges for future use (best to create a
designated area for name badge return- a simple box labeled at
your registration area works well) Attendees like being informed
and getting involved Contact us for templates
SUSTAINABLE MEETINGS GUIDE Version 24 15
E-Meetings
The World Bank Group provides resources to help you host virtual meetings This is an easy way to reduce costs and
your travel footprint while allowing a larger number of people the ability to attend a meeting A series of training
sessions and seminars have been designed to help planners in coordinating electronic meetings In addition eServices is
available to assist planners with any video conferencing service needs Lastly stay tuned for the rollout of Telepresence
centers
eMeetings eMeetings is a great solution for all your online meeting needs especially when you want to share documents andor presentations among globally dispersed teams located both at HQ and in the country offices -- either with or without videoconferencing session conduct a training online conduct a facilitated session between participants at HQ and in the country offices and have the ability to enter commentsthoughts live via an electronic Whiteboard demonstrate system solutions online
o IFC eMeeting eLearning Module Learn how to schedule an eMeeting through your Lotus Notes calendar as well as online This module will cover the dos and donts when working with an eMeeting as well as best practices Available on LMS (no link)
CMA Polycom CMA Polycom enables IFC staff to use their computers to conduct point-to-point video
conferences with each other or participate in a scheduled video conference This is a great way to enhance your
meetings and connect to colleagues when you are traveling working from home or just sitting in your office at
HQ How can you start trying out the CMA Polycom Talk to your IT Coordinator who can request CMA
application installed on your IFC PC You will also need a webcam or built-in PC camera Note that people you
wish to conference with must have the application installed and they must be available and remember if you
are in a location with slow connectivity CMA use may not be recommended
IFC An Introduction to Web Conferencing This 20-minute tutorial introduces web conferencing concepts and features It also covers the PREP (Planning Rehearsal Execution Post-Mortem) Model for web conferencing to guide you in the design and delivery of training sessions or meetings Upon completion of this program staff will understand best practices for conducting successful web conferences and the benefits of web conferencing including how it supports the IFC Footprint program Available on LMS (no link)
Video Conferencing Services World Bank Staff can request Global Videoconferencing Services (GVS) which consist of two-way video audio and broadcast video either between two or among multiple locations Contact eServices for booking information or email wbvideoworldbankorg These cost about $205 per session including long distance charges and must be made at least 24 hours in advance
Adobereg Connect is a web conferencing application used to deliver online meetings and webinars It is Internet-
based and uses Adobe Flash technology A World Bank Group computer is not necessary to deliver or participate
in Adobe Connect virtual meetings Virtual meetings may include features such as screen sharing web tours
voice over IP file uploads and document collaboration to make them interactive and participant-friendly An
Adobe Connect license is necessary in order to set up a web meeting Each VPU has an Adobe Connect champion
who manages the licenses and may assist in meeting setup and support Meetings remain available until they
are deleted so a meeting space can be reused as often as necessary For more information write to
iLearningworldbankorg
Skype Skype is a software application installed on individual computers that allows users to make voice and
video calls over the internet for free to other Skype users and for a low fee to landlines cellphones etc Skype
was installed on all WBG computers in 2010 If you need help setting up Skype contact your IT Coordinator If
SUSTAINABLE MEETINGS GUIDE Version 24 16
you have Skype on your machine but have never used it you will need to take some steps to start using it Visit
this link for more information
Telepresence Centers Telepresence centers are
currently under construction in the MC Building the F building (IFC)
and IFC offices in Istanbul Hong Kong and should be fully
operational by 2012 Similar to videoconferencing telepresence
centers connect users in different locations through the use of high
definition video technology The goal is to simulate being in the
same room with meeting attendees across the world This is often
done through the use of similar tables chairs and backgrounds in
each telepresence center Look for more information on the WBG
telepresence centers in late 2011
If you print this guide please only print it black and white and double-sided
Checklist for Internal Events
The World Bank Group Knows Sustainable Meetings Every day at headquarters we host dozens even hundreds of meetings for internal staff ldquoBrown bagrdquo lunches staff trainings team meetings etc Below is a quick reference guide to taking small steps that lead to big impacts in minimizing the World Bank Grouprsquos footprint
General Tips
Get your team on board Let your planning team managers and attendees know of your efforts to green your next meeting or event Consider including this in your broadcast emails Lotus Notes meeting invitation or general email invitations to attendees
Walk through Before your event walk through the meeting room yoursquove reserved and make sure that the recycling bins are set-up where they should be HQ Only Email ifceventsifcorg for the F building or wbeventsworldbankorg for the WB buildings to ensure recycle bins are set-up properly in the room
Communicate it You can request informative templates from the IFC Footprint Program and the WB Corporate Responsibility team to print and display at your event For more information contact Vanessa Ferragut at vferragutifcorg or Adam Rubinfield at arubinfieldworldbankorg HQ Only Templates are available to communicate the sustainable nature of your event for placement on cafeteria tables
Make it Carbon Neutral The Corporate Responsibility and Footprint programs can help you calculate the emissions from your event and work with you to offset these emissions
Printing and Paper Use
Go paperless (or slim it down) Consider limiting the number of handouts you bring to you meeting Send these electronically after the events HQ Only If your department doesnrsquot have a departmental projector contact IFC Events at ifceventsifcorg or at the WB visit httpgsdconference to request one
Print it green Did you know that the paper provided in printers is already 100 recycled and all printers are defaulted to double-sided printing If you MUST print try and provide handouts using black amp white printing only
Choose erasable Use reusable dry-mark erasable boards instead of paper flip charts Ensure ldquonon-toxicrdquo markers are used HQ Only You can contact IFC Events at ifceventsifcorg or at the WB visit httpgsdconference to request a dry erase board
Generalize it Design and write all materials produced for the meeting (such as banners posters signs place cards) with generic language (do not put dates or locations) to allow them to be reused for other meetings
Reuse it You can save money and paper by reusing the foam backing to your existing posters Just reprint the front and glue on a new one HQ Only You can give old foam backings for posters back to the customer service desk at the GSD print shop in MC-C3-300
Digitize It Did you know that the WB Headquarters building has multiple electronic message boards where you can post event advertisements rather than using posters HQ Only Email Kenneth Wu at kwu1worldbankorg to post these electronic announcements in the MC H I and J buildings Contact Dila Zeynep Serpil at DSerpilifcorg to get your message posted on IFCrsquos K Street flat screen (needs to be designed as a landscape-type flyer)
Survey says If distributing surveys at your event considering using only a half page format For post-conference follow up send this electronically You can create your own electronic survey for free at wwwsurveymonkeycom
Sustainable CateringDining Out
Choose dishware Disposable cups plates and flatware not only add to landfills they also do not deliver the same ldquofirst-classrdquo catering service experience as dishware HQ Only When filling out RArsquos catering order
online specify in the ldquoSpecial Commentsrdquo section to provide dishware and NO disposables Currently RA charges $75 in tier two rooms for dishware but calculating costs of disposables it is actually a savings anytime you host an event
SUSTAINABLE MEETINGS GUIDE Version 24
18
or meeting for 20 or more people Note that the pricing structure for this is being evaluated to encourage the use of dishware over disposables
Eat sustainable amp local Go organic where possible Opt for seasonal and locally grown produce-based meals Order sustainable seafood Also consider a limited meat menu - raising animals for food requires more energy water and other inputs than growing grains or vegetables HQ Only You can work directly with RA at the IFC through ifceventsifcorg or at the World Bank Buildings - extension 82000 or email WBeventsworldbankorg RA follows the Monterey Bay Aquariums suggestions for sustainable seafood
Request Fair Trade organic andor shade grown coffee and tea HQ Only Restaurant Associates default for coffee served at meetings and events is Starbuckrsquos Fair Trade coffees- there is no additional charge for these choices
Compost it If disposables must be used be sure they are biodegradable or can be composted Also ensure the venue has set up means to collect and compost those disposables HQ Only The MC and F (as of
November 2010) buildings currently have the capacity to compost Make sure that any food or compostable serving
ware remaining after your meeting is composted by sending an email to WBeventsworldbankorg
Donrsquot pre-fill When hosting a sit down event ask caterers not to pre-fill glasses of water at banquet tables- this can save substantial amounts of wasted water for large events
Lose the packaging When placing your catering order specify to use bulk serving containers instead of individual serving sizes of butter spreads etc Request carafes of water rather than individual water bottles etc Similarly request meals be provided on platters rather than individually packaged Request bulk dispensers for all condiments sugar salt amp pepper cream butter etc HQ Only Please place these requests in the ldquoSpecial Commentsrdquo section of the RA online form when placing your catering order
Donate Inform caterers of the exact number of participants and re-evaluate quantity needed during the meeting to help avoid waste Ask your caterer to donate leftovers to local charities HQ Only RA donates excess food production to DC Central Kitchen on an as-needed basis Food that has been served in a buffet is disposed in accordance with healthy and safety regulations
Communicate it Ask your caterer to create small table-top signs by food highlighting sustainability efforts (sustainable no packaging local etc) HQ Only You can contact IFC Events at ifceventsifcorg
Giveaways
Buy local Try purchasing items that are made as close to where you will need to ship them This minimizes the time it will take the product to arrive the amount you will spend on shipping and your carbon footprint in terms of transportation and fuel
The gift that keeps on giving Encourage the purchase of useful giveaways such as travel mugs aluminum water bottles USB drives and other such items that participants can reuse again and again This helps to minimize the amount of waste going to the landfill from items that are intended for one-time use
Whatrsquos in [the material] for me If you are sourcing giveaways such as t-shirts reusable canvas bags etc consider requesting organic cotton or that your items are made of organic andor sustainable materials Materials such as organic cotton organic hemp organic wool kapok buckwheat or millet hulls or silk are comfortable and
sustainable Also make sure to ask that the product is Polyvinyl chloride (PVC) and Bisphenol A (BPA) free
Get your facts Just because your vendor is telling you the product is green may not always mean it is Remember that they are trying to sell you something There are many suppliers who obtain certifications (either for certain products or their entire business) to show they follow industry best practices vis-agrave-vis environmental and social responsibility Ask your supplier if they have obtained any such certifications or adhere to any sustainable principles
that they can verify HQ Only Refer to Annex 6 in this Guide for a list of WBG-approved giveaway vendors who
source sustainable giveaways
Transportation
By train bus or bike Communicate to outside attendees the public transportation accessibility of your WB of IFC office building to discourage use of vehicles
SUSTAINABLE MEETINGS GUIDE Version 24
19
Checklist for Off-Site Events
The World Bank Group Knows Sustainable Meetings
Whether yoursquore greening a local meeting for 6 people or an international meeting for hundreds there are many
tools within the WBGrsquos resources that can help you successfully minimize your meetingrsquos footprint and save money
Getting Started Things to Ask
Why does your department want to go green
If there are additional costs involved in hosting a sustainable event are you willing to commit to this financially Consider that you may also be saving money on something items as well
Are you interested in greening only one or two components of your event or most of the event
What do you and your meeting planning committee see as the most important component to a sustainable event
Printing and Paper Guidelines
Go paperless (or slim it down) Provide participants with a CD or USB stick with all the conference material or send electronically after the events Have printingcopying facilities available on request at the venue for attendees that must print hard copies of materials
Start with the printer Choose environmentally responsible printing companies for external printing contracts HQ
Only Refer to Annex 6 in this Guide for a list of printers that have sustainable practices
Print it green Use 100 recycled with a minimum of 65 of post consumer waste content avoid glossy publications give preference to soy based or vegetable oil inks for all printing purposes and make all necessary handouts black and white (when possible) and double-sided
Sustainable note-taking Use reusable dry-mark erasable boards or blackboards instead of paper flip charts if available Ensure ldquonon-toxicrdquo markers are used
Generalize it Design and write all materials produced for the meeting (such as banners posters signs place cards) with generic language (do not put dates or locations) to allow them to be reused for other meetings
Poster printing You can save money and paper by reusing the foam backing to your existing posters Just reprint the front and glue on a new one
E-signs Ask your venue if they have electronic screens where you can display your event information without the need of a poster or easel Make sure to get the right dimensions so that you can design your sign so it doesnrsquot look stretched out
Survey says If distributing surveys at the meeting consider printing on 100 recycled paper double sided For post-conference follow up send the survey electronically
Sustainable Catering
Choose dishware Disposable cups plates and flatware not only add to landfills they also donrsquot deliver the same ldquofirst-classrdquo catering service experience
Eat sustainable amp local Go organic where possible Opt for seasonal and locally grown produce-based meals Buying locally grown products helps support the communities and offers fresher seasonal choices without the transportation impact Consider a limited meat menu - raising animals for food requires more energy water and
other inputs than growing grains or vegetables HQ Only Refer to Annex 6 in this Guide for a list of restaurants in the
DC area that have sustainable practices
Choose sustainable seafood Request your caterer to follow the Monterey Bay Aquariumrsquos Seafood Watch guide As consumer demand for seafood increases it is depleting fish stocks around the world and harming oceans
Request Fair Trade organic andor shade grown coffee and tea
SUSTAINABLE MEETINGS GUIDE Version 24
20
Compost it If disposables must be used be sure they are biodegradable or can be composted Also ensure the venue has set up means to collect and compost those disposables Compostable items thrown in with regular trash will end up in the landfill ndash and most landfill conditions do not allow for decomposition
Donrsquot pre-fill Ask your caterer not to pre-fill glasses of water at banquet tables - this can save substantial amounts of wasted water for large events
Lose the packaging Request your caterer to provide liquids in carafes ndash including water and juices Individual bottles require fossil fuels to be produced packaged and transported eventually ending up in landfills Similarly request meals be provided on platters rather than individually packaged
Bulk up Request bulk dispensers for all condiments sugar salt amp pepper cream butter etc
Communicate it Ask your caterer to create small table-top signs by food highlighting sustainability efforts (sustainable no packaging local etc)
Selecting a VenueHotel for Overnight Guests
Visit GSDrsquos Approved-Offsite Venues and here for GSDrsquos Approved Hotels HQ Only Refer to Annex 6 in this Guide for
a list of hotels in the DC area that have sustainable practices in place
Ask potential venueshotels to send you a summary of the environmental measures they have in place Does the venue participate in any recycling programs Do they practice energy conservation Is this type of information advertised to the public Learning about a venuersquos best practices may help you get some great ideas for your next meeting
Is the venuehotel willing to work with your meetingrsquos sustainable needs Many times venues wonrsquot have their own sustainable agenda but if asked some venues may be willing to modify services to accommodate your requests
Is the venuehotel accessible by public transportation from the airport or the downtown area Is it also close to other event locations to minimize the need for ground transportation
Selecting Sustainable Ground Transportation
Destination Choose a destination with minimal travel Shorter distances = less environmental impact
HotelVenue location When booking a hotel or venue consider choosing one that is located near public transportation (Metro bus stop train station etc) or an airport if most people are arriving by plane
Public transport when possible Encourage the use of public transportation when possible Provide information complimentary passes and maps in guest packages
Keep it close Locate all venues within walking distance of one another For example having your evening reception at a restaurant within safe walking distance from the hotel saves you both time and money
Alternative fuel If you have to move a number of meeting attendees from one place to another using mini-buses or vans ask your transportation carrier if they own or lease any fuel efficient or hybrid vehicles HQ Only Refer to
Annex 6 in this Guide for a list of WBG-approved transportation vendors who use energy-efficient vehicles
Turn it off If you hire a ground transportation provider request the company to instruct drivers for your event to minimize idling of vehicles when waiting for guests
GiveawaysOther
Buy local Try purchasing items that are made as close to where you will need to ship them This minimizes the time it will take the product to arrive the amount you will spend on shipping and your carbon footprint in terms of transportation and fuel For example avoid items made abroad if your meetingevent is taking place in the United States
The gift that keeps on giving Encourage the purchasing of useful giveaways such as travel mugs aluminum water bottles USB drives and other such items that participants can reuse again and again This helps to minimize the
amount of waste going to the landfill from items that are intended for one-time use HQ Only Refer to Annex 6 in
this Guide for a list of vendors that have eco-friendly giveaways
SUSTAINABLE MEETINGS GUIDE Version 24
21
Whatrsquos in [the material] for me If you are sourcing giveaways such as t-shirts reusable canvas bags etc consider requesting organic cotton or that your items be made of organic andor sustainable materials Materials such as organic cotton organic hemp organic wool kapok buckwheat or millet hulls or silk are comfortable and
sustainable Also make sure to ask that the product is Polyvinyl chloride (PVC) and Bisphenol A (BPA) free
Get your facts Just because your vendor is telling you the product is green may not always mean it is Remember that they are trying to sell you something There are many suppliers who obtain certifications (either for certain products or their entire business) to show they follow industry best practices vis-agrave-vis environmental and social responsibility Ask your supplier if they have obtained any such certifications or adhere to any sustainable principles that they can verify
Efficient shipping Consider having your giveaways shipped directly to the venue or hotel where yoursquoll be giving these out This saves fuel emissions and costs than having to ship twice (once to your offices and once to the venuehotel)
Make it Carbon Neutral The Corporate Responsibility and Footprint programs can help you calculate the emissions from your event and work with you to offset these emissions
If you print this guide please only print it black and white and double-sided
ANNEX 1 ndash SELECTING A PRINT SHOP
Below is suggested language for a phone conversation formal Request for Information (RFI) Request for Proposal (RFP)
or any written communication This will allow you to easily collect information about a print shoprsquos products and services
that have minimal environmental impacts as well as efforts of the print shop to minimize the environmental impacts of
their operations This can also be used as a guide for sustainable printing and paper options that you should consider for
your print jobs
The World Bank Grouprsquos Commitment to Sustainability The World Bank Group (WBG) is committed to minimizing the environmental impact of its internal business operations This includes ensuring resource efficiency minimizing waste providing healthy surroundings in which to work and giving back to local communities where we do work This approach is consistent with our mission We will achieve our objectives by working in partnership with vendors whose products and services align with our commitment to sustainability
Printing Services Checklist
Basic YN Notes
Do you offer paper options that have high recycled content (ideally 100) with post-consumer waste recycled fiber content (also ideally 100)
Do you use a certification to verify environmentally responsible pulp and paper sources such as FSC or SFI
Can files be proofed electronically
Do you have binding options that break down easily during recycling process or do not need to be removed to recycle printed piece
Do you use vegetable-based inks for printing with the lowest VOC rating
Do you offer paper that is uncoated and either totally Chlorine
Free (TCF) process chlorine free (PCF) or elemental chlorine free
(ECF)
Going Further YN Notes
Does the paper mill use renewable power sources or have other established conservation or recycling practices
Is digital lsquoprint on demandrsquo or waterless printing available
Are you an FSC-certified printer If not can you provide
documentation of an environmental management system
SUSTAINABLE MEETINGS GUIDE Version 24
23
ANNEX 2 ndash SELECTING A CATERER
Below is suggested language for a phone conversation formal Request for Information (RFI) Request for Proposal (RFP)
or any written communication This will allow you to easily collect information about a catererrsquos products and services
they can offer you that have minimal environmental impacts It also collects information on the catererrsquos efforts to
minimize the environmental impacts of their business operations This can also be used as a guide for sustainable
catering options that you should consider for your event
The World Bank Grouprsquos Commitment to Sustainability The World Bank Group (WBG) is committed to minimizing the environmental impact of its internal business operations This includes ensuring resource efficiency minimizing waste providing healthy surroundings in which to work and giving back to local communities where we do work This approach is consistent with our mission We will achieve our objectives by working in partnership with vendors whose products and services align with our commitment to sustainability
Catering Products and Services
Basic YN Notes
Can water bottles be replaced by filtered water pitchers
Can dishware be used instead of disposable serving-ware This includes omitting to-go coffee cups and other to-go containers
Can bulk dispensers be used for sugar salt pepper cream butter
jams and other condiments
Can organic andor local food options be provided for menu selections
Are sustainable seafood options provided for menu selections If so what guideprogram is used to ensure responsible selections (such as the Monterey Bay Aquariumrsquos Seafood Watch Guide )
Is organic shade grown andor fair trade coffee and tea available
Can meals be served family style buffet or on platters rather than individually packaged
Going Further YN Notes
Are there means to collect and compost food waste as well as any biodegradable disposables and serving-ware used
Can table tents or informative signage be provided letting attendees know about sustainability efforts (such as ldquoOrganicrdquo ldquoLocalrdquo ldquoBulk to avoid packagingrdquo)
Is any portion of the catering services outsourced to socially
responsible nonprofits or other community needs groups
Is unused food donated to a local shelter or nonprofit
SUSTAINABLE MEETINGS GUIDE Version 24
24
ANNEX 3 ndash CHECKLIST FOR CATERING at HQ by RESTAURANT ASSOCIATES For meetings and events planned by HQ-based WBG staff at the Main Complex F J or H Building you are required to use the catering
services provided by Restaurant Associates Restaurant Associates is dedicated to providing excellent service at WBG properties and
can accommodate most catering needs Below is a list of suggested sustainable catering options for you to discuss with RA along
with a list of RArsquos default green products and services as an FYI
RArsquos Default Sustainable Options include
Fair Trade coffee Compostable disposables Donating excess production to DC Central Kitchen on an as-needed basis Follows sustainability guidelines in accordance with Monterey Bay Aquarium guide
CHECKLIST FOR RESTAURANT ASSOCIATES CATERING
Minimizing waste from service options Notes for Meeting Planners Cost Implications
Pitchers of water provided instead of bottled water
To request this option include instructions in the Comments Box of the online RA order form
At the IFC filtered water is served in pitchers as the default with no extra charge Please include this
request under the comments section In WB buildings the water pitcher policy is under review Details to follow in later FY12 You should always
contact your caterer directly in regards to this
Pitchers of all beverages (juices ice tea etc) can be served instead of individual bottles
To request this option for orange grapefruit and aqua fresco you can click on ldquoBeverages-
NonAlcoholicrdquo and select the pitchers of juice you like For other pitchers such as Iced Tea and apple juice include instructions in the Comments Box of
the online RA order form
$1350 per half gallon is the current pricing
Dishware can be used instead of paper or plastic serving-ware This includes omitting to-go coffee cups and other to-go containers
When ordering online include in the comments section ldquodishware onlyrdquo and possibly list a few items you do not want to have such as disposable coffee
cups plates and cutlery
Restaurant Associatersquos charge for dishware is $75 in tier two rooms but if calculating costs of disposables it is actually a savings anytime you host an event or
meeting for 20 or more people
Single-serve condiments can be eliminated from an event Alternative is to serve condiments (sugar salt pepper cream butter jams mayo mustard salad dressing etc) in bulk dispensers bowls etc
To request this option include instructions in the Comments Box of the RA order form
None
ldquoBoxed lunchesrdquo can be served on trays -rather than individual boxes- and replacing single serve condimentschips with bulk serving options
To request this option include instructions in the Comments Box of the RA online order form If there is a need for staff to bring their lunches back to their
office brown bags can be provided
None
Sustainable menu options Notes for Meeting Planners Cost Implications Organic andor locally sourced menu options are available
RA promotes the use of local and natural (no growth
hormones or additives) products based on season
and region Therefore menu options may be
limited
These items typically cost 30- 50 more
Limited (or no) meat menu can be prepared with a range of vegetarian options diverse in flavorstextures
RA can provided excellent vegetarian options upon
request Some online options are all vegetarian and
some menus can be customized with RA directly
Vegetarian options tend to cost less than meat
options
Organic wine or beer can be purchased Natura brand organic wines are available through
RA
Varies by product 30- 50 higher cost or
approximately $1195 per person
Educating attendees Notes for Meeting Planners Cost Implications
Table tents or informative signage can be
provided letting attendees know about
sustainability of foodbeverageservice
(highlighting what is local organic fair-trade
bulk serving dishware)
RA is happy to set up table tents with titles of the
food items being served at the event Just email
Michelle Perry at MPerryifcorg for your specific
requests
None
SUSTAINABLE MEETINGS GUIDE Version 24
25
ANNEX 4 ndash SELECTING A VENUE
Below is suggested language for a phone conversation formal Request for Information (RFI) Request for Proposal (RFP) or any written communication This will allow you to easily collect information about a venuersquos services that have minimal environmental impacts as well as efforts of the venue to minimize the environmental impacts of their operations This can also be used as a guide for what sustainable options that to look for when selecting a venue The World Bank Grouprsquos Commitment to Sustainability The World Bank Group (WBG) is committed to minimizing the environmental impact of its internal business operations This includes ensuring resource efficiency minimizing waste providing healthy surroundings in which to work and giving back to local communities where we do work This approach is consistent with our mission We will achieve our objectives by working in partnership with vendors whose products and services align with our commitment to sustainability
Venue
Basic YN Notes
Venue is in close proximity to public transport airport connection hotels or other
event venues
Venue provides visible and accessible reduction reuse and recycling services for
paper metal plastic and glass
The venue has an energy management program ensuring temperature is kept at
reasonable levels (such as 72 degrees Fahrenheit in summer 68 in winter) and that
this can be adjusted according to the dress code for an event
Venue instructs staff to shut off HVAClights when guests are not in meeting rooms
or other areas of the facility
Venue trains its staff to implement its environmental policies
Venue purchases environmentally preferable products (recycled paper products
green cleaning products etc)
Going Further YN Notes
Venue has an environmental policy and action plan covering sustainable
procurement energy saving catering services cleaning transport and waste
Venue is third party certified (examples in US LEED building Green Seal hotel etc)
If venue is not third party certified it follows sustainability principles such as
installed high insulation designed to maximize the use of daylight uses energy
efficient lighting and water-saving appliances in kitchen and toilets
Venue uses renewable energy on site or buys Renewable Energy Certificates
Venue separates and composts its organics or will work with organizer to instate a
program
Venue purchases environmentally responsible cleaning products for carpets floors
kitchens and bathrooms (minimum 50 percent of products are environmentally
responsible)
Venue requests that suppliers have environmentally responsible policies and
supports vendors who do
SUSTAINABLE MEETINGS GUIDE Version 24
26
ANNEX 5 ndash SELECTING A HOTEL For Overnight Guests
Below is suggested language for a phone conversation formal Request for Information (RFI) Request for Proposal (RFP) or any
written communication This will allow you to easily collect information about a hotelrsquos services that have minimal environmental
impacts as well as efforts of the hotel to minimize the environmental impacts of their operations This can also be used as a guide for
what sustainable options that to look for when selecting a hotel venue
The World Bank Grouprsquos Commitment to Sustainability The World Bank Group (WBG) is committed to minimizing the environmental impact of its internal business operations This includes ensuring resource efficiency minimizing waste providing healthy surroundings in which to work and giving back to local communities where we do work This approach is consistent with our mission We will achieve our objectives by working in partnership with vendors whose products and services align with our commitment to sustainability
Selecting a Hotel
Basic YN Notes
Hotel is located within walking distance of the meeting venue and is easily accessible by public
transport
Hotel implements water-conservation practices including low-flow showerheads and toilets
Hotel implements a recycling program
Hotel implements energy efficiency practices ensuring temperature is kept at reasonable levels
(such as 72 degrees Fahrenheit in summer 68 in winter) and HVACelectricity is turned off when
rooms are not used
Heating and air conditioning systems are easy for guests to operate (and adjust when necessary)
Hotel has a linen reuse program and place-cards in each room letting guests know of this
Hotel participates in paperless check-inout procedures
Hotel instructs staff to shut off HVAClights when guests are not in their rooms or other areas of
the facility
Going Further YN Notes
Hotel has an environmental policy and action plan covering sustainable procurement energy
saving catering services cleaning transport and waste
Hotel is third party certified (in the US examples include LEED building Green Seal hotel etc)
If Hotel is not third party certified it follows sustainability principles such as installed high
insulation designed to maximize the use of daylight uses energy efficient lighting and water-
saving appliances in kitchen and toilets
Hotel trains its staff to implement its environmental policies
Hotel uses renewable energy on site or buys Renewable Energy Certificates
Hotel separates and composts its organics or will work with organizer to instate a program
Hotel that offers bulk dispensers for shampoos and soaps in guest rooms
Hotel purchases environmentally preferable products (recycled hand towels toilet paper etc)
Hotel requests vendors to have environmentally responsible policies and supports vendors who
do
SUSTAINABLE MEETINGS GUIDE Version 24
27
Hotel purchases environmentally responsible cleaning products for carpets floors kitchens and
bathrooms (minimum 50 percent of products are environmentally responsible)
Hotel delivers newspapers to rooms only if requested and not wrapped in plastic bag
Guest laundry containers are reusable (eg baskets)
Going Even Further YN Notes
Hotel utilizes rain water andor grey water in its buildings
Hotel key cards are linked to energy appliances (ex light automatically switch off when people
leave the room)
Hotel groundsrsquo practices are sustainable (ex only local plants tolerant of local climate are used
etc)
Insulating covers are installed on all indoor and outdoor swimming pools and hot tubs to reduce
both energy and water use (ie evaporation)
Automatic controls are in place for heating and cooling with levels set to the minimum necessary
for comfort
Hotel vehicles operated are efficient and low emission
If you print this guide please only print it black and white and double-sided
ANNEX 6 - World Bank Group Approved Sustainable Vendors for Headquarters
Restaurants (close to WBG Headquarters buildings)
Company Name VIN Contact Information Website Best Used Forhellip
Founding Farmers NA 1924 Pennsylvania Ave NW
202-822-8783
Link Client LunchesDinners
Nora NA 2132 Florida Avenue NW
(202) 462-5143
Link Client LunchesDinners
Farmers and Fishers NA 3000 K Street NW
202-298-0003
Link Client LunchesDinners
Print Shops Company Name VIN Contact Information Website Best Used Forhellip
Plaza Art Store
NA 1990 K Street (2nd Floor)
202-331-7090
Purchasing Foam Poster Boards
EcoPrint 120419 Roger 301-585-7077 Link Sustainable printing needs
Giveaways amp Supplies Company Name VIN Contact Information Website Best Used Forhellip
Fairview Specialties 16952 Rick 410-242-1217 x 1602 Link Eco-Giveaways
ePromos 86267 1-877-377-6667 Link Eco-Giveaways
Advertise America 9830 1-800-579-4883 Link Eco-Giveaways
Office Max Office Max Link Environmentally-friendly office products
ReBinder Office Max Link Recycled Binders
Transportation Company Name VIN Contact Information Website Best Used Forhellip
Veolia Transportation 111458 Alex Cournol 301-965-2080 Fuel Efficient sedans SUVs motor coaches
Sunnys Executive Sedan 4517 1-800-949-0949 Fuel Efficient Sedans amp SUVs
Hotels (close to WBG Headquarters buildings) Reserve through American Express
Company Name VIN Contact Information Website Best Used Forhellip
Beacon Hotel 88406 1615 Rhode Island Avenue NW Link Hotel rooms
Washington Circle Hotel 9062 One Washington Circle NW Link Hotel rooms unique venue
Fairmont Hotel 7073 2401 M Street NW Link Hotel rooms
Topaz Hotel 1733 N Street NW Link Hotel rooms
Hotel Rouge 1315 16th
Street NW Link Hotel rooms
Hotel Palomar 2121 P Street NW Link Hotel rooms
Food amp Wine
Company Name VIN Contact Information Website Best Used Forhellip
Calypso Wine Distributors 114860 Beth-ann Roth 703-464-5550
1725 Eye Street NW Ste 300
Link Giveaways specialty wine at events
Note The above companies have been selected to help you get started If you have additional recommendations or
know of any other WB-approved vendors please contact Vanessa Ferragut to get these added to the next version
SUSTAINABLE MEETINGS GUIDE Version 24
29
References
1 ldquoLivestock and Climate Changerdquo World Watch Institute Retrieved from
httpwwwworldwatchorgfilespdfLivestock20and20Climate20Changepdf
2 Blue Green Meetings Retrieved from httpwwwbluegreenmeetingsorgSuppliersAccommodationshtm
3 Spatrisano A amp Wilson N (2007) Simple Steps to Green Meetings and Events United States of America
4 Tesdahl Ben (2008) Meetings Law Spelling Out lsquoGreenrsquo in Black and White Meetings Industry Megasite
Retrieved from httpwwwmimegasitecommimegasitearticlesarticle_displayjspvnu_content_id=1003849215
5 Barbara Scofidio (July 8 2009) Green It and Mean It Meetings Net Retrieved from
httpmeetingsnetcomnewsgreen-effort-meetings-0708
6 Wallace E Mathai M Heath A Convention Industry Council (2008) Convention Industry Council Manual 8th
Edition Washington DC
7 Cortese Amy (2009 September) Are We Doing Enough One Magazine September Issue
8 Hill Lori (2009) If You Green It They Will Come [PowerPoint slides] lori hill event productions Retrieved from
IFC Footprint website httpifcnetifcorgintranetfootprintnsfAttachmentsByTitlepres_EarthDay2009_IfYouGreenIt$FILEIf+You+Green+It+They+Will+Comepdf
9 UNEP ICLEI (2009) Green Meeting Guide 2009 Roll out the Green Carpet for your Participants
10 Kaplan Jonathan National Resource Defense Council ldquoEat Green Our everyday food choices affect global
warming and the environmentrdquo Retrieved from wwwnrdcorg
11 ldquoLivestockrsquos Long Shadowrdquo by Food and Agriculture Organization of the United Nations Retrieved from
httpwwwfaoorgdocrep010a0701ea0701e00HTM
12 Meeting Strategies Worldwide Retrieved from httpwwwmeetgreencom
13 Telschow Roger (2009) Guide for the Responsible Print Buyer United States of America
SUSTAINABLE MEETINGS GUIDE Version 24 9
Best Practice Tips
Did you know that the coffee and tea served at breakfast can be used again for your
meetingrsquos morning break Rather than placing another order for the morning break
ask catering to leave the coffee and hot water urns out from the morning and replace
only what is necessary This can be replicated for the afternoon break by using the
lunchtimersquos coffee amp tea urns
a dry odor-free and nutrient-rich soil-like material The result is an 80ndash95 percent reduction in both the weight
and volume of food waste For more information visit httpgoworldbankorgV0M5EF2OT0
ANNEX 2 provides suggested language for a phone conversation a formal Request for Information (RFI) or Request for Proposal (RFP) This will
allow you to easily collect information about a catererrsquos products and services that have minimal environmental impacts It also collects information
on the caterersrsquo efforts to minimize the environmental impacts of their business operations This can later be used for communicating to attendees
as well as a guide for sustainable catering options that you should consider for your event
ANNEX 3 is for meetings and events planned by HQ-based WBG staff Since we are required to use the catering services provided by Restaurant
Associates (RA) a list of suggested sustainable catering options is provided for you to discuss with your Conference Service representative along
with a list of RArsquos default sustainable products and services as an FYI Restaurant Associates is dedicated to providing excellent service at WBG HQ
properties and can accommodate most catering needs
SUSTAINABLE MEETINGS GUIDE Version 24 10
Selecting a VenueHotel for Your Event or Overnight Attendees
At times you will need to source an external venue to host
your WBG event You may also need to source an external
hotel to host your out-of-town guests Using a venue or hotel
whose sustainability goals and objectives align with yours
provides you with more options to green your event
Consider using a venue that has a sustainability mission Ask if
your hotel offers a linen and towel reuse program has recycling services or paperless check-inout procedures You can
include these sustainability criteria in all your RFPs
Below are a few things to consider
Does the venuehotel already have sustainability practices in place Does the venue participate in any recycling
programs Do they practice energy conservation For the United States ask if they have earned any certifications
such as Green Seal Is this type of information advertised to the public For international hotels certifications
vary and may not always be awarded by the most credible sources If this is the case use the language in the
Annex for conversations and emails with hotelvenue representatives
Ask potential venueshotels to send you a summary of the environmental measures they have in
place Learning about a venuersquos best practices will help you learn what the industry is doing to be
green You might even get some great ideas from their policies for your next meeting
Is the venuehotel willing to work with your meetingrsquos green needs Many times venues wonrsquot have their own
green agenda but if asked some venues may be willing to modify services to accommodate your requests
Include in the contract a clause that states their commitment to fulfill the sustainability needs of your event
Is the venuehotel accessible by public transportation from the airport or the downtown area Is it also close to
other event locations to minimize the need for ground transportation Do they offer a shuttle to be used by your
meeting attendees to avoid the need for individual cabscars
Annex 4 is for Venue selection and Annex 5 is for Hotel selection of overnight guests Both annexes provide suggested language for a phone
conversation or formal Request for Information (RFI) or Request for Proposal (RFP) This will allow you to easily collect information about a
venuehotelrsquos efforts to minimize the environmental impacts of their operations and services This can also be used as a guide for what sustainable
options to look for when selecting a venuehotel
Annex 6 provides a list of World Bank Group-approved hotel vendors that have sustainable practices in place
A building earning the US Green Building Councilrsquos LEED Platinum certification has heatingcooling systems that donrsquot run for 13 of the year consumes 23 less energy than a typical office building and 13 of the buildingrsquos energy comes from renewable resources
SUSTAINABLE MEETINGS GUIDE Version 24 11
Selecting Ground Transportation
While most of your meetings may be taking place locally or within World Bank Group facilities please consider the type of ground transportation your guests will be taking from their hotels apartments airports or any offsite retreats you plan
Keep it close Locate all venues within walking distance of one
another Shorter distances = less environmental impact Having your evening reception at a restaurant within safe walking distance from the hotel saves you both time and money
Public Transportation Encourage the use of public transportation when possible Provide information complimentary passes and maps in guest packages if this is a city with which your guests are not familiar
Request fuel-efficient vehicles If you have to move a number of meeting attendees from one place to another using mini-buses or vans ask your transportation carrier if they own or lease any fuel efficient or hybrid vehicles
Turn it off If you hire a ground transportation provider request the company to instruct drivers to turn off the engine in order to minimize idling of vehicles when waiting for guests In many states (such as DC) this is the law
Transportation contributes approximately one-third of all US carbon dioxide emissions and must be a prime target for major greenhouse gas reductions -Sierra Club
SUSTAINABLE MEETINGS GUIDE Version 24 12
Gifts and Giveaways
Sometimes your events may call for some sort of incentive prize giveaway or other such token of appreciation of
attendeesrsquo participation Below are some helpful hints when sourcing such items
Buy Local Try purchasing items that are made as close to where you will need to ship them This minimizes the time it will take the product to arrive the amount you will spend on shipping and your carbon footprint in terms of transportation and fuel For example avoid items made abroad if your meetingevent is taking place in the United States
The Gift that Keeps on Giving Encourage the purchase of useful giveaways such as travel mugs aluminum water bottles USB drives and other such items that participants can reuse again and again This helps to minimize the amount of waste going to the landfill from items that are intended for one-time use
Whatrsquos in [the material] for me If you are sourcing giveaways such as t-shirts reusable canvas bags etc consider requesting organic cotton or products made of organic andor sustainable materials Materials such as organic cotton organic hemp organic wool kapok buckwheat or millet hulls or silk are comfortable and sustainable Some even come in colorful new designs using eco-safe dyes and color grown cotton Make sure that your items are Polyvinyl chloride (PVC) and Bisphenol A (BPA) free Ask your supplier about these materials and if heshe can help you find them for your specific order
Get your facts Just because your vendor is telling you the product is green may not always mean it is Remember that they are trying to sell you something There are many suppliers who obtain certifications (either for certain products or their entire business) to show they follow industry best practices vis-agrave-vis environmental and social responsibility Ask your supplier if they have obtained any such certifications or adhere to any sustainability principles that they can verify
Did you know that many of the crops that produce the fibers used to make our clothing and home waresmdashoften those we sleep in every nightmdashaccount for some of the highest pesticide usage In fact it takes roughly one-third of a pound of chemicals (pesticides and fertilizers) to grow enough cotton for just one T-shirt which is why it is important to consider organic cotton and other alternative fibers
Source wwworganicorg
SUSTAINABLE MEETINGS GUIDE Version 24 13
Making it Carbon Neutral
A meeting or conference can be considered carbon neutral when all possible efforts have been made to reduce the
greenhouse gas (GHG) emissions resulting from the meeting and when carbon offsets have been purchased to
compensate for the unavoidable emissions
Below yoursquoll find important steps to help measure and offset the emissions associated with your event When we
mention ldquocontact usrdquo please use the contact information for the World Bank Corporate Responsibility and the IFC
Footprint Program team members that can be found on page 2 of this Guide
Collect Data Yoursquoll need to gather data from a number of different sources to calculate the emissions from your
meeting These are
Energy at the meeting venue ndash you will need to find out the average annual (or monthly) electricity consumed
and fuel used (in boilers or generators) at the venue This data will then be prorated for the length of your
event You should ask a representative from the venue for this data from utility bills or purchase records If you
are unable to collect this data ask the venue for information about the size of the conference venue ndash contact
us and we can apply an energy intensity figure to this area to estimate the electricity consumption
Air transport to event ndash you will need to account for the distance traveled by each attendee that is not WBG
staff - each flight leg should be identified For example for an attendee going to a conference in Delhi India you
would need to know that they traveled from Washington-Dulles to Delhi through London-Heathrow and record
each of the airport codes (ie IADLHRDEL) Similarly you would need to know the routing of their return trip
NOTE All GHG emissions from flights taken by WBG staff are already reported annually and carbon offsets are
purchased to make these flights carbon neutral
Ground transport to and from the venue (between venue and hotel or airport and hotel) ndash you would need to
know how people traveled to and from the meeting how many people by what means (car--gasolinediesel
bus rail other) and over what distances For example for attendee A you would want to know that they
travelled 2 km by bus to get to the hotel and then 1 km by taxi to get to the conference venue
Hotel rooms utilized by attendees of the event - If there are a number of hotel rooms involved then you would
need to know how many hotel room days were used in order to estimate the energy associated with those
rooms based on region
Calculating your emissions ndash the World Bank Corporate Responsibility and IFC Footprint Program teams are happy to
help you calculate your emissions Please contact us to request our greenhouse gas emissions calculator and we can
help you fill out the calculator to properly calculate your emissions
Offsetting your emissions ndash the World Bank Corporate Responsibility and IFC Footprint Program teams are also happy to
help you offset these emissions Please contact us to discuss how we can offset your emissions through the purchase of
carbon offsets
SUSTAINABLE MEETINGS GUIDE Version 24 14
Communicate Your Greening Efforts
Without communicating the impact of these great efforts undertaken the sustainable event is only half effective Sustainable meetings are about creating awareness and building understanding Ensure your event communications inform attendees about the great efforts involved to reduce the negative environmental impacts of this event
Take the Floor If yoursquore the meeting coordinator you have the opportunity to spread the word Introduce yourself at the beginning of the meeting and explain the basic concepts you have incorporated point out where the recycling bins are and remind people of other key aspects of your sustainable event
Shout it out If you select to have an attendee packet consider emailing it first Materials should emphasize the vision of greening the event Have a short summary that states your goal and provides examples of sustainable options at your event (include statistics that show the impact where possible)
Example ldquoBy not printing attendee packets we were able to save an estimated 800000 sheet of paper and 8000 binders This saves about 67 trees greenhouse gases equivalent to approximately 2 cars per year 65801 gallons of wastewater and 7765 pounds of solid wasterdquo
The following websites can help you calculate your eventrsquos footprint for communication purposes
[Paper] Environmental Defense Paper Calculator
[Ground transportation] EPA calculator for converting gasoline usage or passenger vehicles into environmental impacts (use Option 1)
[Catering] EPA food waste calculator
[Waste recycling] North East Recycling Center calculator
Invite your vendors to tell their story Ask the venuehotel to provide information on what they have done to
help green the event and include this in your communications Invite the venue to create and hang a poster up at your event on their greening efforts
Show it off Ask your caterer to create small table-top signs by food highlighting sustainability efforts (local
sustainable organic no packaging etc)
Get preachy If you have selected a sustainable giveaway help encourage behavior change with fun facts For
example you can include a card or text that mentions ldquoIt takes three liters of water to produce one liter of
bottled waterrdquo on aluminum water bottles they received at your event By sharing with them useful facts and
information your attendees are more likely to reuse that giveaway in a fashion intended to minimize their own
footprint going forward
For templates and examples contact your IFC Footprint Team or WB Corporate Responsibility Team or visit the Footprint Programrsquos website to download your own copies
Best Practice Tips
Create table tents asking participants to take only what they need
and to return name badges for future use (best to create a
designated area for name badge return- a simple box labeled at
your registration area works well) Attendees like being informed
and getting involved Contact us for templates
SUSTAINABLE MEETINGS GUIDE Version 24 15
E-Meetings
The World Bank Group provides resources to help you host virtual meetings This is an easy way to reduce costs and
your travel footprint while allowing a larger number of people the ability to attend a meeting A series of training
sessions and seminars have been designed to help planners in coordinating electronic meetings In addition eServices is
available to assist planners with any video conferencing service needs Lastly stay tuned for the rollout of Telepresence
centers
eMeetings eMeetings is a great solution for all your online meeting needs especially when you want to share documents andor presentations among globally dispersed teams located both at HQ and in the country offices -- either with or without videoconferencing session conduct a training online conduct a facilitated session between participants at HQ and in the country offices and have the ability to enter commentsthoughts live via an electronic Whiteboard demonstrate system solutions online
o IFC eMeeting eLearning Module Learn how to schedule an eMeeting through your Lotus Notes calendar as well as online This module will cover the dos and donts when working with an eMeeting as well as best practices Available on LMS (no link)
CMA Polycom CMA Polycom enables IFC staff to use their computers to conduct point-to-point video
conferences with each other or participate in a scheduled video conference This is a great way to enhance your
meetings and connect to colleagues when you are traveling working from home or just sitting in your office at
HQ How can you start trying out the CMA Polycom Talk to your IT Coordinator who can request CMA
application installed on your IFC PC You will also need a webcam or built-in PC camera Note that people you
wish to conference with must have the application installed and they must be available and remember if you
are in a location with slow connectivity CMA use may not be recommended
IFC An Introduction to Web Conferencing This 20-minute tutorial introduces web conferencing concepts and features It also covers the PREP (Planning Rehearsal Execution Post-Mortem) Model for web conferencing to guide you in the design and delivery of training sessions or meetings Upon completion of this program staff will understand best practices for conducting successful web conferences and the benefits of web conferencing including how it supports the IFC Footprint program Available on LMS (no link)
Video Conferencing Services World Bank Staff can request Global Videoconferencing Services (GVS) which consist of two-way video audio and broadcast video either between two or among multiple locations Contact eServices for booking information or email wbvideoworldbankorg These cost about $205 per session including long distance charges and must be made at least 24 hours in advance
Adobereg Connect is a web conferencing application used to deliver online meetings and webinars It is Internet-
based and uses Adobe Flash technology A World Bank Group computer is not necessary to deliver or participate
in Adobe Connect virtual meetings Virtual meetings may include features such as screen sharing web tours
voice over IP file uploads and document collaboration to make them interactive and participant-friendly An
Adobe Connect license is necessary in order to set up a web meeting Each VPU has an Adobe Connect champion
who manages the licenses and may assist in meeting setup and support Meetings remain available until they
are deleted so a meeting space can be reused as often as necessary For more information write to
iLearningworldbankorg
Skype Skype is a software application installed on individual computers that allows users to make voice and
video calls over the internet for free to other Skype users and for a low fee to landlines cellphones etc Skype
was installed on all WBG computers in 2010 If you need help setting up Skype contact your IT Coordinator If
SUSTAINABLE MEETINGS GUIDE Version 24 16
you have Skype on your machine but have never used it you will need to take some steps to start using it Visit
this link for more information
Telepresence Centers Telepresence centers are
currently under construction in the MC Building the F building (IFC)
and IFC offices in Istanbul Hong Kong and should be fully
operational by 2012 Similar to videoconferencing telepresence
centers connect users in different locations through the use of high
definition video technology The goal is to simulate being in the
same room with meeting attendees across the world This is often
done through the use of similar tables chairs and backgrounds in
each telepresence center Look for more information on the WBG
telepresence centers in late 2011
If you print this guide please only print it black and white and double-sided
Checklist for Internal Events
The World Bank Group Knows Sustainable Meetings Every day at headquarters we host dozens even hundreds of meetings for internal staff ldquoBrown bagrdquo lunches staff trainings team meetings etc Below is a quick reference guide to taking small steps that lead to big impacts in minimizing the World Bank Grouprsquos footprint
General Tips
Get your team on board Let your planning team managers and attendees know of your efforts to green your next meeting or event Consider including this in your broadcast emails Lotus Notes meeting invitation or general email invitations to attendees
Walk through Before your event walk through the meeting room yoursquove reserved and make sure that the recycling bins are set-up where they should be HQ Only Email ifceventsifcorg for the F building or wbeventsworldbankorg for the WB buildings to ensure recycle bins are set-up properly in the room
Communicate it You can request informative templates from the IFC Footprint Program and the WB Corporate Responsibility team to print and display at your event For more information contact Vanessa Ferragut at vferragutifcorg or Adam Rubinfield at arubinfieldworldbankorg HQ Only Templates are available to communicate the sustainable nature of your event for placement on cafeteria tables
Make it Carbon Neutral The Corporate Responsibility and Footprint programs can help you calculate the emissions from your event and work with you to offset these emissions
Printing and Paper Use
Go paperless (or slim it down) Consider limiting the number of handouts you bring to you meeting Send these electronically after the events HQ Only If your department doesnrsquot have a departmental projector contact IFC Events at ifceventsifcorg or at the WB visit httpgsdconference to request one
Print it green Did you know that the paper provided in printers is already 100 recycled and all printers are defaulted to double-sided printing If you MUST print try and provide handouts using black amp white printing only
Choose erasable Use reusable dry-mark erasable boards instead of paper flip charts Ensure ldquonon-toxicrdquo markers are used HQ Only You can contact IFC Events at ifceventsifcorg or at the WB visit httpgsdconference to request a dry erase board
Generalize it Design and write all materials produced for the meeting (such as banners posters signs place cards) with generic language (do not put dates or locations) to allow them to be reused for other meetings
Reuse it You can save money and paper by reusing the foam backing to your existing posters Just reprint the front and glue on a new one HQ Only You can give old foam backings for posters back to the customer service desk at the GSD print shop in MC-C3-300
Digitize It Did you know that the WB Headquarters building has multiple electronic message boards where you can post event advertisements rather than using posters HQ Only Email Kenneth Wu at kwu1worldbankorg to post these electronic announcements in the MC H I and J buildings Contact Dila Zeynep Serpil at DSerpilifcorg to get your message posted on IFCrsquos K Street flat screen (needs to be designed as a landscape-type flyer)
Survey says If distributing surveys at your event considering using only a half page format For post-conference follow up send this electronically You can create your own electronic survey for free at wwwsurveymonkeycom
Sustainable CateringDining Out
Choose dishware Disposable cups plates and flatware not only add to landfills they also do not deliver the same ldquofirst-classrdquo catering service experience as dishware HQ Only When filling out RArsquos catering order
online specify in the ldquoSpecial Commentsrdquo section to provide dishware and NO disposables Currently RA charges $75 in tier two rooms for dishware but calculating costs of disposables it is actually a savings anytime you host an event
SUSTAINABLE MEETINGS GUIDE Version 24
18
or meeting for 20 or more people Note that the pricing structure for this is being evaluated to encourage the use of dishware over disposables
Eat sustainable amp local Go organic where possible Opt for seasonal and locally grown produce-based meals Order sustainable seafood Also consider a limited meat menu - raising animals for food requires more energy water and other inputs than growing grains or vegetables HQ Only You can work directly with RA at the IFC through ifceventsifcorg or at the World Bank Buildings - extension 82000 or email WBeventsworldbankorg RA follows the Monterey Bay Aquariums suggestions for sustainable seafood
Request Fair Trade organic andor shade grown coffee and tea HQ Only Restaurant Associates default for coffee served at meetings and events is Starbuckrsquos Fair Trade coffees- there is no additional charge for these choices
Compost it If disposables must be used be sure they are biodegradable or can be composted Also ensure the venue has set up means to collect and compost those disposables HQ Only The MC and F (as of
November 2010) buildings currently have the capacity to compost Make sure that any food or compostable serving
ware remaining after your meeting is composted by sending an email to WBeventsworldbankorg
Donrsquot pre-fill When hosting a sit down event ask caterers not to pre-fill glasses of water at banquet tables- this can save substantial amounts of wasted water for large events
Lose the packaging When placing your catering order specify to use bulk serving containers instead of individual serving sizes of butter spreads etc Request carafes of water rather than individual water bottles etc Similarly request meals be provided on platters rather than individually packaged Request bulk dispensers for all condiments sugar salt amp pepper cream butter etc HQ Only Please place these requests in the ldquoSpecial Commentsrdquo section of the RA online form when placing your catering order
Donate Inform caterers of the exact number of participants and re-evaluate quantity needed during the meeting to help avoid waste Ask your caterer to donate leftovers to local charities HQ Only RA donates excess food production to DC Central Kitchen on an as-needed basis Food that has been served in a buffet is disposed in accordance with healthy and safety regulations
Communicate it Ask your caterer to create small table-top signs by food highlighting sustainability efforts (sustainable no packaging local etc) HQ Only You can contact IFC Events at ifceventsifcorg
Giveaways
Buy local Try purchasing items that are made as close to where you will need to ship them This minimizes the time it will take the product to arrive the amount you will spend on shipping and your carbon footprint in terms of transportation and fuel
The gift that keeps on giving Encourage the purchase of useful giveaways such as travel mugs aluminum water bottles USB drives and other such items that participants can reuse again and again This helps to minimize the amount of waste going to the landfill from items that are intended for one-time use
Whatrsquos in [the material] for me If you are sourcing giveaways such as t-shirts reusable canvas bags etc consider requesting organic cotton or that your items are made of organic andor sustainable materials Materials such as organic cotton organic hemp organic wool kapok buckwheat or millet hulls or silk are comfortable and
sustainable Also make sure to ask that the product is Polyvinyl chloride (PVC) and Bisphenol A (BPA) free
Get your facts Just because your vendor is telling you the product is green may not always mean it is Remember that they are trying to sell you something There are many suppliers who obtain certifications (either for certain products or their entire business) to show they follow industry best practices vis-agrave-vis environmental and social responsibility Ask your supplier if they have obtained any such certifications or adhere to any sustainable principles
that they can verify HQ Only Refer to Annex 6 in this Guide for a list of WBG-approved giveaway vendors who
source sustainable giveaways
Transportation
By train bus or bike Communicate to outside attendees the public transportation accessibility of your WB of IFC office building to discourage use of vehicles
SUSTAINABLE MEETINGS GUIDE Version 24
19
Checklist for Off-Site Events
The World Bank Group Knows Sustainable Meetings
Whether yoursquore greening a local meeting for 6 people or an international meeting for hundreds there are many
tools within the WBGrsquos resources that can help you successfully minimize your meetingrsquos footprint and save money
Getting Started Things to Ask
Why does your department want to go green
If there are additional costs involved in hosting a sustainable event are you willing to commit to this financially Consider that you may also be saving money on something items as well
Are you interested in greening only one or two components of your event or most of the event
What do you and your meeting planning committee see as the most important component to a sustainable event
Printing and Paper Guidelines
Go paperless (or slim it down) Provide participants with a CD or USB stick with all the conference material or send electronically after the events Have printingcopying facilities available on request at the venue for attendees that must print hard copies of materials
Start with the printer Choose environmentally responsible printing companies for external printing contracts HQ
Only Refer to Annex 6 in this Guide for a list of printers that have sustainable practices
Print it green Use 100 recycled with a minimum of 65 of post consumer waste content avoid glossy publications give preference to soy based or vegetable oil inks for all printing purposes and make all necessary handouts black and white (when possible) and double-sided
Sustainable note-taking Use reusable dry-mark erasable boards or blackboards instead of paper flip charts if available Ensure ldquonon-toxicrdquo markers are used
Generalize it Design and write all materials produced for the meeting (such as banners posters signs place cards) with generic language (do not put dates or locations) to allow them to be reused for other meetings
Poster printing You can save money and paper by reusing the foam backing to your existing posters Just reprint the front and glue on a new one
E-signs Ask your venue if they have electronic screens where you can display your event information without the need of a poster or easel Make sure to get the right dimensions so that you can design your sign so it doesnrsquot look stretched out
Survey says If distributing surveys at the meeting consider printing on 100 recycled paper double sided For post-conference follow up send the survey electronically
Sustainable Catering
Choose dishware Disposable cups plates and flatware not only add to landfills they also donrsquot deliver the same ldquofirst-classrdquo catering service experience
Eat sustainable amp local Go organic where possible Opt for seasonal and locally grown produce-based meals Buying locally grown products helps support the communities and offers fresher seasonal choices without the transportation impact Consider a limited meat menu - raising animals for food requires more energy water and
other inputs than growing grains or vegetables HQ Only Refer to Annex 6 in this Guide for a list of restaurants in the
DC area that have sustainable practices
Choose sustainable seafood Request your caterer to follow the Monterey Bay Aquariumrsquos Seafood Watch guide As consumer demand for seafood increases it is depleting fish stocks around the world and harming oceans
Request Fair Trade organic andor shade grown coffee and tea
SUSTAINABLE MEETINGS GUIDE Version 24
20
Compost it If disposables must be used be sure they are biodegradable or can be composted Also ensure the venue has set up means to collect and compost those disposables Compostable items thrown in with regular trash will end up in the landfill ndash and most landfill conditions do not allow for decomposition
Donrsquot pre-fill Ask your caterer not to pre-fill glasses of water at banquet tables - this can save substantial amounts of wasted water for large events
Lose the packaging Request your caterer to provide liquids in carafes ndash including water and juices Individual bottles require fossil fuels to be produced packaged and transported eventually ending up in landfills Similarly request meals be provided on platters rather than individually packaged
Bulk up Request bulk dispensers for all condiments sugar salt amp pepper cream butter etc
Communicate it Ask your caterer to create small table-top signs by food highlighting sustainability efforts (sustainable no packaging local etc)
Selecting a VenueHotel for Overnight Guests
Visit GSDrsquos Approved-Offsite Venues and here for GSDrsquos Approved Hotels HQ Only Refer to Annex 6 in this Guide for
a list of hotels in the DC area that have sustainable practices in place
Ask potential venueshotels to send you a summary of the environmental measures they have in place Does the venue participate in any recycling programs Do they practice energy conservation Is this type of information advertised to the public Learning about a venuersquos best practices may help you get some great ideas for your next meeting
Is the venuehotel willing to work with your meetingrsquos sustainable needs Many times venues wonrsquot have their own sustainable agenda but if asked some venues may be willing to modify services to accommodate your requests
Is the venuehotel accessible by public transportation from the airport or the downtown area Is it also close to other event locations to minimize the need for ground transportation
Selecting Sustainable Ground Transportation
Destination Choose a destination with minimal travel Shorter distances = less environmental impact
HotelVenue location When booking a hotel or venue consider choosing one that is located near public transportation (Metro bus stop train station etc) or an airport if most people are arriving by plane
Public transport when possible Encourage the use of public transportation when possible Provide information complimentary passes and maps in guest packages
Keep it close Locate all venues within walking distance of one another For example having your evening reception at a restaurant within safe walking distance from the hotel saves you both time and money
Alternative fuel If you have to move a number of meeting attendees from one place to another using mini-buses or vans ask your transportation carrier if they own or lease any fuel efficient or hybrid vehicles HQ Only Refer to
Annex 6 in this Guide for a list of WBG-approved transportation vendors who use energy-efficient vehicles
Turn it off If you hire a ground transportation provider request the company to instruct drivers for your event to minimize idling of vehicles when waiting for guests
GiveawaysOther
Buy local Try purchasing items that are made as close to where you will need to ship them This minimizes the time it will take the product to arrive the amount you will spend on shipping and your carbon footprint in terms of transportation and fuel For example avoid items made abroad if your meetingevent is taking place in the United States
The gift that keeps on giving Encourage the purchasing of useful giveaways such as travel mugs aluminum water bottles USB drives and other such items that participants can reuse again and again This helps to minimize the
amount of waste going to the landfill from items that are intended for one-time use HQ Only Refer to Annex 6 in
this Guide for a list of vendors that have eco-friendly giveaways
SUSTAINABLE MEETINGS GUIDE Version 24
21
Whatrsquos in [the material] for me If you are sourcing giveaways such as t-shirts reusable canvas bags etc consider requesting organic cotton or that your items be made of organic andor sustainable materials Materials such as organic cotton organic hemp organic wool kapok buckwheat or millet hulls or silk are comfortable and
sustainable Also make sure to ask that the product is Polyvinyl chloride (PVC) and Bisphenol A (BPA) free
Get your facts Just because your vendor is telling you the product is green may not always mean it is Remember that they are trying to sell you something There are many suppliers who obtain certifications (either for certain products or their entire business) to show they follow industry best practices vis-agrave-vis environmental and social responsibility Ask your supplier if they have obtained any such certifications or adhere to any sustainable principles that they can verify
Efficient shipping Consider having your giveaways shipped directly to the venue or hotel where yoursquoll be giving these out This saves fuel emissions and costs than having to ship twice (once to your offices and once to the venuehotel)
Make it Carbon Neutral The Corporate Responsibility and Footprint programs can help you calculate the emissions from your event and work with you to offset these emissions
If you print this guide please only print it black and white and double-sided
ANNEX 1 ndash SELECTING A PRINT SHOP
Below is suggested language for a phone conversation formal Request for Information (RFI) Request for Proposal (RFP)
or any written communication This will allow you to easily collect information about a print shoprsquos products and services
that have minimal environmental impacts as well as efforts of the print shop to minimize the environmental impacts of
their operations This can also be used as a guide for sustainable printing and paper options that you should consider for
your print jobs
The World Bank Grouprsquos Commitment to Sustainability The World Bank Group (WBG) is committed to minimizing the environmental impact of its internal business operations This includes ensuring resource efficiency minimizing waste providing healthy surroundings in which to work and giving back to local communities where we do work This approach is consistent with our mission We will achieve our objectives by working in partnership with vendors whose products and services align with our commitment to sustainability
Printing Services Checklist
Basic YN Notes
Do you offer paper options that have high recycled content (ideally 100) with post-consumer waste recycled fiber content (also ideally 100)
Do you use a certification to verify environmentally responsible pulp and paper sources such as FSC or SFI
Can files be proofed electronically
Do you have binding options that break down easily during recycling process or do not need to be removed to recycle printed piece
Do you use vegetable-based inks for printing with the lowest VOC rating
Do you offer paper that is uncoated and either totally Chlorine
Free (TCF) process chlorine free (PCF) or elemental chlorine free
(ECF)
Going Further YN Notes
Does the paper mill use renewable power sources or have other established conservation or recycling practices
Is digital lsquoprint on demandrsquo or waterless printing available
Are you an FSC-certified printer If not can you provide
documentation of an environmental management system
SUSTAINABLE MEETINGS GUIDE Version 24
23
ANNEX 2 ndash SELECTING A CATERER
Below is suggested language for a phone conversation formal Request for Information (RFI) Request for Proposal (RFP)
or any written communication This will allow you to easily collect information about a catererrsquos products and services
they can offer you that have minimal environmental impacts It also collects information on the catererrsquos efforts to
minimize the environmental impacts of their business operations This can also be used as a guide for sustainable
catering options that you should consider for your event
The World Bank Grouprsquos Commitment to Sustainability The World Bank Group (WBG) is committed to minimizing the environmental impact of its internal business operations This includes ensuring resource efficiency minimizing waste providing healthy surroundings in which to work and giving back to local communities where we do work This approach is consistent with our mission We will achieve our objectives by working in partnership with vendors whose products and services align with our commitment to sustainability
Catering Products and Services
Basic YN Notes
Can water bottles be replaced by filtered water pitchers
Can dishware be used instead of disposable serving-ware This includes omitting to-go coffee cups and other to-go containers
Can bulk dispensers be used for sugar salt pepper cream butter
jams and other condiments
Can organic andor local food options be provided for menu selections
Are sustainable seafood options provided for menu selections If so what guideprogram is used to ensure responsible selections (such as the Monterey Bay Aquariumrsquos Seafood Watch Guide )
Is organic shade grown andor fair trade coffee and tea available
Can meals be served family style buffet or on platters rather than individually packaged
Going Further YN Notes
Are there means to collect and compost food waste as well as any biodegradable disposables and serving-ware used
Can table tents or informative signage be provided letting attendees know about sustainability efforts (such as ldquoOrganicrdquo ldquoLocalrdquo ldquoBulk to avoid packagingrdquo)
Is any portion of the catering services outsourced to socially
responsible nonprofits or other community needs groups
Is unused food donated to a local shelter or nonprofit
SUSTAINABLE MEETINGS GUIDE Version 24
24
ANNEX 3 ndash CHECKLIST FOR CATERING at HQ by RESTAURANT ASSOCIATES For meetings and events planned by HQ-based WBG staff at the Main Complex F J or H Building you are required to use the catering
services provided by Restaurant Associates Restaurant Associates is dedicated to providing excellent service at WBG properties and
can accommodate most catering needs Below is a list of suggested sustainable catering options for you to discuss with RA along
with a list of RArsquos default green products and services as an FYI
RArsquos Default Sustainable Options include
Fair Trade coffee Compostable disposables Donating excess production to DC Central Kitchen on an as-needed basis Follows sustainability guidelines in accordance with Monterey Bay Aquarium guide
CHECKLIST FOR RESTAURANT ASSOCIATES CATERING
Minimizing waste from service options Notes for Meeting Planners Cost Implications
Pitchers of water provided instead of bottled water
To request this option include instructions in the Comments Box of the online RA order form
At the IFC filtered water is served in pitchers as the default with no extra charge Please include this
request under the comments section In WB buildings the water pitcher policy is under review Details to follow in later FY12 You should always
contact your caterer directly in regards to this
Pitchers of all beverages (juices ice tea etc) can be served instead of individual bottles
To request this option for orange grapefruit and aqua fresco you can click on ldquoBeverages-
NonAlcoholicrdquo and select the pitchers of juice you like For other pitchers such as Iced Tea and apple juice include instructions in the Comments Box of
the online RA order form
$1350 per half gallon is the current pricing
Dishware can be used instead of paper or plastic serving-ware This includes omitting to-go coffee cups and other to-go containers
When ordering online include in the comments section ldquodishware onlyrdquo and possibly list a few items you do not want to have such as disposable coffee
cups plates and cutlery
Restaurant Associatersquos charge for dishware is $75 in tier two rooms but if calculating costs of disposables it is actually a savings anytime you host an event or
meeting for 20 or more people
Single-serve condiments can be eliminated from an event Alternative is to serve condiments (sugar salt pepper cream butter jams mayo mustard salad dressing etc) in bulk dispensers bowls etc
To request this option include instructions in the Comments Box of the RA order form
None
ldquoBoxed lunchesrdquo can be served on trays -rather than individual boxes- and replacing single serve condimentschips with bulk serving options
To request this option include instructions in the Comments Box of the RA online order form If there is a need for staff to bring their lunches back to their
office brown bags can be provided
None
Sustainable menu options Notes for Meeting Planners Cost Implications Organic andor locally sourced menu options are available
RA promotes the use of local and natural (no growth
hormones or additives) products based on season
and region Therefore menu options may be
limited
These items typically cost 30- 50 more
Limited (or no) meat menu can be prepared with a range of vegetarian options diverse in flavorstextures
RA can provided excellent vegetarian options upon
request Some online options are all vegetarian and
some menus can be customized with RA directly
Vegetarian options tend to cost less than meat
options
Organic wine or beer can be purchased Natura brand organic wines are available through
RA
Varies by product 30- 50 higher cost or
approximately $1195 per person
Educating attendees Notes for Meeting Planners Cost Implications
Table tents or informative signage can be
provided letting attendees know about
sustainability of foodbeverageservice
(highlighting what is local organic fair-trade
bulk serving dishware)
RA is happy to set up table tents with titles of the
food items being served at the event Just email
Michelle Perry at MPerryifcorg for your specific
requests
None
SUSTAINABLE MEETINGS GUIDE Version 24
25
ANNEX 4 ndash SELECTING A VENUE
Below is suggested language for a phone conversation formal Request for Information (RFI) Request for Proposal (RFP) or any written communication This will allow you to easily collect information about a venuersquos services that have minimal environmental impacts as well as efforts of the venue to minimize the environmental impacts of their operations This can also be used as a guide for what sustainable options that to look for when selecting a venue The World Bank Grouprsquos Commitment to Sustainability The World Bank Group (WBG) is committed to minimizing the environmental impact of its internal business operations This includes ensuring resource efficiency minimizing waste providing healthy surroundings in which to work and giving back to local communities where we do work This approach is consistent with our mission We will achieve our objectives by working in partnership with vendors whose products and services align with our commitment to sustainability
Venue
Basic YN Notes
Venue is in close proximity to public transport airport connection hotels or other
event venues
Venue provides visible and accessible reduction reuse and recycling services for
paper metal plastic and glass
The venue has an energy management program ensuring temperature is kept at
reasonable levels (such as 72 degrees Fahrenheit in summer 68 in winter) and that
this can be adjusted according to the dress code for an event
Venue instructs staff to shut off HVAClights when guests are not in meeting rooms
or other areas of the facility
Venue trains its staff to implement its environmental policies
Venue purchases environmentally preferable products (recycled paper products
green cleaning products etc)
Going Further YN Notes
Venue has an environmental policy and action plan covering sustainable
procurement energy saving catering services cleaning transport and waste
Venue is third party certified (examples in US LEED building Green Seal hotel etc)
If venue is not third party certified it follows sustainability principles such as
installed high insulation designed to maximize the use of daylight uses energy
efficient lighting and water-saving appliances in kitchen and toilets
Venue uses renewable energy on site or buys Renewable Energy Certificates
Venue separates and composts its organics or will work with organizer to instate a
program
Venue purchases environmentally responsible cleaning products for carpets floors
kitchens and bathrooms (minimum 50 percent of products are environmentally
responsible)
Venue requests that suppliers have environmentally responsible policies and
supports vendors who do
SUSTAINABLE MEETINGS GUIDE Version 24
26
ANNEX 5 ndash SELECTING A HOTEL For Overnight Guests
Below is suggested language for a phone conversation formal Request for Information (RFI) Request for Proposal (RFP) or any
written communication This will allow you to easily collect information about a hotelrsquos services that have minimal environmental
impacts as well as efforts of the hotel to minimize the environmental impacts of their operations This can also be used as a guide for
what sustainable options that to look for when selecting a hotel venue
The World Bank Grouprsquos Commitment to Sustainability The World Bank Group (WBG) is committed to minimizing the environmental impact of its internal business operations This includes ensuring resource efficiency minimizing waste providing healthy surroundings in which to work and giving back to local communities where we do work This approach is consistent with our mission We will achieve our objectives by working in partnership with vendors whose products and services align with our commitment to sustainability
Selecting a Hotel
Basic YN Notes
Hotel is located within walking distance of the meeting venue and is easily accessible by public
transport
Hotel implements water-conservation practices including low-flow showerheads and toilets
Hotel implements a recycling program
Hotel implements energy efficiency practices ensuring temperature is kept at reasonable levels
(such as 72 degrees Fahrenheit in summer 68 in winter) and HVACelectricity is turned off when
rooms are not used
Heating and air conditioning systems are easy for guests to operate (and adjust when necessary)
Hotel has a linen reuse program and place-cards in each room letting guests know of this
Hotel participates in paperless check-inout procedures
Hotel instructs staff to shut off HVAClights when guests are not in their rooms or other areas of
the facility
Going Further YN Notes
Hotel has an environmental policy and action plan covering sustainable procurement energy
saving catering services cleaning transport and waste
Hotel is third party certified (in the US examples include LEED building Green Seal hotel etc)
If Hotel is not third party certified it follows sustainability principles such as installed high
insulation designed to maximize the use of daylight uses energy efficient lighting and water-
saving appliances in kitchen and toilets
Hotel trains its staff to implement its environmental policies
Hotel uses renewable energy on site or buys Renewable Energy Certificates
Hotel separates and composts its organics or will work with organizer to instate a program
Hotel that offers bulk dispensers for shampoos and soaps in guest rooms
Hotel purchases environmentally preferable products (recycled hand towels toilet paper etc)
Hotel requests vendors to have environmentally responsible policies and supports vendors who
do
SUSTAINABLE MEETINGS GUIDE Version 24
27
Hotel purchases environmentally responsible cleaning products for carpets floors kitchens and
bathrooms (minimum 50 percent of products are environmentally responsible)
Hotel delivers newspapers to rooms only if requested and not wrapped in plastic bag
Guest laundry containers are reusable (eg baskets)
Going Even Further YN Notes
Hotel utilizes rain water andor grey water in its buildings
Hotel key cards are linked to energy appliances (ex light automatically switch off when people
leave the room)
Hotel groundsrsquo practices are sustainable (ex only local plants tolerant of local climate are used
etc)
Insulating covers are installed on all indoor and outdoor swimming pools and hot tubs to reduce
both energy and water use (ie evaporation)
Automatic controls are in place for heating and cooling with levels set to the minimum necessary
for comfort
Hotel vehicles operated are efficient and low emission
If you print this guide please only print it black and white and double-sided
ANNEX 6 - World Bank Group Approved Sustainable Vendors for Headquarters
Restaurants (close to WBG Headquarters buildings)
Company Name VIN Contact Information Website Best Used Forhellip
Founding Farmers NA 1924 Pennsylvania Ave NW
202-822-8783
Link Client LunchesDinners
Nora NA 2132 Florida Avenue NW
(202) 462-5143
Link Client LunchesDinners
Farmers and Fishers NA 3000 K Street NW
202-298-0003
Link Client LunchesDinners
Print Shops Company Name VIN Contact Information Website Best Used Forhellip
Plaza Art Store
NA 1990 K Street (2nd Floor)
202-331-7090
Purchasing Foam Poster Boards
EcoPrint 120419 Roger 301-585-7077 Link Sustainable printing needs
Giveaways amp Supplies Company Name VIN Contact Information Website Best Used Forhellip
Fairview Specialties 16952 Rick 410-242-1217 x 1602 Link Eco-Giveaways
ePromos 86267 1-877-377-6667 Link Eco-Giveaways
Advertise America 9830 1-800-579-4883 Link Eco-Giveaways
Office Max Office Max Link Environmentally-friendly office products
ReBinder Office Max Link Recycled Binders
Transportation Company Name VIN Contact Information Website Best Used Forhellip
Veolia Transportation 111458 Alex Cournol 301-965-2080 Fuel Efficient sedans SUVs motor coaches
Sunnys Executive Sedan 4517 1-800-949-0949 Fuel Efficient Sedans amp SUVs
Hotels (close to WBG Headquarters buildings) Reserve through American Express
Company Name VIN Contact Information Website Best Used Forhellip
Beacon Hotel 88406 1615 Rhode Island Avenue NW Link Hotel rooms
Washington Circle Hotel 9062 One Washington Circle NW Link Hotel rooms unique venue
Fairmont Hotel 7073 2401 M Street NW Link Hotel rooms
Topaz Hotel 1733 N Street NW Link Hotel rooms
Hotel Rouge 1315 16th
Street NW Link Hotel rooms
Hotel Palomar 2121 P Street NW Link Hotel rooms
Food amp Wine
Company Name VIN Contact Information Website Best Used Forhellip
Calypso Wine Distributors 114860 Beth-ann Roth 703-464-5550
1725 Eye Street NW Ste 300
Link Giveaways specialty wine at events
Note The above companies have been selected to help you get started If you have additional recommendations or
know of any other WB-approved vendors please contact Vanessa Ferragut to get these added to the next version
SUSTAINABLE MEETINGS GUIDE Version 24
29
References
1 ldquoLivestock and Climate Changerdquo World Watch Institute Retrieved from
httpwwwworldwatchorgfilespdfLivestock20and20Climate20Changepdf
2 Blue Green Meetings Retrieved from httpwwwbluegreenmeetingsorgSuppliersAccommodationshtm
3 Spatrisano A amp Wilson N (2007) Simple Steps to Green Meetings and Events United States of America
4 Tesdahl Ben (2008) Meetings Law Spelling Out lsquoGreenrsquo in Black and White Meetings Industry Megasite
Retrieved from httpwwwmimegasitecommimegasitearticlesarticle_displayjspvnu_content_id=1003849215
5 Barbara Scofidio (July 8 2009) Green It and Mean It Meetings Net Retrieved from
httpmeetingsnetcomnewsgreen-effort-meetings-0708
6 Wallace E Mathai M Heath A Convention Industry Council (2008) Convention Industry Council Manual 8th
Edition Washington DC
7 Cortese Amy (2009 September) Are We Doing Enough One Magazine September Issue
8 Hill Lori (2009) If You Green It They Will Come [PowerPoint slides] lori hill event productions Retrieved from
IFC Footprint website httpifcnetifcorgintranetfootprintnsfAttachmentsByTitlepres_EarthDay2009_IfYouGreenIt$FILEIf+You+Green+It+They+Will+Comepdf
9 UNEP ICLEI (2009) Green Meeting Guide 2009 Roll out the Green Carpet for your Participants
10 Kaplan Jonathan National Resource Defense Council ldquoEat Green Our everyday food choices affect global
warming and the environmentrdquo Retrieved from wwwnrdcorg
11 ldquoLivestockrsquos Long Shadowrdquo by Food and Agriculture Organization of the United Nations Retrieved from
httpwwwfaoorgdocrep010a0701ea0701e00HTM
12 Meeting Strategies Worldwide Retrieved from httpwwwmeetgreencom
13 Telschow Roger (2009) Guide for the Responsible Print Buyer United States of America
SUSTAINABLE MEETINGS GUIDE Version 24 10
Selecting a VenueHotel for Your Event or Overnight Attendees
At times you will need to source an external venue to host
your WBG event You may also need to source an external
hotel to host your out-of-town guests Using a venue or hotel
whose sustainability goals and objectives align with yours
provides you with more options to green your event
Consider using a venue that has a sustainability mission Ask if
your hotel offers a linen and towel reuse program has recycling services or paperless check-inout procedures You can
include these sustainability criteria in all your RFPs
Below are a few things to consider
Does the venuehotel already have sustainability practices in place Does the venue participate in any recycling
programs Do they practice energy conservation For the United States ask if they have earned any certifications
such as Green Seal Is this type of information advertised to the public For international hotels certifications
vary and may not always be awarded by the most credible sources If this is the case use the language in the
Annex for conversations and emails with hotelvenue representatives
Ask potential venueshotels to send you a summary of the environmental measures they have in
place Learning about a venuersquos best practices will help you learn what the industry is doing to be
green You might even get some great ideas from their policies for your next meeting
Is the venuehotel willing to work with your meetingrsquos green needs Many times venues wonrsquot have their own
green agenda but if asked some venues may be willing to modify services to accommodate your requests
Include in the contract a clause that states their commitment to fulfill the sustainability needs of your event
Is the venuehotel accessible by public transportation from the airport or the downtown area Is it also close to
other event locations to minimize the need for ground transportation Do they offer a shuttle to be used by your
meeting attendees to avoid the need for individual cabscars
Annex 4 is for Venue selection and Annex 5 is for Hotel selection of overnight guests Both annexes provide suggested language for a phone
conversation or formal Request for Information (RFI) or Request for Proposal (RFP) This will allow you to easily collect information about a
venuehotelrsquos efforts to minimize the environmental impacts of their operations and services This can also be used as a guide for what sustainable
options to look for when selecting a venuehotel
Annex 6 provides a list of World Bank Group-approved hotel vendors that have sustainable practices in place
A building earning the US Green Building Councilrsquos LEED Platinum certification has heatingcooling systems that donrsquot run for 13 of the year consumes 23 less energy than a typical office building and 13 of the buildingrsquos energy comes from renewable resources
SUSTAINABLE MEETINGS GUIDE Version 24 11
Selecting Ground Transportation
While most of your meetings may be taking place locally or within World Bank Group facilities please consider the type of ground transportation your guests will be taking from their hotels apartments airports or any offsite retreats you plan
Keep it close Locate all venues within walking distance of one
another Shorter distances = less environmental impact Having your evening reception at a restaurant within safe walking distance from the hotel saves you both time and money
Public Transportation Encourage the use of public transportation when possible Provide information complimentary passes and maps in guest packages if this is a city with which your guests are not familiar
Request fuel-efficient vehicles If you have to move a number of meeting attendees from one place to another using mini-buses or vans ask your transportation carrier if they own or lease any fuel efficient or hybrid vehicles
Turn it off If you hire a ground transportation provider request the company to instruct drivers to turn off the engine in order to minimize idling of vehicles when waiting for guests In many states (such as DC) this is the law
Transportation contributes approximately one-third of all US carbon dioxide emissions and must be a prime target for major greenhouse gas reductions -Sierra Club
SUSTAINABLE MEETINGS GUIDE Version 24 12
Gifts and Giveaways
Sometimes your events may call for some sort of incentive prize giveaway or other such token of appreciation of
attendeesrsquo participation Below are some helpful hints when sourcing such items
Buy Local Try purchasing items that are made as close to where you will need to ship them This minimizes the time it will take the product to arrive the amount you will spend on shipping and your carbon footprint in terms of transportation and fuel For example avoid items made abroad if your meetingevent is taking place in the United States
The Gift that Keeps on Giving Encourage the purchase of useful giveaways such as travel mugs aluminum water bottles USB drives and other such items that participants can reuse again and again This helps to minimize the amount of waste going to the landfill from items that are intended for one-time use
Whatrsquos in [the material] for me If you are sourcing giveaways such as t-shirts reusable canvas bags etc consider requesting organic cotton or products made of organic andor sustainable materials Materials such as organic cotton organic hemp organic wool kapok buckwheat or millet hulls or silk are comfortable and sustainable Some even come in colorful new designs using eco-safe dyes and color grown cotton Make sure that your items are Polyvinyl chloride (PVC) and Bisphenol A (BPA) free Ask your supplier about these materials and if heshe can help you find them for your specific order
Get your facts Just because your vendor is telling you the product is green may not always mean it is Remember that they are trying to sell you something There are many suppliers who obtain certifications (either for certain products or their entire business) to show they follow industry best practices vis-agrave-vis environmental and social responsibility Ask your supplier if they have obtained any such certifications or adhere to any sustainability principles that they can verify
Did you know that many of the crops that produce the fibers used to make our clothing and home waresmdashoften those we sleep in every nightmdashaccount for some of the highest pesticide usage In fact it takes roughly one-third of a pound of chemicals (pesticides and fertilizers) to grow enough cotton for just one T-shirt which is why it is important to consider organic cotton and other alternative fibers
Source wwworganicorg
SUSTAINABLE MEETINGS GUIDE Version 24 13
Making it Carbon Neutral
A meeting or conference can be considered carbon neutral when all possible efforts have been made to reduce the
greenhouse gas (GHG) emissions resulting from the meeting and when carbon offsets have been purchased to
compensate for the unavoidable emissions
Below yoursquoll find important steps to help measure and offset the emissions associated with your event When we
mention ldquocontact usrdquo please use the contact information for the World Bank Corporate Responsibility and the IFC
Footprint Program team members that can be found on page 2 of this Guide
Collect Data Yoursquoll need to gather data from a number of different sources to calculate the emissions from your
meeting These are
Energy at the meeting venue ndash you will need to find out the average annual (or monthly) electricity consumed
and fuel used (in boilers or generators) at the venue This data will then be prorated for the length of your
event You should ask a representative from the venue for this data from utility bills or purchase records If you
are unable to collect this data ask the venue for information about the size of the conference venue ndash contact
us and we can apply an energy intensity figure to this area to estimate the electricity consumption
Air transport to event ndash you will need to account for the distance traveled by each attendee that is not WBG
staff - each flight leg should be identified For example for an attendee going to a conference in Delhi India you
would need to know that they traveled from Washington-Dulles to Delhi through London-Heathrow and record
each of the airport codes (ie IADLHRDEL) Similarly you would need to know the routing of their return trip
NOTE All GHG emissions from flights taken by WBG staff are already reported annually and carbon offsets are
purchased to make these flights carbon neutral
Ground transport to and from the venue (between venue and hotel or airport and hotel) ndash you would need to
know how people traveled to and from the meeting how many people by what means (car--gasolinediesel
bus rail other) and over what distances For example for attendee A you would want to know that they
travelled 2 km by bus to get to the hotel and then 1 km by taxi to get to the conference venue
Hotel rooms utilized by attendees of the event - If there are a number of hotel rooms involved then you would
need to know how many hotel room days were used in order to estimate the energy associated with those
rooms based on region
Calculating your emissions ndash the World Bank Corporate Responsibility and IFC Footprint Program teams are happy to
help you calculate your emissions Please contact us to request our greenhouse gas emissions calculator and we can
help you fill out the calculator to properly calculate your emissions
Offsetting your emissions ndash the World Bank Corporate Responsibility and IFC Footprint Program teams are also happy to
help you offset these emissions Please contact us to discuss how we can offset your emissions through the purchase of
carbon offsets
SUSTAINABLE MEETINGS GUIDE Version 24 14
Communicate Your Greening Efforts
Without communicating the impact of these great efforts undertaken the sustainable event is only half effective Sustainable meetings are about creating awareness and building understanding Ensure your event communications inform attendees about the great efforts involved to reduce the negative environmental impacts of this event
Take the Floor If yoursquore the meeting coordinator you have the opportunity to spread the word Introduce yourself at the beginning of the meeting and explain the basic concepts you have incorporated point out where the recycling bins are and remind people of other key aspects of your sustainable event
Shout it out If you select to have an attendee packet consider emailing it first Materials should emphasize the vision of greening the event Have a short summary that states your goal and provides examples of sustainable options at your event (include statistics that show the impact where possible)
Example ldquoBy not printing attendee packets we were able to save an estimated 800000 sheet of paper and 8000 binders This saves about 67 trees greenhouse gases equivalent to approximately 2 cars per year 65801 gallons of wastewater and 7765 pounds of solid wasterdquo
The following websites can help you calculate your eventrsquos footprint for communication purposes
[Paper] Environmental Defense Paper Calculator
[Ground transportation] EPA calculator for converting gasoline usage or passenger vehicles into environmental impacts (use Option 1)
[Catering] EPA food waste calculator
[Waste recycling] North East Recycling Center calculator
Invite your vendors to tell their story Ask the venuehotel to provide information on what they have done to
help green the event and include this in your communications Invite the venue to create and hang a poster up at your event on their greening efforts
Show it off Ask your caterer to create small table-top signs by food highlighting sustainability efforts (local
sustainable organic no packaging etc)
Get preachy If you have selected a sustainable giveaway help encourage behavior change with fun facts For
example you can include a card or text that mentions ldquoIt takes three liters of water to produce one liter of
bottled waterrdquo on aluminum water bottles they received at your event By sharing with them useful facts and
information your attendees are more likely to reuse that giveaway in a fashion intended to minimize their own
footprint going forward
For templates and examples contact your IFC Footprint Team or WB Corporate Responsibility Team or visit the Footprint Programrsquos website to download your own copies
Best Practice Tips
Create table tents asking participants to take only what they need
and to return name badges for future use (best to create a
designated area for name badge return- a simple box labeled at
your registration area works well) Attendees like being informed
and getting involved Contact us for templates
SUSTAINABLE MEETINGS GUIDE Version 24 15
E-Meetings
The World Bank Group provides resources to help you host virtual meetings This is an easy way to reduce costs and
your travel footprint while allowing a larger number of people the ability to attend a meeting A series of training
sessions and seminars have been designed to help planners in coordinating electronic meetings In addition eServices is
available to assist planners with any video conferencing service needs Lastly stay tuned for the rollout of Telepresence
centers
eMeetings eMeetings is a great solution for all your online meeting needs especially when you want to share documents andor presentations among globally dispersed teams located both at HQ and in the country offices -- either with or without videoconferencing session conduct a training online conduct a facilitated session between participants at HQ and in the country offices and have the ability to enter commentsthoughts live via an electronic Whiteboard demonstrate system solutions online
o IFC eMeeting eLearning Module Learn how to schedule an eMeeting through your Lotus Notes calendar as well as online This module will cover the dos and donts when working with an eMeeting as well as best practices Available on LMS (no link)
CMA Polycom CMA Polycom enables IFC staff to use their computers to conduct point-to-point video
conferences with each other or participate in a scheduled video conference This is a great way to enhance your
meetings and connect to colleagues when you are traveling working from home or just sitting in your office at
HQ How can you start trying out the CMA Polycom Talk to your IT Coordinator who can request CMA
application installed on your IFC PC You will also need a webcam or built-in PC camera Note that people you
wish to conference with must have the application installed and they must be available and remember if you
are in a location with slow connectivity CMA use may not be recommended
IFC An Introduction to Web Conferencing This 20-minute tutorial introduces web conferencing concepts and features It also covers the PREP (Planning Rehearsal Execution Post-Mortem) Model for web conferencing to guide you in the design and delivery of training sessions or meetings Upon completion of this program staff will understand best practices for conducting successful web conferences and the benefits of web conferencing including how it supports the IFC Footprint program Available on LMS (no link)
Video Conferencing Services World Bank Staff can request Global Videoconferencing Services (GVS) which consist of two-way video audio and broadcast video either between two or among multiple locations Contact eServices for booking information or email wbvideoworldbankorg These cost about $205 per session including long distance charges and must be made at least 24 hours in advance
Adobereg Connect is a web conferencing application used to deliver online meetings and webinars It is Internet-
based and uses Adobe Flash technology A World Bank Group computer is not necessary to deliver or participate
in Adobe Connect virtual meetings Virtual meetings may include features such as screen sharing web tours
voice over IP file uploads and document collaboration to make them interactive and participant-friendly An
Adobe Connect license is necessary in order to set up a web meeting Each VPU has an Adobe Connect champion
who manages the licenses and may assist in meeting setup and support Meetings remain available until they
are deleted so a meeting space can be reused as often as necessary For more information write to
iLearningworldbankorg
Skype Skype is a software application installed on individual computers that allows users to make voice and
video calls over the internet for free to other Skype users and for a low fee to landlines cellphones etc Skype
was installed on all WBG computers in 2010 If you need help setting up Skype contact your IT Coordinator If
SUSTAINABLE MEETINGS GUIDE Version 24 16
you have Skype on your machine but have never used it you will need to take some steps to start using it Visit
this link for more information
Telepresence Centers Telepresence centers are
currently under construction in the MC Building the F building (IFC)
and IFC offices in Istanbul Hong Kong and should be fully
operational by 2012 Similar to videoconferencing telepresence
centers connect users in different locations through the use of high
definition video technology The goal is to simulate being in the
same room with meeting attendees across the world This is often
done through the use of similar tables chairs and backgrounds in
each telepresence center Look for more information on the WBG
telepresence centers in late 2011
If you print this guide please only print it black and white and double-sided
Checklist for Internal Events
The World Bank Group Knows Sustainable Meetings Every day at headquarters we host dozens even hundreds of meetings for internal staff ldquoBrown bagrdquo lunches staff trainings team meetings etc Below is a quick reference guide to taking small steps that lead to big impacts in minimizing the World Bank Grouprsquos footprint
General Tips
Get your team on board Let your planning team managers and attendees know of your efforts to green your next meeting or event Consider including this in your broadcast emails Lotus Notes meeting invitation or general email invitations to attendees
Walk through Before your event walk through the meeting room yoursquove reserved and make sure that the recycling bins are set-up where they should be HQ Only Email ifceventsifcorg for the F building or wbeventsworldbankorg for the WB buildings to ensure recycle bins are set-up properly in the room
Communicate it You can request informative templates from the IFC Footprint Program and the WB Corporate Responsibility team to print and display at your event For more information contact Vanessa Ferragut at vferragutifcorg or Adam Rubinfield at arubinfieldworldbankorg HQ Only Templates are available to communicate the sustainable nature of your event for placement on cafeteria tables
Make it Carbon Neutral The Corporate Responsibility and Footprint programs can help you calculate the emissions from your event and work with you to offset these emissions
Printing and Paper Use
Go paperless (or slim it down) Consider limiting the number of handouts you bring to you meeting Send these electronically after the events HQ Only If your department doesnrsquot have a departmental projector contact IFC Events at ifceventsifcorg or at the WB visit httpgsdconference to request one
Print it green Did you know that the paper provided in printers is already 100 recycled and all printers are defaulted to double-sided printing If you MUST print try and provide handouts using black amp white printing only
Choose erasable Use reusable dry-mark erasable boards instead of paper flip charts Ensure ldquonon-toxicrdquo markers are used HQ Only You can contact IFC Events at ifceventsifcorg or at the WB visit httpgsdconference to request a dry erase board
Generalize it Design and write all materials produced for the meeting (such as banners posters signs place cards) with generic language (do not put dates or locations) to allow them to be reused for other meetings
Reuse it You can save money and paper by reusing the foam backing to your existing posters Just reprint the front and glue on a new one HQ Only You can give old foam backings for posters back to the customer service desk at the GSD print shop in MC-C3-300
Digitize It Did you know that the WB Headquarters building has multiple electronic message boards where you can post event advertisements rather than using posters HQ Only Email Kenneth Wu at kwu1worldbankorg to post these electronic announcements in the MC H I and J buildings Contact Dila Zeynep Serpil at DSerpilifcorg to get your message posted on IFCrsquos K Street flat screen (needs to be designed as a landscape-type flyer)
Survey says If distributing surveys at your event considering using only a half page format For post-conference follow up send this electronically You can create your own electronic survey for free at wwwsurveymonkeycom
Sustainable CateringDining Out
Choose dishware Disposable cups plates and flatware not only add to landfills they also do not deliver the same ldquofirst-classrdquo catering service experience as dishware HQ Only When filling out RArsquos catering order
online specify in the ldquoSpecial Commentsrdquo section to provide dishware and NO disposables Currently RA charges $75 in tier two rooms for dishware but calculating costs of disposables it is actually a savings anytime you host an event
SUSTAINABLE MEETINGS GUIDE Version 24
18
or meeting for 20 or more people Note that the pricing structure for this is being evaluated to encourage the use of dishware over disposables
Eat sustainable amp local Go organic where possible Opt for seasonal and locally grown produce-based meals Order sustainable seafood Also consider a limited meat menu - raising animals for food requires more energy water and other inputs than growing grains or vegetables HQ Only You can work directly with RA at the IFC through ifceventsifcorg or at the World Bank Buildings - extension 82000 or email WBeventsworldbankorg RA follows the Monterey Bay Aquariums suggestions for sustainable seafood
Request Fair Trade organic andor shade grown coffee and tea HQ Only Restaurant Associates default for coffee served at meetings and events is Starbuckrsquos Fair Trade coffees- there is no additional charge for these choices
Compost it If disposables must be used be sure they are biodegradable or can be composted Also ensure the venue has set up means to collect and compost those disposables HQ Only The MC and F (as of
November 2010) buildings currently have the capacity to compost Make sure that any food or compostable serving
ware remaining after your meeting is composted by sending an email to WBeventsworldbankorg
Donrsquot pre-fill When hosting a sit down event ask caterers not to pre-fill glasses of water at banquet tables- this can save substantial amounts of wasted water for large events
Lose the packaging When placing your catering order specify to use bulk serving containers instead of individual serving sizes of butter spreads etc Request carafes of water rather than individual water bottles etc Similarly request meals be provided on platters rather than individually packaged Request bulk dispensers for all condiments sugar salt amp pepper cream butter etc HQ Only Please place these requests in the ldquoSpecial Commentsrdquo section of the RA online form when placing your catering order
Donate Inform caterers of the exact number of participants and re-evaluate quantity needed during the meeting to help avoid waste Ask your caterer to donate leftovers to local charities HQ Only RA donates excess food production to DC Central Kitchen on an as-needed basis Food that has been served in a buffet is disposed in accordance with healthy and safety regulations
Communicate it Ask your caterer to create small table-top signs by food highlighting sustainability efforts (sustainable no packaging local etc) HQ Only You can contact IFC Events at ifceventsifcorg
Giveaways
Buy local Try purchasing items that are made as close to where you will need to ship them This minimizes the time it will take the product to arrive the amount you will spend on shipping and your carbon footprint in terms of transportation and fuel
The gift that keeps on giving Encourage the purchase of useful giveaways such as travel mugs aluminum water bottles USB drives and other such items that participants can reuse again and again This helps to minimize the amount of waste going to the landfill from items that are intended for one-time use
Whatrsquos in [the material] for me If you are sourcing giveaways such as t-shirts reusable canvas bags etc consider requesting organic cotton or that your items are made of organic andor sustainable materials Materials such as organic cotton organic hemp organic wool kapok buckwheat or millet hulls or silk are comfortable and
sustainable Also make sure to ask that the product is Polyvinyl chloride (PVC) and Bisphenol A (BPA) free
Get your facts Just because your vendor is telling you the product is green may not always mean it is Remember that they are trying to sell you something There are many suppliers who obtain certifications (either for certain products or their entire business) to show they follow industry best practices vis-agrave-vis environmental and social responsibility Ask your supplier if they have obtained any such certifications or adhere to any sustainable principles
that they can verify HQ Only Refer to Annex 6 in this Guide for a list of WBG-approved giveaway vendors who
source sustainable giveaways
Transportation
By train bus or bike Communicate to outside attendees the public transportation accessibility of your WB of IFC office building to discourage use of vehicles
SUSTAINABLE MEETINGS GUIDE Version 24
19
Checklist for Off-Site Events
The World Bank Group Knows Sustainable Meetings
Whether yoursquore greening a local meeting for 6 people or an international meeting for hundreds there are many
tools within the WBGrsquos resources that can help you successfully minimize your meetingrsquos footprint and save money
Getting Started Things to Ask
Why does your department want to go green
If there are additional costs involved in hosting a sustainable event are you willing to commit to this financially Consider that you may also be saving money on something items as well
Are you interested in greening only one or two components of your event or most of the event
What do you and your meeting planning committee see as the most important component to a sustainable event
Printing and Paper Guidelines
Go paperless (or slim it down) Provide participants with a CD or USB stick with all the conference material or send electronically after the events Have printingcopying facilities available on request at the venue for attendees that must print hard copies of materials
Start with the printer Choose environmentally responsible printing companies for external printing contracts HQ
Only Refer to Annex 6 in this Guide for a list of printers that have sustainable practices
Print it green Use 100 recycled with a minimum of 65 of post consumer waste content avoid glossy publications give preference to soy based or vegetable oil inks for all printing purposes and make all necessary handouts black and white (when possible) and double-sided
Sustainable note-taking Use reusable dry-mark erasable boards or blackboards instead of paper flip charts if available Ensure ldquonon-toxicrdquo markers are used
Generalize it Design and write all materials produced for the meeting (such as banners posters signs place cards) with generic language (do not put dates or locations) to allow them to be reused for other meetings
Poster printing You can save money and paper by reusing the foam backing to your existing posters Just reprint the front and glue on a new one
E-signs Ask your venue if they have electronic screens where you can display your event information without the need of a poster or easel Make sure to get the right dimensions so that you can design your sign so it doesnrsquot look stretched out
Survey says If distributing surveys at the meeting consider printing on 100 recycled paper double sided For post-conference follow up send the survey electronically
Sustainable Catering
Choose dishware Disposable cups plates and flatware not only add to landfills they also donrsquot deliver the same ldquofirst-classrdquo catering service experience
Eat sustainable amp local Go organic where possible Opt for seasonal and locally grown produce-based meals Buying locally grown products helps support the communities and offers fresher seasonal choices without the transportation impact Consider a limited meat menu - raising animals for food requires more energy water and
other inputs than growing grains or vegetables HQ Only Refer to Annex 6 in this Guide for a list of restaurants in the
DC area that have sustainable practices
Choose sustainable seafood Request your caterer to follow the Monterey Bay Aquariumrsquos Seafood Watch guide As consumer demand for seafood increases it is depleting fish stocks around the world and harming oceans
Request Fair Trade organic andor shade grown coffee and tea
SUSTAINABLE MEETINGS GUIDE Version 24
20
Compost it If disposables must be used be sure they are biodegradable or can be composted Also ensure the venue has set up means to collect and compost those disposables Compostable items thrown in with regular trash will end up in the landfill ndash and most landfill conditions do not allow for decomposition
Donrsquot pre-fill Ask your caterer not to pre-fill glasses of water at banquet tables - this can save substantial amounts of wasted water for large events
Lose the packaging Request your caterer to provide liquids in carafes ndash including water and juices Individual bottles require fossil fuels to be produced packaged and transported eventually ending up in landfills Similarly request meals be provided on platters rather than individually packaged
Bulk up Request bulk dispensers for all condiments sugar salt amp pepper cream butter etc
Communicate it Ask your caterer to create small table-top signs by food highlighting sustainability efforts (sustainable no packaging local etc)
Selecting a VenueHotel for Overnight Guests
Visit GSDrsquos Approved-Offsite Venues and here for GSDrsquos Approved Hotels HQ Only Refer to Annex 6 in this Guide for
a list of hotels in the DC area that have sustainable practices in place
Ask potential venueshotels to send you a summary of the environmental measures they have in place Does the venue participate in any recycling programs Do they practice energy conservation Is this type of information advertised to the public Learning about a venuersquos best practices may help you get some great ideas for your next meeting
Is the venuehotel willing to work with your meetingrsquos sustainable needs Many times venues wonrsquot have their own sustainable agenda but if asked some venues may be willing to modify services to accommodate your requests
Is the venuehotel accessible by public transportation from the airport or the downtown area Is it also close to other event locations to minimize the need for ground transportation
Selecting Sustainable Ground Transportation
Destination Choose a destination with minimal travel Shorter distances = less environmental impact
HotelVenue location When booking a hotel or venue consider choosing one that is located near public transportation (Metro bus stop train station etc) or an airport if most people are arriving by plane
Public transport when possible Encourage the use of public transportation when possible Provide information complimentary passes and maps in guest packages
Keep it close Locate all venues within walking distance of one another For example having your evening reception at a restaurant within safe walking distance from the hotel saves you both time and money
Alternative fuel If you have to move a number of meeting attendees from one place to another using mini-buses or vans ask your transportation carrier if they own or lease any fuel efficient or hybrid vehicles HQ Only Refer to
Annex 6 in this Guide for a list of WBG-approved transportation vendors who use energy-efficient vehicles
Turn it off If you hire a ground transportation provider request the company to instruct drivers for your event to minimize idling of vehicles when waiting for guests
GiveawaysOther
Buy local Try purchasing items that are made as close to where you will need to ship them This minimizes the time it will take the product to arrive the amount you will spend on shipping and your carbon footprint in terms of transportation and fuel For example avoid items made abroad if your meetingevent is taking place in the United States
The gift that keeps on giving Encourage the purchasing of useful giveaways such as travel mugs aluminum water bottles USB drives and other such items that participants can reuse again and again This helps to minimize the
amount of waste going to the landfill from items that are intended for one-time use HQ Only Refer to Annex 6 in
this Guide for a list of vendors that have eco-friendly giveaways
SUSTAINABLE MEETINGS GUIDE Version 24
21
Whatrsquos in [the material] for me If you are sourcing giveaways such as t-shirts reusable canvas bags etc consider requesting organic cotton or that your items be made of organic andor sustainable materials Materials such as organic cotton organic hemp organic wool kapok buckwheat or millet hulls or silk are comfortable and
sustainable Also make sure to ask that the product is Polyvinyl chloride (PVC) and Bisphenol A (BPA) free
Get your facts Just because your vendor is telling you the product is green may not always mean it is Remember that they are trying to sell you something There are many suppliers who obtain certifications (either for certain products or their entire business) to show they follow industry best practices vis-agrave-vis environmental and social responsibility Ask your supplier if they have obtained any such certifications or adhere to any sustainable principles that they can verify
Efficient shipping Consider having your giveaways shipped directly to the venue or hotel where yoursquoll be giving these out This saves fuel emissions and costs than having to ship twice (once to your offices and once to the venuehotel)
Make it Carbon Neutral The Corporate Responsibility and Footprint programs can help you calculate the emissions from your event and work with you to offset these emissions
If you print this guide please only print it black and white and double-sided
ANNEX 1 ndash SELECTING A PRINT SHOP
Below is suggested language for a phone conversation formal Request for Information (RFI) Request for Proposal (RFP)
or any written communication This will allow you to easily collect information about a print shoprsquos products and services
that have minimal environmental impacts as well as efforts of the print shop to minimize the environmental impacts of
their operations This can also be used as a guide for sustainable printing and paper options that you should consider for
your print jobs
The World Bank Grouprsquos Commitment to Sustainability The World Bank Group (WBG) is committed to minimizing the environmental impact of its internal business operations This includes ensuring resource efficiency minimizing waste providing healthy surroundings in which to work and giving back to local communities where we do work This approach is consistent with our mission We will achieve our objectives by working in partnership with vendors whose products and services align with our commitment to sustainability
Printing Services Checklist
Basic YN Notes
Do you offer paper options that have high recycled content (ideally 100) with post-consumer waste recycled fiber content (also ideally 100)
Do you use a certification to verify environmentally responsible pulp and paper sources such as FSC or SFI
Can files be proofed electronically
Do you have binding options that break down easily during recycling process or do not need to be removed to recycle printed piece
Do you use vegetable-based inks for printing with the lowest VOC rating
Do you offer paper that is uncoated and either totally Chlorine
Free (TCF) process chlorine free (PCF) or elemental chlorine free
(ECF)
Going Further YN Notes
Does the paper mill use renewable power sources or have other established conservation or recycling practices
Is digital lsquoprint on demandrsquo or waterless printing available
Are you an FSC-certified printer If not can you provide
documentation of an environmental management system
SUSTAINABLE MEETINGS GUIDE Version 24
23
ANNEX 2 ndash SELECTING A CATERER
Below is suggested language for a phone conversation formal Request for Information (RFI) Request for Proposal (RFP)
or any written communication This will allow you to easily collect information about a catererrsquos products and services
they can offer you that have minimal environmental impacts It also collects information on the catererrsquos efforts to
minimize the environmental impacts of their business operations This can also be used as a guide for sustainable
catering options that you should consider for your event
The World Bank Grouprsquos Commitment to Sustainability The World Bank Group (WBG) is committed to minimizing the environmental impact of its internal business operations This includes ensuring resource efficiency minimizing waste providing healthy surroundings in which to work and giving back to local communities where we do work This approach is consistent with our mission We will achieve our objectives by working in partnership with vendors whose products and services align with our commitment to sustainability
Catering Products and Services
Basic YN Notes
Can water bottles be replaced by filtered water pitchers
Can dishware be used instead of disposable serving-ware This includes omitting to-go coffee cups and other to-go containers
Can bulk dispensers be used for sugar salt pepper cream butter
jams and other condiments
Can organic andor local food options be provided for menu selections
Are sustainable seafood options provided for menu selections If so what guideprogram is used to ensure responsible selections (such as the Monterey Bay Aquariumrsquos Seafood Watch Guide )
Is organic shade grown andor fair trade coffee and tea available
Can meals be served family style buffet or on platters rather than individually packaged
Going Further YN Notes
Are there means to collect and compost food waste as well as any biodegradable disposables and serving-ware used
Can table tents or informative signage be provided letting attendees know about sustainability efforts (such as ldquoOrganicrdquo ldquoLocalrdquo ldquoBulk to avoid packagingrdquo)
Is any portion of the catering services outsourced to socially
responsible nonprofits or other community needs groups
Is unused food donated to a local shelter or nonprofit
SUSTAINABLE MEETINGS GUIDE Version 24
24
ANNEX 3 ndash CHECKLIST FOR CATERING at HQ by RESTAURANT ASSOCIATES For meetings and events planned by HQ-based WBG staff at the Main Complex F J or H Building you are required to use the catering
services provided by Restaurant Associates Restaurant Associates is dedicated to providing excellent service at WBG properties and
can accommodate most catering needs Below is a list of suggested sustainable catering options for you to discuss with RA along
with a list of RArsquos default green products and services as an FYI
RArsquos Default Sustainable Options include
Fair Trade coffee Compostable disposables Donating excess production to DC Central Kitchen on an as-needed basis Follows sustainability guidelines in accordance with Monterey Bay Aquarium guide
CHECKLIST FOR RESTAURANT ASSOCIATES CATERING
Minimizing waste from service options Notes for Meeting Planners Cost Implications
Pitchers of water provided instead of bottled water
To request this option include instructions in the Comments Box of the online RA order form
At the IFC filtered water is served in pitchers as the default with no extra charge Please include this
request under the comments section In WB buildings the water pitcher policy is under review Details to follow in later FY12 You should always
contact your caterer directly in regards to this
Pitchers of all beverages (juices ice tea etc) can be served instead of individual bottles
To request this option for orange grapefruit and aqua fresco you can click on ldquoBeverages-
NonAlcoholicrdquo and select the pitchers of juice you like For other pitchers such as Iced Tea and apple juice include instructions in the Comments Box of
the online RA order form
$1350 per half gallon is the current pricing
Dishware can be used instead of paper or plastic serving-ware This includes omitting to-go coffee cups and other to-go containers
When ordering online include in the comments section ldquodishware onlyrdquo and possibly list a few items you do not want to have such as disposable coffee
cups plates and cutlery
Restaurant Associatersquos charge for dishware is $75 in tier two rooms but if calculating costs of disposables it is actually a savings anytime you host an event or
meeting for 20 or more people
Single-serve condiments can be eliminated from an event Alternative is to serve condiments (sugar salt pepper cream butter jams mayo mustard salad dressing etc) in bulk dispensers bowls etc
To request this option include instructions in the Comments Box of the RA order form
None
ldquoBoxed lunchesrdquo can be served on trays -rather than individual boxes- and replacing single serve condimentschips with bulk serving options
To request this option include instructions in the Comments Box of the RA online order form If there is a need for staff to bring their lunches back to their
office brown bags can be provided
None
Sustainable menu options Notes for Meeting Planners Cost Implications Organic andor locally sourced menu options are available
RA promotes the use of local and natural (no growth
hormones or additives) products based on season
and region Therefore menu options may be
limited
These items typically cost 30- 50 more
Limited (or no) meat menu can be prepared with a range of vegetarian options diverse in flavorstextures
RA can provided excellent vegetarian options upon
request Some online options are all vegetarian and
some menus can be customized with RA directly
Vegetarian options tend to cost less than meat
options
Organic wine or beer can be purchased Natura brand organic wines are available through
RA
Varies by product 30- 50 higher cost or
approximately $1195 per person
Educating attendees Notes for Meeting Planners Cost Implications
Table tents or informative signage can be
provided letting attendees know about
sustainability of foodbeverageservice
(highlighting what is local organic fair-trade
bulk serving dishware)
RA is happy to set up table tents with titles of the
food items being served at the event Just email
Michelle Perry at MPerryifcorg for your specific
requests
None
SUSTAINABLE MEETINGS GUIDE Version 24
25
ANNEX 4 ndash SELECTING A VENUE
Below is suggested language for a phone conversation formal Request for Information (RFI) Request for Proposal (RFP) or any written communication This will allow you to easily collect information about a venuersquos services that have minimal environmental impacts as well as efforts of the venue to minimize the environmental impacts of their operations This can also be used as a guide for what sustainable options that to look for when selecting a venue The World Bank Grouprsquos Commitment to Sustainability The World Bank Group (WBG) is committed to minimizing the environmental impact of its internal business operations This includes ensuring resource efficiency minimizing waste providing healthy surroundings in which to work and giving back to local communities where we do work This approach is consistent with our mission We will achieve our objectives by working in partnership with vendors whose products and services align with our commitment to sustainability
Venue
Basic YN Notes
Venue is in close proximity to public transport airport connection hotels or other
event venues
Venue provides visible and accessible reduction reuse and recycling services for
paper metal plastic and glass
The venue has an energy management program ensuring temperature is kept at
reasonable levels (such as 72 degrees Fahrenheit in summer 68 in winter) and that
this can be adjusted according to the dress code for an event
Venue instructs staff to shut off HVAClights when guests are not in meeting rooms
or other areas of the facility
Venue trains its staff to implement its environmental policies
Venue purchases environmentally preferable products (recycled paper products
green cleaning products etc)
Going Further YN Notes
Venue has an environmental policy and action plan covering sustainable
procurement energy saving catering services cleaning transport and waste
Venue is third party certified (examples in US LEED building Green Seal hotel etc)
If venue is not third party certified it follows sustainability principles such as
installed high insulation designed to maximize the use of daylight uses energy
efficient lighting and water-saving appliances in kitchen and toilets
Venue uses renewable energy on site or buys Renewable Energy Certificates
Venue separates and composts its organics or will work with organizer to instate a
program
Venue purchases environmentally responsible cleaning products for carpets floors
kitchens and bathrooms (minimum 50 percent of products are environmentally
responsible)
Venue requests that suppliers have environmentally responsible policies and
supports vendors who do
SUSTAINABLE MEETINGS GUIDE Version 24
26
ANNEX 5 ndash SELECTING A HOTEL For Overnight Guests
Below is suggested language for a phone conversation formal Request for Information (RFI) Request for Proposal (RFP) or any
written communication This will allow you to easily collect information about a hotelrsquos services that have minimal environmental
impacts as well as efforts of the hotel to minimize the environmental impacts of their operations This can also be used as a guide for
what sustainable options that to look for when selecting a hotel venue
The World Bank Grouprsquos Commitment to Sustainability The World Bank Group (WBG) is committed to minimizing the environmental impact of its internal business operations This includes ensuring resource efficiency minimizing waste providing healthy surroundings in which to work and giving back to local communities where we do work This approach is consistent with our mission We will achieve our objectives by working in partnership with vendors whose products and services align with our commitment to sustainability
Selecting a Hotel
Basic YN Notes
Hotel is located within walking distance of the meeting venue and is easily accessible by public
transport
Hotel implements water-conservation practices including low-flow showerheads and toilets
Hotel implements a recycling program
Hotel implements energy efficiency practices ensuring temperature is kept at reasonable levels
(such as 72 degrees Fahrenheit in summer 68 in winter) and HVACelectricity is turned off when
rooms are not used
Heating and air conditioning systems are easy for guests to operate (and adjust when necessary)
Hotel has a linen reuse program and place-cards in each room letting guests know of this
Hotel participates in paperless check-inout procedures
Hotel instructs staff to shut off HVAClights when guests are not in their rooms or other areas of
the facility
Going Further YN Notes
Hotel has an environmental policy and action plan covering sustainable procurement energy
saving catering services cleaning transport and waste
Hotel is third party certified (in the US examples include LEED building Green Seal hotel etc)
If Hotel is not third party certified it follows sustainability principles such as installed high
insulation designed to maximize the use of daylight uses energy efficient lighting and water-
saving appliances in kitchen and toilets
Hotel trains its staff to implement its environmental policies
Hotel uses renewable energy on site or buys Renewable Energy Certificates
Hotel separates and composts its organics or will work with organizer to instate a program
Hotel that offers bulk dispensers for shampoos and soaps in guest rooms
Hotel purchases environmentally preferable products (recycled hand towels toilet paper etc)
Hotel requests vendors to have environmentally responsible policies and supports vendors who
do
SUSTAINABLE MEETINGS GUIDE Version 24
27
Hotel purchases environmentally responsible cleaning products for carpets floors kitchens and
bathrooms (minimum 50 percent of products are environmentally responsible)
Hotel delivers newspapers to rooms only if requested and not wrapped in plastic bag
Guest laundry containers are reusable (eg baskets)
Going Even Further YN Notes
Hotel utilizes rain water andor grey water in its buildings
Hotel key cards are linked to energy appliances (ex light automatically switch off when people
leave the room)
Hotel groundsrsquo practices are sustainable (ex only local plants tolerant of local climate are used
etc)
Insulating covers are installed on all indoor and outdoor swimming pools and hot tubs to reduce
both energy and water use (ie evaporation)
Automatic controls are in place for heating and cooling with levels set to the minimum necessary
for comfort
Hotel vehicles operated are efficient and low emission
If you print this guide please only print it black and white and double-sided
ANNEX 6 - World Bank Group Approved Sustainable Vendors for Headquarters
Restaurants (close to WBG Headquarters buildings)
Company Name VIN Contact Information Website Best Used Forhellip
Founding Farmers NA 1924 Pennsylvania Ave NW
202-822-8783
Link Client LunchesDinners
Nora NA 2132 Florida Avenue NW
(202) 462-5143
Link Client LunchesDinners
Farmers and Fishers NA 3000 K Street NW
202-298-0003
Link Client LunchesDinners
Print Shops Company Name VIN Contact Information Website Best Used Forhellip
Plaza Art Store
NA 1990 K Street (2nd Floor)
202-331-7090
Purchasing Foam Poster Boards
EcoPrint 120419 Roger 301-585-7077 Link Sustainable printing needs
Giveaways amp Supplies Company Name VIN Contact Information Website Best Used Forhellip
Fairview Specialties 16952 Rick 410-242-1217 x 1602 Link Eco-Giveaways
ePromos 86267 1-877-377-6667 Link Eco-Giveaways
Advertise America 9830 1-800-579-4883 Link Eco-Giveaways
Office Max Office Max Link Environmentally-friendly office products
ReBinder Office Max Link Recycled Binders
Transportation Company Name VIN Contact Information Website Best Used Forhellip
Veolia Transportation 111458 Alex Cournol 301-965-2080 Fuel Efficient sedans SUVs motor coaches
Sunnys Executive Sedan 4517 1-800-949-0949 Fuel Efficient Sedans amp SUVs
Hotels (close to WBG Headquarters buildings) Reserve through American Express
Company Name VIN Contact Information Website Best Used Forhellip
Beacon Hotel 88406 1615 Rhode Island Avenue NW Link Hotel rooms
Washington Circle Hotel 9062 One Washington Circle NW Link Hotel rooms unique venue
Fairmont Hotel 7073 2401 M Street NW Link Hotel rooms
Topaz Hotel 1733 N Street NW Link Hotel rooms
Hotel Rouge 1315 16th
Street NW Link Hotel rooms
Hotel Palomar 2121 P Street NW Link Hotel rooms
Food amp Wine
Company Name VIN Contact Information Website Best Used Forhellip
Calypso Wine Distributors 114860 Beth-ann Roth 703-464-5550
1725 Eye Street NW Ste 300
Link Giveaways specialty wine at events
Note The above companies have been selected to help you get started If you have additional recommendations or
know of any other WB-approved vendors please contact Vanessa Ferragut to get these added to the next version
SUSTAINABLE MEETINGS GUIDE Version 24
29
References
1 ldquoLivestock and Climate Changerdquo World Watch Institute Retrieved from
httpwwwworldwatchorgfilespdfLivestock20and20Climate20Changepdf
2 Blue Green Meetings Retrieved from httpwwwbluegreenmeetingsorgSuppliersAccommodationshtm
3 Spatrisano A amp Wilson N (2007) Simple Steps to Green Meetings and Events United States of America
4 Tesdahl Ben (2008) Meetings Law Spelling Out lsquoGreenrsquo in Black and White Meetings Industry Megasite
Retrieved from httpwwwmimegasitecommimegasitearticlesarticle_displayjspvnu_content_id=1003849215
5 Barbara Scofidio (July 8 2009) Green It and Mean It Meetings Net Retrieved from
httpmeetingsnetcomnewsgreen-effort-meetings-0708
6 Wallace E Mathai M Heath A Convention Industry Council (2008) Convention Industry Council Manual 8th
Edition Washington DC
7 Cortese Amy (2009 September) Are We Doing Enough One Magazine September Issue
8 Hill Lori (2009) If You Green It They Will Come [PowerPoint slides] lori hill event productions Retrieved from
IFC Footprint website httpifcnetifcorgintranetfootprintnsfAttachmentsByTitlepres_EarthDay2009_IfYouGreenIt$FILEIf+You+Green+It+They+Will+Comepdf
9 UNEP ICLEI (2009) Green Meeting Guide 2009 Roll out the Green Carpet for your Participants
10 Kaplan Jonathan National Resource Defense Council ldquoEat Green Our everyday food choices affect global
warming and the environmentrdquo Retrieved from wwwnrdcorg
11 ldquoLivestockrsquos Long Shadowrdquo by Food and Agriculture Organization of the United Nations Retrieved from
httpwwwfaoorgdocrep010a0701ea0701e00HTM
12 Meeting Strategies Worldwide Retrieved from httpwwwmeetgreencom
13 Telschow Roger (2009) Guide for the Responsible Print Buyer United States of America
SUSTAINABLE MEETINGS GUIDE Version 24 11
Selecting Ground Transportation
While most of your meetings may be taking place locally or within World Bank Group facilities please consider the type of ground transportation your guests will be taking from their hotels apartments airports or any offsite retreats you plan
Keep it close Locate all venues within walking distance of one
another Shorter distances = less environmental impact Having your evening reception at a restaurant within safe walking distance from the hotel saves you both time and money
Public Transportation Encourage the use of public transportation when possible Provide information complimentary passes and maps in guest packages if this is a city with which your guests are not familiar
Request fuel-efficient vehicles If you have to move a number of meeting attendees from one place to another using mini-buses or vans ask your transportation carrier if they own or lease any fuel efficient or hybrid vehicles
Turn it off If you hire a ground transportation provider request the company to instruct drivers to turn off the engine in order to minimize idling of vehicles when waiting for guests In many states (such as DC) this is the law
Transportation contributes approximately one-third of all US carbon dioxide emissions and must be a prime target for major greenhouse gas reductions -Sierra Club
SUSTAINABLE MEETINGS GUIDE Version 24 12
Gifts and Giveaways
Sometimes your events may call for some sort of incentive prize giveaway or other such token of appreciation of
attendeesrsquo participation Below are some helpful hints when sourcing such items
Buy Local Try purchasing items that are made as close to where you will need to ship them This minimizes the time it will take the product to arrive the amount you will spend on shipping and your carbon footprint in terms of transportation and fuel For example avoid items made abroad if your meetingevent is taking place in the United States
The Gift that Keeps on Giving Encourage the purchase of useful giveaways such as travel mugs aluminum water bottles USB drives and other such items that participants can reuse again and again This helps to minimize the amount of waste going to the landfill from items that are intended for one-time use
Whatrsquos in [the material] for me If you are sourcing giveaways such as t-shirts reusable canvas bags etc consider requesting organic cotton or products made of organic andor sustainable materials Materials such as organic cotton organic hemp organic wool kapok buckwheat or millet hulls or silk are comfortable and sustainable Some even come in colorful new designs using eco-safe dyes and color grown cotton Make sure that your items are Polyvinyl chloride (PVC) and Bisphenol A (BPA) free Ask your supplier about these materials and if heshe can help you find them for your specific order
Get your facts Just because your vendor is telling you the product is green may not always mean it is Remember that they are trying to sell you something There are many suppliers who obtain certifications (either for certain products or their entire business) to show they follow industry best practices vis-agrave-vis environmental and social responsibility Ask your supplier if they have obtained any such certifications or adhere to any sustainability principles that they can verify
Did you know that many of the crops that produce the fibers used to make our clothing and home waresmdashoften those we sleep in every nightmdashaccount for some of the highest pesticide usage In fact it takes roughly one-third of a pound of chemicals (pesticides and fertilizers) to grow enough cotton for just one T-shirt which is why it is important to consider organic cotton and other alternative fibers
Source wwworganicorg
SUSTAINABLE MEETINGS GUIDE Version 24 13
Making it Carbon Neutral
A meeting or conference can be considered carbon neutral when all possible efforts have been made to reduce the
greenhouse gas (GHG) emissions resulting from the meeting and when carbon offsets have been purchased to
compensate for the unavoidable emissions
Below yoursquoll find important steps to help measure and offset the emissions associated with your event When we
mention ldquocontact usrdquo please use the contact information for the World Bank Corporate Responsibility and the IFC
Footprint Program team members that can be found on page 2 of this Guide
Collect Data Yoursquoll need to gather data from a number of different sources to calculate the emissions from your
meeting These are
Energy at the meeting venue ndash you will need to find out the average annual (or monthly) electricity consumed
and fuel used (in boilers or generators) at the venue This data will then be prorated for the length of your
event You should ask a representative from the venue for this data from utility bills or purchase records If you
are unable to collect this data ask the venue for information about the size of the conference venue ndash contact
us and we can apply an energy intensity figure to this area to estimate the electricity consumption
Air transport to event ndash you will need to account for the distance traveled by each attendee that is not WBG
staff - each flight leg should be identified For example for an attendee going to a conference in Delhi India you
would need to know that they traveled from Washington-Dulles to Delhi through London-Heathrow and record
each of the airport codes (ie IADLHRDEL) Similarly you would need to know the routing of their return trip
NOTE All GHG emissions from flights taken by WBG staff are already reported annually and carbon offsets are
purchased to make these flights carbon neutral
Ground transport to and from the venue (between venue and hotel or airport and hotel) ndash you would need to
know how people traveled to and from the meeting how many people by what means (car--gasolinediesel
bus rail other) and over what distances For example for attendee A you would want to know that they
travelled 2 km by bus to get to the hotel and then 1 km by taxi to get to the conference venue
Hotel rooms utilized by attendees of the event - If there are a number of hotel rooms involved then you would
need to know how many hotel room days were used in order to estimate the energy associated with those
rooms based on region
Calculating your emissions ndash the World Bank Corporate Responsibility and IFC Footprint Program teams are happy to
help you calculate your emissions Please contact us to request our greenhouse gas emissions calculator and we can
help you fill out the calculator to properly calculate your emissions
Offsetting your emissions ndash the World Bank Corporate Responsibility and IFC Footprint Program teams are also happy to
help you offset these emissions Please contact us to discuss how we can offset your emissions through the purchase of
carbon offsets
SUSTAINABLE MEETINGS GUIDE Version 24 14
Communicate Your Greening Efforts
Without communicating the impact of these great efforts undertaken the sustainable event is only half effective Sustainable meetings are about creating awareness and building understanding Ensure your event communications inform attendees about the great efforts involved to reduce the negative environmental impacts of this event
Take the Floor If yoursquore the meeting coordinator you have the opportunity to spread the word Introduce yourself at the beginning of the meeting and explain the basic concepts you have incorporated point out where the recycling bins are and remind people of other key aspects of your sustainable event
Shout it out If you select to have an attendee packet consider emailing it first Materials should emphasize the vision of greening the event Have a short summary that states your goal and provides examples of sustainable options at your event (include statistics that show the impact where possible)
Example ldquoBy not printing attendee packets we were able to save an estimated 800000 sheet of paper and 8000 binders This saves about 67 trees greenhouse gases equivalent to approximately 2 cars per year 65801 gallons of wastewater and 7765 pounds of solid wasterdquo
The following websites can help you calculate your eventrsquos footprint for communication purposes
[Paper] Environmental Defense Paper Calculator
[Ground transportation] EPA calculator for converting gasoline usage or passenger vehicles into environmental impacts (use Option 1)
[Catering] EPA food waste calculator
[Waste recycling] North East Recycling Center calculator
Invite your vendors to tell their story Ask the venuehotel to provide information on what they have done to
help green the event and include this in your communications Invite the venue to create and hang a poster up at your event on their greening efforts
Show it off Ask your caterer to create small table-top signs by food highlighting sustainability efforts (local
sustainable organic no packaging etc)
Get preachy If you have selected a sustainable giveaway help encourage behavior change with fun facts For
example you can include a card or text that mentions ldquoIt takes three liters of water to produce one liter of
bottled waterrdquo on aluminum water bottles they received at your event By sharing with them useful facts and
information your attendees are more likely to reuse that giveaway in a fashion intended to minimize their own
footprint going forward
For templates and examples contact your IFC Footprint Team or WB Corporate Responsibility Team or visit the Footprint Programrsquos website to download your own copies
Best Practice Tips
Create table tents asking participants to take only what they need
and to return name badges for future use (best to create a
designated area for name badge return- a simple box labeled at
your registration area works well) Attendees like being informed
and getting involved Contact us for templates
SUSTAINABLE MEETINGS GUIDE Version 24 15
E-Meetings
The World Bank Group provides resources to help you host virtual meetings This is an easy way to reduce costs and
your travel footprint while allowing a larger number of people the ability to attend a meeting A series of training
sessions and seminars have been designed to help planners in coordinating electronic meetings In addition eServices is
available to assist planners with any video conferencing service needs Lastly stay tuned for the rollout of Telepresence
centers
eMeetings eMeetings is a great solution for all your online meeting needs especially when you want to share documents andor presentations among globally dispersed teams located both at HQ and in the country offices -- either with or without videoconferencing session conduct a training online conduct a facilitated session between participants at HQ and in the country offices and have the ability to enter commentsthoughts live via an electronic Whiteboard demonstrate system solutions online
o IFC eMeeting eLearning Module Learn how to schedule an eMeeting through your Lotus Notes calendar as well as online This module will cover the dos and donts when working with an eMeeting as well as best practices Available on LMS (no link)
CMA Polycom CMA Polycom enables IFC staff to use their computers to conduct point-to-point video
conferences with each other or participate in a scheduled video conference This is a great way to enhance your
meetings and connect to colleagues when you are traveling working from home or just sitting in your office at
HQ How can you start trying out the CMA Polycom Talk to your IT Coordinator who can request CMA
application installed on your IFC PC You will also need a webcam or built-in PC camera Note that people you
wish to conference with must have the application installed and they must be available and remember if you
are in a location with slow connectivity CMA use may not be recommended
IFC An Introduction to Web Conferencing This 20-minute tutorial introduces web conferencing concepts and features It also covers the PREP (Planning Rehearsal Execution Post-Mortem) Model for web conferencing to guide you in the design and delivery of training sessions or meetings Upon completion of this program staff will understand best practices for conducting successful web conferences and the benefits of web conferencing including how it supports the IFC Footprint program Available on LMS (no link)
Video Conferencing Services World Bank Staff can request Global Videoconferencing Services (GVS) which consist of two-way video audio and broadcast video either between two or among multiple locations Contact eServices for booking information or email wbvideoworldbankorg These cost about $205 per session including long distance charges and must be made at least 24 hours in advance
Adobereg Connect is a web conferencing application used to deliver online meetings and webinars It is Internet-
based and uses Adobe Flash technology A World Bank Group computer is not necessary to deliver or participate
in Adobe Connect virtual meetings Virtual meetings may include features such as screen sharing web tours
voice over IP file uploads and document collaboration to make them interactive and participant-friendly An
Adobe Connect license is necessary in order to set up a web meeting Each VPU has an Adobe Connect champion
who manages the licenses and may assist in meeting setup and support Meetings remain available until they
are deleted so a meeting space can be reused as often as necessary For more information write to
iLearningworldbankorg
Skype Skype is a software application installed on individual computers that allows users to make voice and
video calls over the internet for free to other Skype users and for a low fee to landlines cellphones etc Skype
was installed on all WBG computers in 2010 If you need help setting up Skype contact your IT Coordinator If
SUSTAINABLE MEETINGS GUIDE Version 24 16
you have Skype on your machine but have never used it you will need to take some steps to start using it Visit
this link for more information
Telepresence Centers Telepresence centers are
currently under construction in the MC Building the F building (IFC)
and IFC offices in Istanbul Hong Kong and should be fully
operational by 2012 Similar to videoconferencing telepresence
centers connect users in different locations through the use of high
definition video technology The goal is to simulate being in the
same room with meeting attendees across the world This is often
done through the use of similar tables chairs and backgrounds in
each telepresence center Look for more information on the WBG
telepresence centers in late 2011
If you print this guide please only print it black and white and double-sided
Checklist for Internal Events
The World Bank Group Knows Sustainable Meetings Every day at headquarters we host dozens even hundreds of meetings for internal staff ldquoBrown bagrdquo lunches staff trainings team meetings etc Below is a quick reference guide to taking small steps that lead to big impacts in minimizing the World Bank Grouprsquos footprint
General Tips
Get your team on board Let your planning team managers and attendees know of your efforts to green your next meeting or event Consider including this in your broadcast emails Lotus Notes meeting invitation or general email invitations to attendees
Walk through Before your event walk through the meeting room yoursquove reserved and make sure that the recycling bins are set-up where they should be HQ Only Email ifceventsifcorg for the F building or wbeventsworldbankorg for the WB buildings to ensure recycle bins are set-up properly in the room
Communicate it You can request informative templates from the IFC Footprint Program and the WB Corporate Responsibility team to print and display at your event For more information contact Vanessa Ferragut at vferragutifcorg or Adam Rubinfield at arubinfieldworldbankorg HQ Only Templates are available to communicate the sustainable nature of your event for placement on cafeteria tables
Make it Carbon Neutral The Corporate Responsibility and Footprint programs can help you calculate the emissions from your event and work with you to offset these emissions
Printing and Paper Use
Go paperless (or slim it down) Consider limiting the number of handouts you bring to you meeting Send these electronically after the events HQ Only If your department doesnrsquot have a departmental projector contact IFC Events at ifceventsifcorg or at the WB visit httpgsdconference to request one
Print it green Did you know that the paper provided in printers is already 100 recycled and all printers are defaulted to double-sided printing If you MUST print try and provide handouts using black amp white printing only
Choose erasable Use reusable dry-mark erasable boards instead of paper flip charts Ensure ldquonon-toxicrdquo markers are used HQ Only You can contact IFC Events at ifceventsifcorg or at the WB visit httpgsdconference to request a dry erase board
Generalize it Design and write all materials produced for the meeting (such as banners posters signs place cards) with generic language (do not put dates or locations) to allow them to be reused for other meetings
Reuse it You can save money and paper by reusing the foam backing to your existing posters Just reprint the front and glue on a new one HQ Only You can give old foam backings for posters back to the customer service desk at the GSD print shop in MC-C3-300
Digitize It Did you know that the WB Headquarters building has multiple electronic message boards where you can post event advertisements rather than using posters HQ Only Email Kenneth Wu at kwu1worldbankorg to post these electronic announcements in the MC H I and J buildings Contact Dila Zeynep Serpil at DSerpilifcorg to get your message posted on IFCrsquos K Street flat screen (needs to be designed as a landscape-type flyer)
Survey says If distributing surveys at your event considering using only a half page format For post-conference follow up send this electronically You can create your own electronic survey for free at wwwsurveymonkeycom
Sustainable CateringDining Out
Choose dishware Disposable cups plates and flatware not only add to landfills they also do not deliver the same ldquofirst-classrdquo catering service experience as dishware HQ Only When filling out RArsquos catering order
online specify in the ldquoSpecial Commentsrdquo section to provide dishware and NO disposables Currently RA charges $75 in tier two rooms for dishware but calculating costs of disposables it is actually a savings anytime you host an event
SUSTAINABLE MEETINGS GUIDE Version 24
18
or meeting for 20 or more people Note that the pricing structure for this is being evaluated to encourage the use of dishware over disposables
Eat sustainable amp local Go organic where possible Opt for seasonal and locally grown produce-based meals Order sustainable seafood Also consider a limited meat menu - raising animals for food requires more energy water and other inputs than growing grains or vegetables HQ Only You can work directly with RA at the IFC through ifceventsifcorg or at the World Bank Buildings - extension 82000 or email WBeventsworldbankorg RA follows the Monterey Bay Aquariums suggestions for sustainable seafood
Request Fair Trade organic andor shade grown coffee and tea HQ Only Restaurant Associates default for coffee served at meetings and events is Starbuckrsquos Fair Trade coffees- there is no additional charge for these choices
Compost it If disposables must be used be sure they are biodegradable or can be composted Also ensure the venue has set up means to collect and compost those disposables HQ Only The MC and F (as of
November 2010) buildings currently have the capacity to compost Make sure that any food or compostable serving
ware remaining after your meeting is composted by sending an email to WBeventsworldbankorg
Donrsquot pre-fill When hosting a sit down event ask caterers not to pre-fill glasses of water at banquet tables- this can save substantial amounts of wasted water for large events
Lose the packaging When placing your catering order specify to use bulk serving containers instead of individual serving sizes of butter spreads etc Request carafes of water rather than individual water bottles etc Similarly request meals be provided on platters rather than individually packaged Request bulk dispensers for all condiments sugar salt amp pepper cream butter etc HQ Only Please place these requests in the ldquoSpecial Commentsrdquo section of the RA online form when placing your catering order
Donate Inform caterers of the exact number of participants and re-evaluate quantity needed during the meeting to help avoid waste Ask your caterer to donate leftovers to local charities HQ Only RA donates excess food production to DC Central Kitchen on an as-needed basis Food that has been served in a buffet is disposed in accordance with healthy and safety regulations
Communicate it Ask your caterer to create small table-top signs by food highlighting sustainability efforts (sustainable no packaging local etc) HQ Only You can contact IFC Events at ifceventsifcorg
Giveaways
Buy local Try purchasing items that are made as close to where you will need to ship them This minimizes the time it will take the product to arrive the amount you will spend on shipping and your carbon footprint in terms of transportation and fuel
The gift that keeps on giving Encourage the purchase of useful giveaways such as travel mugs aluminum water bottles USB drives and other such items that participants can reuse again and again This helps to minimize the amount of waste going to the landfill from items that are intended for one-time use
Whatrsquos in [the material] for me If you are sourcing giveaways such as t-shirts reusable canvas bags etc consider requesting organic cotton or that your items are made of organic andor sustainable materials Materials such as organic cotton organic hemp organic wool kapok buckwheat or millet hulls or silk are comfortable and
sustainable Also make sure to ask that the product is Polyvinyl chloride (PVC) and Bisphenol A (BPA) free
Get your facts Just because your vendor is telling you the product is green may not always mean it is Remember that they are trying to sell you something There are many suppliers who obtain certifications (either for certain products or their entire business) to show they follow industry best practices vis-agrave-vis environmental and social responsibility Ask your supplier if they have obtained any such certifications or adhere to any sustainable principles
that they can verify HQ Only Refer to Annex 6 in this Guide for a list of WBG-approved giveaway vendors who
source sustainable giveaways
Transportation
By train bus or bike Communicate to outside attendees the public transportation accessibility of your WB of IFC office building to discourage use of vehicles
SUSTAINABLE MEETINGS GUIDE Version 24
19
Checklist for Off-Site Events
The World Bank Group Knows Sustainable Meetings
Whether yoursquore greening a local meeting for 6 people or an international meeting for hundreds there are many
tools within the WBGrsquos resources that can help you successfully minimize your meetingrsquos footprint and save money
Getting Started Things to Ask
Why does your department want to go green
If there are additional costs involved in hosting a sustainable event are you willing to commit to this financially Consider that you may also be saving money on something items as well
Are you interested in greening only one or two components of your event or most of the event
What do you and your meeting planning committee see as the most important component to a sustainable event
Printing and Paper Guidelines
Go paperless (or slim it down) Provide participants with a CD or USB stick with all the conference material or send electronically after the events Have printingcopying facilities available on request at the venue for attendees that must print hard copies of materials
Start with the printer Choose environmentally responsible printing companies for external printing contracts HQ
Only Refer to Annex 6 in this Guide for a list of printers that have sustainable practices
Print it green Use 100 recycled with a minimum of 65 of post consumer waste content avoid glossy publications give preference to soy based or vegetable oil inks for all printing purposes and make all necessary handouts black and white (when possible) and double-sided
Sustainable note-taking Use reusable dry-mark erasable boards or blackboards instead of paper flip charts if available Ensure ldquonon-toxicrdquo markers are used
Generalize it Design and write all materials produced for the meeting (such as banners posters signs place cards) with generic language (do not put dates or locations) to allow them to be reused for other meetings
Poster printing You can save money and paper by reusing the foam backing to your existing posters Just reprint the front and glue on a new one
E-signs Ask your venue if they have electronic screens where you can display your event information without the need of a poster or easel Make sure to get the right dimensions so that you can design your sign so it doesnrsquot look stretched out
Survey says If distributing surveys at the meeting consider printing on 100 recycled paper double sided For post-conference follow up send the survey electronically
Sustainable Catering
Choose dishware Disposable cups plates and flatware not only add to landfills they also donrsquot deliver the same ldquofirst-classrdquo catering service experience
Eat sustainable amp local Go organic where possible Opt for seasonal and locally grown produce-based meals Buying locally grown products helps support the communities and offers fresher seasonal choices without the transportation impact Consider a limited meat menu - raising animals for food requires more energy water and
other inputs than growing grains or vegetables HQ Only Refer to Annex 6 in this Guide for a list of restaurants in the
DC area that have sustainable practices
Choose sustainable seafood Request your caterer to follow the Monterey Bay Aquariumrsquos Seafood Watch guide As consumer demand for seafood increases it is depleting fish stocks around the world and harming oceans
Request Fair Trade organic andor shade grown coffee and tea
SUSTAINABLE MEETINGS GUIDE Version 24
20
Compost it If disposables must be used be sure they are biodegradable or can be composted Also ensure the venue has set up means to collect and compost those disposables Compostable items thrown in with regular trash will end up in the landfill ndash and most landfill conditions do not allow for decomposition
Donrsquot pre-fill Ask your caterer not to pre-fill glasses of water at banquet tables - this can save substantial amounts of wasted water for large events
Lose the packaging Request your caterer to provide liquids in carafes ndash including water and juices Individual bottles require fossil fuels to be produced packaged and transported eventually ending up in landfills Similarly request meals be provided on platters rather than individually packaged
Bulk up Request bulk dispensers for all condiments sugar salt amp pepper cream butter etc
Communicate it Ask your caterer to create small table-top signs by food highlighting sustainability efforts (sustainable no packaging local etc)
Selecting a VenueHotel for Overnight Guests
Visit GSDrsquos Approved-Offsite Venues and here for GSDrsquos Approved Hotels HQ Only Refer to Annex 6 in this Guide for
a list of hotels in the DC area that have sustainable practices in place
Ask potential venueshotels to send you a summary of the environmental measures they have in place Does the venue participate in any recycling programs Do they practice energy conservation Is this type of information advertised to the public Learning about a venuersquos best practices may help you get some great ideas for your next meeting
Is the venuehotel willing to work with your meetingrsquos sustainable needs Many times venues wonrsquot have their own sustainable agenda but if asked some venues may be willing to modify services to accommodate your requests
Is the venuehotel accessible by public transportation from the airport or the downtown area Is it also close to other event locations to minimize the need for ground transportation
Selecting Sustainable Ground Transportation
Destination Choose a destination with minimal travel Shorter distances = less environmental impact
HotelVenue location When booking a hotel or venue consider choosing one that is located near public transportation (Metro bus stop train station etc) or an airport if most people are arriving by plane
Public transport when possible Encourage the use of public transportation when possible Provide information complimentary passes and maps in guest packages
Keep it close Locate all venues within walking distance of one another For example having your evening reception at a restaurant within safe walking distance from the hotel saves you both time and money
Alternative fuel If you have to move a number of meeting attendees from one place to another using mini-buses or vans ask your transportation carrier if they own or lease any fuel efficient or hybrid vehicles HQ Only Refer to
Annex 6 in this Guide for a list of WBG-approved transportation vendors who use energy-efficient vehicles
Turn it off If you hire a ground transportation provider request the company to instruct drivers for your event to minimize idling of vehicles when waiting for guests
GiveawaysOther
Buy local Try purchasing items that are made as close to where you will need to ship them This minimizes the time it will take the product to arrive the amount you will spend on shipping and your carbon footprint in terms of transportation and fuel For example avoid items made abroad if your meetingevent is taking place in the United States
The gift that keeps on giving Encourage the purchasing of useful giveaways such as travel mugs aluminum water bottles USB drives and other such items that participants can reuse again and again This helps to minimize the
amount of waste going to the landfill from items that are intended for one-time use HQ Only Refer to Annex 6 in
this Guide for a list of vendors that have eco-friendly giveaways
SUSTAINABLE MEETINGS GUIDE Version 24
21
Whatrsquos in [the material] for me If you are sourcing giveaways such as t-shirts reusable canvas bags etc consider requesting organic cotton or that your items be made of organic andor sustainable materials Materials such as organic cotton organic hemp organic wool kapok buckwheat or millet hulls or silk are comfortable and
sustainable Also make sure to ask that the product is Polyvinyl chloride (PVC) and Bisphenol A (BPA) free
Get your facts Just because your vendor is telling you the product is green may not always mean it is Remember that they are trying to sell you something There are many suppliers who obtain certifications (either for certain products or their entire business) to show they follow industry best practices vis-agrave-vis environmental and social responsibility Ask your supplier if they have obtained any such certifications or adhere to any sustainable principles that they can verify
Efficient shipping Consider having your giveaways shipped directly to the venue or hotel where yoursquoll be giving these out This saves fuel emissions and costs than having to ship twice (once to your offices and once to the venuehotel)
Make it Carbon Neutral The Corporate Responsibility and Footprint programs can help you calculate the emissions from your event and work with you to offset these emissions
If you print this guide please only print it black and white and double-sided
ANNEX 1 ndash SELECTING A PRINT SHOP
Below is suggested language for a phone conversation formal Request for Information (RFI) Request for Proposal (RFP)
or any written communication This will allow you to easily collect information about a print shoprsquos products and services
that have minimal environmental impacts as well as efforts of the print shop to minimize the environmental impacts of
their operations This can also be used as a guide for sustainable printing and paper options that you should consider for
your print jobs
The World Bank Grouprsquos Commitment to Sustainability The World Bank Group (WBG) is committed to minimizing the environmental impact of its internal business operations This includes ensuring resource efficiency minimizing waste providing healthy surroundings in which to work and giving back to local communities where we do work This approach is consistent with our mission We will achieve our objectives by working in partnership with vendors whose products and services align with our commitment to sustainability
Printing Services Checklist
Basic YN Notes
Do you offer paper options that have high recycled content (ideally 100) with post-consumer waste recycled fiber content (also ideally 100)
Do you use a certification to verify environmentally responsible pulp and paper sources such as FSC or SFI
Can files be proofed electronically
Do you have binding options that break down easily during recycling process or do not need to be removed to recycle printed piece
Do you use vegetable-based inks for printing with the lowest VOC rating
Do you offer paper that is uncoated and either totally Chlorine
Free (TCF) process chlorine free (PCF) or elemental chlorine free
(ECF)
Going Further YN Notes
Does the paper mill use renewable power sources or have other established conservation or recycling practices
Is digital lsquoprint on demandrsquo or waterless printing available
Are you an FSC-certified printer If not can you provide
documentation of an environmental management system
SUSTAINABLE MEETINGS GUIDE Version 24
23
ANNEX 2 ndash SELECTING A CATERER
Below is suggested language for a phone conversation formal Request for Information (RFI) Request for Proposal (RFP)
or any written communication This will allow you to easily collect information about a catererrsquos products and services
they can offer you that have minimal environmental impacts It also collects information on the catererrsquos efforts to
minimize the environmental impacts of their business operations This can also be used as a guide for sustainable
catering options that you should consider for your event
The World Bank Grouprsquos Commitment to Sustainability The World Bank Group (WBG) is committed to minimizing the environmental impact of its internal business operations This includes ensuring resource efficiency minimizing waste providing healthy surroundings in which to work and giving back to local communities where we do work This approach is consistent with our mission We will achieve our objectives by working in partnership with vendors whose products and services align with our commitment to sustainability
Catering Products and Services
Basic YN Notes
Can water bottles be replaced by filtered water pitchers
Can dishware be used instead of disposable serving-ware This includes omitting to-go coffee cups and other to-go containers
Can bulk dispensers be used for sugar salt pepper cream butter
jams and other condiments
Can organic andor local food options be provided for menu selections
Are sustainable seafood options provided for menu selections If so what guideprogram is used to ensure responsible selections (such as the Monterey Bay Aquariumrsquos Seafood Watch Guide )
Is organic shade grown andor fair trade coffee and tea available
Can meals be served family style buffet or on platters rather than individually packaged
Going Further YN Notes
Are there means to collect and compost food waste as well as any biodegradable disposables and serving-ware used
Can table tents or informative signage be provided letting attendees know about sustainability efforts (such as ldquoOrganicrdquo ldquoLocalrdquo ldquoBulk to avoid packagingrdquo)
Is any portion of the catering services outsourced to socially
responsible nonprofits or other community needs groups
Is unused food donated to a local shelter or nonprofit
SUSTAINABLE MEETINGS GUIDE Version 24
24
ANNEX 3 ndash CHECKLIST FOR CATERING at HQ by RESTAURANT ASSOCIATES For meetings and events planned by HQ-based WBG staff at the Main Complex F J or H Building you are required to use the catering
services provided by Restaurant Associates Restaurant Associates is dedicated to providing excellent service at WBG properties and
can accommodate most catering needs Below is a list of suggested sustainable catering options for you to discuss with RA along
with a list of RArsquos default green products and services as an FYI
RArsquos Default Sustainable Options include
Fair Trade coffee Compostable disposables Donating excess production to DC Central Kitchen on an as-needed basis Follows sustainability guidelines in accordance with Monterey Bay Aquarium guide
CHECKLIST FOR RESTAURANT ASSOCIATES CATERING
Minimizing waste from service options Notes for Meeting Planners Cost Implications
Pitchers of water provided instead of bottled water
To request this option include instructions in the Comments Box of the online RA order form
At the IFC filtered water is served in pitchers as the default with no extra charge Please include this
request under the comments section In WB buildings the water pitcher policy is under review Details to follow in later FY12 You should always
contact your caterer directly in regards to this
Pitchers of all beverages (juices ice tea etc) can be served instead of individual bottles
To request this option for orange grapefruit and aqua fresco you can click on ldquoBeverages-
NonAlcoholicrdquo and select the pitchers of juice you like For other pitchers such as Iced Tea and apple juice include instructions in the Comments Box of
the online RA order form
$1350 per half gallon is the current pricing
Dishware can be used instead of paper or plastic serving-ware This includes omitting to-go coffee cups and other to-go containers
When ordering online include in the comments section ldquodishware onlyrdquo and possibly list a few items you do not want to have such as disposable coffee
cups plates and cutlery
Restaurant Associatersquos charge for dishware is $75 in tier two rooms but if calculating costs of disposables it is actually a savings anytime you host an event or
meeting for 20 or more people
Single-serve condiments can be eliminated from an event Alternative is to serve condiments (sugar salt pepper cream butter jams mayo mustard salad dressing etc) in bulk dispensers bowls etc
To request this option include instructions in the Comments Box of the RA order form
None
ldquoBoxed lunchesrdquo can be served on trays -rather than individual boxes- and replacing single serve condimentschips with bulk serving options
To request this option include instructions in the Comments Box of the RA online order form If there is a need for staff to bring their lunches back to their
office brown bags can be provided
None
Sustainable menu options Notes for Meeting Planners Cost Implications Organic andor locally sourced menu options are available
RA promotes the use of local and natural (no growth
hormones or additives) products based on season
and region Therefore menu options may be
limited
These items typically cost 30- 50 more
Limited (or no) meat menu can be prepared with a range of vegetarian options diverse in flavorstextures
RA can provided excellent vegetarian options upon
request Some online options are all vegetarian and
some menus can be customized with RA directly
Vegetarian options tend to cost less than meat
options
Organic wine or beer can be purchased Natura brand organic wines are available through
RA
Varies by product 30- 50 higher cost or
approximately $1195 per person
Educating attendees Notes for Meeting Planners Cost Implications
Table tents or informative signage can be
provided letting attendees know about
sustainability of foodbeverageservice
(highlighting what is local organic fair-trade
bulk serving dishware)
RA is happy to set up table tents with titles of the
food items being served at the event Just email
Michelle Perry at MPerryifcorg for your specific
requests
None
SUSTAINABLE MEETINGS GUIDE Version 24
25
ANNEX 4 ndash SELECTING A VENUE
Below is suggested language for a phone conversation formal Request for Information (RFI) Request for Proposal (RFP) or any written communication This will allow you to easily collect information about a venuersquos services that have minimal environmental impacts as well as efforts of the venue to minimize the environmental impacts of their operations This can also be used as a guide for what sustainable options that to look for when selecting a venue The World Bank Grouprsquos Commitment to Sustainability The World Bank Group (WBG) is committed to minimizing the environmental impact of its internal business operations This includes ensuring resource efficiency minimizing waste providing healthy surroundings in which to work and giving back to local communities where we do work This approach is consistent with our mission We will achieve our objectives by working in partnership with vendors whose products and services align with our commitment to sustainability
Venue
Basic YN Notes
Venue is in close proximity to public transport airport connection hotels or other
event venues
Venue provides visible and accessible reduction reuse and recycling services for
paper metal plastic and glass
The venue has an energy management program ensuring temperature is kept at
reasonable levels (such as 72 degrees Fahrenheit in summer 68 in winter) and that
this can be adjusted according to the dress code for an event
Venue instructs staff to shut off HVAClights when guests are not in meeting rooms
or other areas of the facility
Venue trains its staff to implement its environmental policies
Venue purchases environmentally preferable products (recycled paper products
green cleaning products etc)
Going Further YN Notes
Venue has an environmental policy and action plan covering sustainable
procurement energy saving catering services cleaning transport and waste
Venue is third party certified (examples in US LEED building Green Seal hotel etc)
If venue is not third party certified it follows sustainability principles such as
installed high insulation designed to maximize the use of daylight uses energy
efficient lighting and water-saving appliances in kitchen and toilets
Venue uses renewable energy on site or buys Renewable Energy Certificates
Venue separates and composts its organics or will work with organizer to instate a
program
Venue purchases environmentally responsible cleaning products for carpets floors
kitchens and bathrooms (minimum 50 percent of products are environmentally
responsible)
Venue requests that suppliers have environmentally responsible policies and
supports vendors who do
SUSTAINABLE MEETINGS GUIDE Version 24
26
ANNEX 5 ndash SELECTING A HOTEL For Overnight Guests
Below is suggested language for a phone conversation formal Request for Information (RFI) Request for Proposal (RFP) or any
written communication This will allow you to easily collect information about a hotelrsquos services that have minimal environmental
impacts as well as efforts of the hotel to minimize the environmental impacts of their operations This can also be used as a guide for
what sustainable options that to look for when selecting a hotel venue
The World Bank Grouprsquos Commitment to Sustainability The World Bank Group (WBG) is committed to minimizing the environmental impact of its internal business operations This includes ensuring resource efficiency minimizing waste providing healthy surroundings in which to work and giving back to local communities where we do work This approach is consistent with our mission We will achieve our objectives by working in partnership with vendors whose products and services align with our commitment to sustainability
Selecting a Hotel
Basic YN Notes
Hotel is located within walking distance of the meeting venue and is easily accessible by public
transport
Hotel implements water-conservation practices including low-flow showerheads and toilets
Hotel implements a recycling program
Hotel implements energy efficiency practices ensuring temperature is kept at reasonable levels
(such as 72 degrees Fahrenheit in summer 68 in winter) and HVACelectricity is turned off when
rooms are not used
Heating and air conditioning systems are easy for guests to operate (and adjust when necessary)
Hotel has a linen reuse program and place-cards in each room letting guests know of this
Hotel participates in paperless check-inout procedures
Hotel instructs staff to shut off HVAClights when guests are not in their rooms or other areas of
the facility
Going Further YN Notes
Hotel has an environmental policy and action plan covering sustainable procurement energy
saving catering services cleaning transport and waste
Hotel is third party certified (in the US examples include LEED building Green Seal hotel etc)
If Hotel is not third party certified it follows sustainability principles such as installed high
insulation designed to maximize the use of daylight uses energy efficient lighting and water-
saving appliances in kitchen and toilets
Hotel trains its staff to implement its environmental policies
Hotel uses renewable energy on site or buys Renewable Energy Certificates
Hotel separates and composts its organics or will work with organizer to instate a program
Hotel that offers bulk dispensers for shampoos and soaps in guest rooms
Hotel purchases environmentally preferable products (recycled hand towels toilet paper etc)
Hotel requests vendors to have environmentally responsible policies and supports vendors who
do
SUSTAINABLE MEETINGS GUIDE Version 24
27
Hotel purchases environmentally responsible cleaning products for carpets floors kitchens and
bathrooms (minimum 50 percent of products are environmentally responsible)
Hotel delivers newspapers to rooms only if requested and not wrapped in plastic bag
Guest laundry containers are reusable (eg baskets)
Going Even Further YN Notes
Hotel utilizes rain water andor grey water in its buildings
Hotel key cards are linked to energy appliances (ex light automatically switch off when people
leave the room)
Hotel groundsrsquo practices are sustainable (ex only local plants tolerant of local climate are used
etc)
Insulating covers are installed on all indoor and outdoor swimming pools and hot tubs to reduce
both energy and water use (ie evaporation)
Automatic controls are in place for heating and cooling with levels set to the minimum necessary
for comfort
Hotel vehicles operated are efficient and low emission
If you print this guide please only print it black and white and double-sided
ANNEX 6 - World Bank Group Approved Sustainable Vendors for Headquarters
Restaurants (close to WBG Headquarters buildings)
Company Name VIN Contact Information Website Best Used Forhellip
Founding Farmers NA 1924 Pennsylvania Ave NW
202-822-8783
Link Client LunchesDinners
Nora NA 2132 Florida Avenue NW
(202) 462-5143
Link Client LunchesDinners
Farmers and Fishers NA 3000 K Street NW
202-298-0003
Link Client LunchesDinners
Print Shops Company Name VIN Contact Information Website Best Used Forhellip
Plaza Art Store
NA 1990 K Street (2nd Floor)
202-331-7090
Purchasing Foam Poster Boards
EcoPrint 120419 Roger 301-585-7077 Link Sustainable printing needs
Giveaways amp Supplies Company Name VIN Contact Information Website Best Used Forhellip
Fairview Specialties 16952 Rick 410-242-1217 x 1602 Link Eco-Giveaways
ePromos 86267 1-877-377-6667 Link Eco-Giveaways
Advertise America 9830 1-800-579-4883 Link Eco-Giveaways
Office Max Office Max Link Environmentally-friendly office products
ReBinder Office Max Link Recycled Binders
Transportation Company Name VIN Contact Information Website Best Used Forhellip
Veolia Transportation 111458 Alex Cournol 301-965-2080 Fuel Efficient sedans SUVs motor coaches
Sunnys Executive Sedan 4517 1-800-949-0949 Fuel Efficient Sedans amp SUVs
Hotels (close to WBG Headquarters buildings) Reserve through American Express
Company Name VIN Contact Information Website Best Used Forhellip
Beacon Hotel 88406 1615 Rhode Island Avenue NW Link Hotel rooms
Washington Circle Hotel 9062 One Washington Circle NW Link Hotel rooms unique venue
Fairmont Hotel 7073 2401 M Street NW Link Hotel rooms
Topaz Hotel 1733 N Street NW Link Hotel rooms
Hotel Rouge 1315 16th
Street NW Link Hotel rooms
Hotel Palomar 2121 P Street NW Link Hotel rooms
Food amp Wine
Company Name VIN Contact Information Website Best Used Forhellip
Calypso Wine Distributors 114860 Beth-ann Roth 703-464-5550
1725 Eye Street NW Ste 300
Link Giveaways specialty wine at events
Note The above companies have been selected to help you get started If you have additional recommendations or
know of any other WB-approved vendors please contact Vanessa Ferragut to get these added to the next version
SUSTAINABLE MEETINGS GUIDE Version 24
29
References
1 ldquoLivestock and Climate Changerdquo World Watch Institute Retrieved from
httpwwwworldwatchorgfilespdfLivestock20and20Climate20Changepdf
2 Blue Green Meetings Retrieved from httpwwwbluegreenmeetingsorgSuppliersAccommodationshtm
3 Spatrisano A amp Wilson N (2007) Simple Steps to Green Meetings and Events United States of America
4 Tesdahl Ben (2008) Meetings Law Spelling Out lsquoGreenrsquo in Black and White Meetings Industry Megasite
Retrieved from httpwwwmimegasitecommimegasitearticlesarticle_displayjspvnu_content_id=1003849215
5 Barbara Scofidio (July 8 2009) Green It and Mean It Meetings Net Retrieved from
httpmeetingsnetcomnewsgreen-effort-meetings-0708
6 Wallace E Mathai M Heath A Convention Industry Council (2008) Convention Industry Council Manual 8th
Edition Washington DC
7 Cortese Amy (2009 September) Are We Doing Enough One Magazine September Issue
8 Hill Lori (2009) If You Green It They Will Come [PowerPoint slides] lori hill event productions Retrieved from
IFC Footprint website httpifcnetifcorgintranetfootprintnsfAttachmentsByTitlepres_EarthDay2009_IfYouGreenIt$FILEIf+You+Green+It+They+Will+Comepdf
9 UNEP ICLEI (2009) Green Meeting Guide 2009 Roll out the Green Carpet for your Participants
10 Kaplan Jonathan National Resource Defense Council ldquoEat Green Our everyday food choices affect global
warming and the environmentrdquo Retrieved from wwwnrdcorg
11 ldquoLivestockrsquos Long Shadowrdquo by Food and Agriculture Organization of the United Nations Retrieved from
httpwwwfaoorgdocrep010a0701ea0701e00HTM
12 Meeting Strategies Worldwide Retrieved from httpwwwmeetgreencom
13 Telschow Roger (2009) Guide for the Responsible Print Buyer United States of America
SUSTAINABLE MEETINGS GUIDE Version 24 12
Gifts and Giveaways
Sometimes your events may call for some sort of incentive prize giveaway or other such token of appreciation of
attendeesrsquo participation Below are some helpful hints when sourcing such items
Buy Local Try purchasing items that are made as close to where you will need to ship them This minimizes the time it will take the product to arrive the amount you will spend on shipping and your carbon footprint in terms of transportation and fuel For example avoid items made abroad if your meetingevent is taking place in the United States
The Gift that Keeps on Giving Encourage the purchase of useful giveaways such as travel mugs aluminum water bottles USB drives and other such items that participants can reuse again and again This helps to minimize the amount of waste going to the landfill from items that are intended for one-time use
Whatrsquos in [the material] for me If you are sourcing giveaways such as t-shirts reusable canvas bags etc consider requesting organic cotton or products made of organic andor sustainable materials Materials such as organic cotton organic hemp organic wool kapok buckwheat or millet hulls or silk are comfortable and sustainable Some even come in colorful new designs using eco-safe dyes and color grown cotton Make sure that your items are Polyvinyl chloride (PVC) and Bisphenol A (BPA) free Ask your supplier about these materials and if heshe can help you find them for your specific order
Get your facts Just because your vendor is telling you the product is green may not always mean it is Remember that they are trying to sell you something There are many suppliers who obtain certifications (either for certain products or their entire business) to show they follow industry best practices vis-agrave-vis environmental and social responsibility Ask your supplier if they have obtained any such certifications or adhere to any sustainability principles that they can verify
Did you know that many of the crops that produce the fibers used to make our clothing and home waresmdashoften those we sleep in every nightmdashaccount for some of the highest pesticide usage In fact it takes roughly one-third of a pound of chemicals (pesticides and fertilizers) to grow enough cotton for just one T-shirt which is why it is important to consider organic cotton and other alternative fibers
Source wwworganicorg
SUSTAINABLE MEETINGS GUIDE Version 24 13
Making it Carbon Neutral
A meeting or conference can be considered carbon neutral when all possible efforts have been made to reduce the
greenhouse gas (GHG) emissions resulting from the meeting and when carbon offsets have been purchased to
compensate for the unavoidable emissions
Below yoursquoll find important steps to help measure and offset the emissions associated with your event When we
mention ldquocontact usrdquo please use the contact information for the World Bank Corporate Responsibility and the IFC
Footprint Program team members that can be found on page 2 of this Guide
Collect Data Yoursquoll need to gather data from a number of different sources to calculate the emissions from your
meeting These are
Energy at the meeting venue ndash you will need to find out the average annual (or monthly) electricity consumed
and fuel used (in boilers or generators) at the venue This data will then be prorated for the length of your
event You should ask a representative from the venue for this data from utility bills or purchase records If you
are unable to collect this data ask the venue for information about the size of the conference venue ndash contact
us and we can apply an energy intensity figure to this area to estimate the electricity consumption
Air transport to event ndash you will need to account for the distance traveled by each attendee that is not WBG
staff - each flight leg should be identified For example for an attendee going to a conference in Delhi India you
would need to know that they traveled from Washington-Dulles to Delhi through London-Heathrow and record
each of the airport codes (ie IADLHRDEL) Similarly you would need to know the routing of their return trip
NOTE All GHG emissions from flights taken by WBG staff are already reported annually and carbon offsets are
purchased to make these flights carbon neutral
Ground transport to and from the venue (between venue and hotel or airport and hotel) ndash you would need to
know how people traveled to and from the meeting how many people by what means (car--gasolinediesel
bus rail other) and over what distances For example for attendee A you would want to know that they
travelled 2 km by bus to get to the hotel and then 1 km by taxi to get to the conference venue
Hotel rooms utilized by attendees of the event - If there are a number of hotel rooms involved then you would
need to know how many hotel room days were used in order to estimate the energy associated with those
rooms based on region
Calculating your emissions ndash the World Bank Corporate Responsibility and IFC Footprint Program teams are happy to
help you calculate your emissions Please contact us to request our greenhouse gas emissions calculator and we can
help you fill out the calculator to properly calculate your emissions
Offsetting your emissions ndash the World Bank Corporate Responsibility and IFC Footprint Program teams are also happy to
help you offset these emissions Please contact us to discuss how we can offset your emissions through the purchase of
carbon offsets
SUSTAINABLE MEETINGS GUIDE Version 24 14
Communicate Your Greening Efforts
Without communicating the impact of these great efforts undertaken the sustainable event is only half effective Sustainable meetings are about creating awareness and building understanding Ensure your event communications inform attendees about the great efforts involved to reduce the negative environmental impacts of this event
Take the Floor If yoursquore the meeting coordinator you have the opportunity to spread the word Introduce yourself at the beginning of the meeting and explain the basic concepts you have incorporated point out where the recycling bins are and remind people of other key aspects of your sustainable event
Shout it out If you select to have an attendee packet consider emailing it first Materials should emphasize the vision of greening the event Have a short summary that states your goal and provides examples of sustainable options at your event (include statistics that show the impact where possible)
Example ldquoBy not printing attendee packets we were able to save an estimated 800000 sheet of paper and 8000 binders This saves about 67 trees greenhouse gases equivalent to approximately 2 cars per year 65801 gallons of wastewater and 7765 pounds of solid wasterdquo
The following websites can help you calculate your eventrsquos footprint for communication purposes
[Paper] Environmental Defense Paper Calculator
[Ground transportation] EPA calculator for converting gasoline usage or passenger vehicles into environmental impacts (use Option 1)
[Catering] EPA food waste calculator
[Waste recycling] North East Recycling Center calculator
Invite your vendors to tell their story Ask the venuehotel to provide information on what they have done to
help green the event and include this in your communications Invite the venue to create and hang a poster up at your event on their greening efforts
Show it off Ask your caterer to create small table-top signs by food highlighting sustainability efforts (local
sustainable organic no packaging etc)
Get preachy If you have selected a sustainable giveaway help encourage behavior change with fun facts For
example you can include a card or text that mentions ldquoIt takes three liters of water to produce one liter of
bottled waterrdquo on aluminum water bottles they received at your event By sharing with them useful facts and
information your attendees are more likely to reuse that giveaway in a fashion intended to minimize their own
footprint going forward
For templates and examples contact your IFC Footprint Team or WB Corporate Responsibility Team or visit the Footprint Programrsquos website to download your own copies
Best Practice Tips
Create table tents asking participants to take only what they need
and to return name badges for future use (best to create a
designated area for name badge return- a simple box labeled at
your registration area works well) Attendees like being informed
and getting involved Contact us for templates
SUSTAINABLE MEETINGS GUIDE Version 24 15
E-Meetings
The World Bank Group provides resources to help you host virtual meetings This is an easy way to reduce costs and
your travel footprint while allowing a larger number of people the ability to attend a meeting A series of training
sessions and seminars have been designed to help planners in coordinating electronic meetings In addition eServices is
available to assist planners with any video conferencing service needs Lastly stay tuned for the rollout of Telepresence
centers
eMeetings eMeetings is a great solution for all your online meeting needs especially when you want to share documents andor presentations among globally dispersed teams located both at HQ and in the country offices -- either with or without videoconferencing session conduct a training online conduct a facilitated session between participants at HQ and in the country offices and have the ability to enter commentsthoughts live via an electronic Whiteboard demonstrate system solutions online
o IFC eMeeting eLearning Module Learn how to schedule an eMeeting through your Lotus Notes calendar as well as online This module will cover the dos and donts when working with an eMeeting as well as best practices Available on LMS (no link)
CMA Polycom CMA Polycom enables IFC staff to use their computers to conduct point-to-point video
conferences with each other or participate in a scheduled video conference This is a great way to enhance your
meetings and connect to colleagues when you are traveling working from home or just sitting in your office at
HQ How can you start trying out the CMA Polycom Talk to your IT Coordinator who can request CMA
application installed on your IFC PC You will also need a webcam or built-in PC camera Note that people you
wish to conference with must have the application installed and they must be available and remember if you
are in a location with slow connectivity CMA use may not be recommended
IFC An Introduction to Web Conferencing This 20-minute tutorial introduces web conferencing concepts and features It also covers the PREP (Planning Rehearsal Execution Post-Mortem) Model for web conferencing to guide you in the design and delivery of training sessions or meetings Upon completion of this program staff will understand best practices for conducting successful web conferences and the benefits of web conferencing including how it supports the IFC Footprint program Available on LMS (no link)
Video Conferencing Services World Bank Staff can request Global Videoconferencing Services (GVS) which consist of two-way video audio and broadcast video either between two or among multiple locations Contact eServices for booking information or email wbvideoworldbankorg These cost about $205 per session including long distance charges and must be made at least 24 hours in advance
Adobereg Connect is a web conferencing application used to deliver online meetings and webinars It is Internet-
based and uses Adobe Flash technology A World Bank Group computer is not necessary to deliver or participate
in Adobe Connect virtual meetings Virtual meetings may include features such as screen sharing web tours
voice over IP file uploads and document collaboration to make them interactive and participant-friendly An
Adobe Connect license is necessary in order to set up a web meeting Each VPU has an Adobe Connect champion
who manages the licenses and may assist in meeting setup and support Meetings remain available until they
are deleted so a meeting space can be reused as often as necessary For more information write to
iLearningworldbankorg
Skype Skype is a software application installed on individual computers that allows users to make voice and
video calls over the internet for free to other Skype users and for a low fee to landlines cellphones etc Skype
was installed on all WBG computers in 2010 If you need help setting up Skype contact your IT Coordinator If
SUSTAINABLE MEETINGS GUIDE Version 24 16
you have Skype on your machine but have never used it you will need to take some steps to start using it Visit
this link for more information
Telepresence Centers Telepresence centers are
currently under construction in the MC Building the F building (IFC)
and IFC offices in Istanbul Hong Kong and should be fully
operational by 2012 Similar to videoconferencing telepresence
centers connect users in different locations through the use of high
definition video technology The goal is to simulate being in the
same room with meeting attendees across the world This is often
done through the use of similar tables chairs and backgrounds in
each telepresence center Look for more information on the WBG
telepresence centers in late 2011
If you print this guide please only print it black and white and double-sided
Checklist for Internal Events
The World Bank Group Knows Sustainable Meetings Every day at headquarters we host dozens even hundreds of meetings for internal staff ldquoBrown bagrdquo lunches staff trainings team meetings etc Below is a quick reference guide to taking small steps that lead to big impacts in minimizing the World Bank Grouprsquos footprint
General Tips
Get your team on board Let your planning team managers and attendees know of your efforts to green your next meeting or event Consider including this in your broadcast emails Lotus Notes meeting invitation or general email invitations to attendees
Walk through Before your event walk through the meeting room yoursquove reserved and make sure that the recycling bins are set-up where they should be HQ Only Email ifceventsifcorg for the F building or wbeventsworldbankorg for the WB buildings to ensure recycle bins are set-up properly in the room
Communicate it You can request informative templates from the IFC Footprint Program and the WB Corporate Responsibility team to print and display at your event For more information contact Vanessa Ferragut at vferragutifcorg or Adam Rubinfield at arubinfieldworldbankorg HQ Only Templates are available to communicate the sustainable nature of your event for placement on cafeteria tables
Make it Carbon Neutral The Corporate Responsibility and Footprint programs can help you calculate the emissions from your event and work with you to offset these emissions
Printing and Paper Use
Go paperless (or slim it down) Consider limiting the number of handouts you bring to you meeting Send these electronically after the events HQ Only If your department doesnrsquot have a departmental projector contact IFC Events at ifceventsifcorg or at the WB visit httpgsdconference to request one
Print it green Did you know that the paper provided in printers is already 100 recycled and all printers are defaulted to double-sided printing If you MUST print try and provide handouts using black amp white printing only
Choose erasable Use reusable dry-mark erasable boards instead of paper flip charts Ensure ldquonon-toxicrdquo markers are used HQ Only You can contact IFC Events at ifceventsifcorg or at the WB visit httpgsdconference to request a dry erase board
Generalize it Design and write all materials produced for the meeting (such as banners posters signs place cards) with generic language (do not put dates or locations) to allow them to be reused for other meetings
Reuse it You can save money and paper by reusing the foam backing to your existing posters Just reprint the front and glue on a new one HQ Only You can give old foam backings for posters back to the customer service desk at the GSD print shop in MC-C3-300
Digitize It Did you know that the WB Headquarters building has multiple electronic message boards where you can post event advertisements rather than using posters HQ Only Email Kenneth Wu at kwu1worldbankorg to post these electronic announcements in the MC H I and J buildings Contact Dila Zeynep Serpil at DSerpilifcorg to get your message posted on IFCrsquos K Street flat screen (needs to be designed as a landscape-type flyer)
Survey says If distributing surveys at your event considering using only a half page format For post-conference follow up send this electronically You can create your own electronic survey for free at wwwsurveymonkeycom
Sustainable CateringDining Out
Choose dishware Disposable cups plates and flatware not only add to landfills they also do not deliver the same ldquofirst-classrdquo catering service experience as dishware HQ Only When filling out RArsquos catering order
online specify in the ldquoSpecial Commentsrdquo section to provide dishware and NO disposables Currently RA charges $75 in tier two rooms for dishware but calculating costs of disposables it is actually a savings anytime you host an event
SUSTAINABLE MEETINGS GUIDE Version 24
18
or meeting for 20 or more people Note that the pricing structure for this is being evaluated to encourage the use of dishware over disposables
Eat sustainable amp local Go organic where possible Opt for seasonal and locally grown produce-based meals Order sustainable seafood Also consider a limited meat menu - raising animals for food requires more energy water and other inputs than growing grains or vegetables HQ Only You can work directly with RA at the IFC through ifceventsifcorg or at the World Bank Buildings - extension 82000 or email WBeventsworldbankorg RA follows the Monterey Bay Aquariums suggestions for sustainable seafood
Request Fair Trade organic andor shade grown coffee and tea HQ Only Restaurant Associates default for coffee served at meetings and events is Starbuckrsquos Fair Trade coffees- there is no additional charge for these choices
Compost it If disposables must be used be sure they are biodegradable or can be composted Also ensure the venue has set up means to collect and compost those disposables HQ Only The MC and F (as of
November 2010) buildings currently have the capacity to compost Make sure that any food or compostable serving
ware remaining after your meeting is composted by sending an email to WBeventsworldbankorg
Donrsquot pre-fill When hosting a sit down event ask caterers not to pre-fill glasses of water at banquet tables- this can save substantial amounts of wasted water for large events
Lose the packaging When placing your catering order specify to use bulk serving containers instead of individual serving sizes of butter spreads etc Request carafes of water rather than individual water bottles etc Similarly request meals be provided on platters rather than individually packaged Request bulk dispensers for all condiments sugar salt amp pepper cream butter etc HQ Only Please place these requests in the ldquoSpecial Commentsrdquo section of the RA online form when placing your catering order
Donate Inform caterers of the exact number of participants and re-evaluate quantity needed during the meeting to help avoid waste Ask your caterer to donate leftovers to local charities HQ Only RA donates excess food production to DC Central Kitchen on an as-needed basis Food that has been served in a buffet is disposed in accordance with healthy and safety regulations
Communicate it Ask your caterer to create small table-top signs by food highlighting sustainability efforts (sustainable no packaging local etc) HQ Only You can contact IFC Events at ifceventsifcorg
Giveaways
Buy local Try purchasing items that are made as close to where you will need to ship them This minimizes the time it will take the product to arrive the amount you will spend on shipping and your carbon footprint in terms of transportation and fuel
The gift that keeps on giving Encourage the purchase of useful giveaways such as travel mugs aluminum water bottles USB drives and other such items that participants can reuse again and again This helps to minimize the amount of waste going to the landfill from items that are intended for one-time use
Whatrsquos in [the material] for me If you are sourcing giveaways such as t-shirts reusable canvas bags etc consider requesting organic cotton or that your items are made of organic andor sustainable materials Materials such as organic cotton organic hemp organic wool kapok buckwheat or millet hulls or silk are comfortable and
sustainable Also make sure to ask that the product is Polyvinyl chloride (PVC) and Bisphenol A (BPA) free
Get your facts Just because your vendor is telling you the product is green may not always mean it is Remember that they are trying to sell you something There are many suppliers who obtain certifications (either for certain products or their entire business) to show they follow industry best practices vis-agrave-vis environmental and social responsibility Ask your supplier if they have obtained any such certifications or adhere to any sustainable principles
that they can verify HQ Only Refer to Annex 6 in this Guide for a list of WBG-approved giveaway vendors who
source sustainable giveaways
Transportation
By train bus or bike Communicate to outside attendees the public transportation accessibility of your WB of IFC office building to discourage use of vehicles
SUSTAINABLE MEETINGS GUIDE Version 24
19
Checklist for Off-Site Events
The World Bank Group Knows Sustainable Meetings
Whether yoursquore greening a local meeting for 6 people or an international meeting for hundreds there are many
tools within the WBGrsquos resources that can help you successfully minimize your meetingrsquos footprint and save money
Getting Started Things to Ask
Why does your department want to go green
If there are additional costs involved in hosting a sustainable event are you willing to commit to this financially Consider that you may also be saving money on something items as well
Are you interested in greening only one or two components of your event or most of the event
What do you and your meeting planning committee see as the most important component to a sustainable event
Printing and Paper Guidelines
Go paperless (or slim it down) Provide participants with a CD or USB stick with all the conference material or send electronically after the events Have printingcopying facilities available on request at the venue for attendees that must print hard copies of materials
Start with the printer Choose environmentally responsible printing companies for external printing contracts HQ
Only Refer to Annex 6 in this Guide for a list of printers that have sustainable practices
Print it green Use 100 recycled with a minimum of 65 of post consumer waste content avoid glossy publications give preference to soy based or vegetable oil inks for all printing purposes and make all necessary handouts black and white (when possible) and double-sided
Sustainable note-taking Use reusable dry-mark erasable boards or blackboards instead of paper flip charts if available Ensure ldquonon-toxicrdquo markers are used
Generalize it Design and write all materials produced for the meeting (such as banners posters signs place cards) with generic language (do not put dates or locations) to allow them to be reused for other meetings
Poster printing You can save money and paper by reusing the foam backing to your existing posters Just reprint the front and glue on a new one
E-signs Ask your venue if they have electronic screens where you can display your event information without the need of a poster or easel Make sure to get the right dimensions so that you can design your sign so it doesnrsquot look stretched out
Survey says If distributing surveys at the meeting consider printing on 100 recycled paper double sided For post-conference follow up send the survey electronically
Sustainable Catering
Choose dishware Disposable cups plates and flatware not only add to landfills they also donrsquot deliver the same ldquofirst-classrdquo catering service experience
Eat sustainable amp local Go organic where possible Opt for seasonal and locally grown produce-based meals Buying locally grown products helps support the communities and offers fresher seasonal choices without the transportation impact Consider a limited meat menu - raising animals for food requires more energy water and
other inputs than growing grains or vegetables HQ Only Refer to Annex 6 in this Guide for a list of restaurants in the
DC area that have sustainable practices
Choose sustainable seafood Request your caterer to follow the Monterey Bay Aquariumrsquos Seafood Watch guide As consumer demand for seafood increases it is depleting fish stocks around the world and harming oceans
Request Fair Trade organic andor shade grown coffee and tea
SUSTAINABLE MEETINGS GUIDE Version 24
20
Compost it If disposables must be used be sure they are biodegradable or can be composted Also ensure the venue has set up means to collect and compost those disposables Compostable items thrown in with regular trash will end up in the landfill ndash and most landfill conditions do not allow for decomposition
Donrsquot pre-fill Ask your caterer not to pre-fill glasses of water at banquet tables - this can save substantial amounts of wasted water for large events
Lose the packaging Request your caterer to provide liquids in carafes ndash including water and juices Individual bottles require fossil fuels to be produced packaged and transported eventually ending up in landfills Similarly request meals be provided on platters rather than individually packaged
Bulk up Request bulk dispensers for all condiments sugar salt amp pepper cream butter etc
Communicate it Ask your caterer to create small table-top signs by food highlighting sustainability efforts (sustainable no packaging local etc)
Selecting a VenueHotel for Overnight Guests
Visit GSDrsquos Approved-Offsite Venues and here for GSDrsquos Approved Hotels HQ Only Refer to Annex 6 in this Guide for
a list of hotels in the DC area that have sustainable practices in place
Ask potential venueshotels to send you a summary of the environmental measures they have in place Does the venue participate in any recycling programs Do they practice energy conservation Is this type of information advertised to the public Learning about a venuersquos best practices may help you get some great ideas for your next meeting
Is the venuehotel willing to work with your meetingrsquos sustainable needs Many times venues wonrsquot have their own sustainable agenda but if asked some venues may be willing to modify services to accommodate your requests
Is the venuehotel accessible by public transportation from the airport or the downtown area Is it also close to other event locations to minimize the need for ground transportation
Selecting Sustainable Ground Transportation
Destination Choose a destination with minimal travel Shorter distances = less environmental impact
HotelVenue location When booking a hotel or venue consider choosing one that is located near public transportation (Metro bus stop train station etc) or an airport if most people are arriving by plane
Public transport when possible Encourage the use of public transportation when possible Provide information complimentary passes and maps in guest packages
Keep it close Locate all venues within walking distance of one another For example having your evening reception at a restaurant within safe walking distance from the hotel saves you both time and money
Alternative fuel If you have to move a number of meeting attendees from one place to another using mini-buses or vans ask your transportation carrier if they own or lease any fuel efficient or hybrid vehicles HQ Only Refer to
Annex 6 in this Guide for a list of WBG-approved transportation vendors who use energy-efficient vehicles
Turn it off If you hire a ground transportation provider request the company to instruct drivers for your event to minimize idling of vehicles when waiting for guests
GiveawaysOther
Buy local Try purchasing items that are made as close to where you will need to ship them This minimizes the time it will take the product to arrive the amount you will spend on shipping and your carbon footprint in terms of transportation and fuel For example avoid items made abroad if your meetingevent is taking place in the United States
The gift that keeps on giving Encourage the purchasing of useful giveaways such as travel mugs aluminum water bottles USB drives and other such items that participants can reuse again and again This helps to minimize the
amount of waste going to the landfill from items that are intended for one-time use HQ Only Refer to Annex 6 in
this Guide for a list of vendors that have eco-friendly giveaways
SUSTAINABLE MEETINGS GUIDE Version 24
21
Whatrsquos in [the material] for me If you are sourcing giveaways such as t-shirts reusable canvas bags etc consider requesting organic cotton or that your items be made of organic andor sustainable materials Materials such as organic cotton organic hemp organic wool kapok buckwheat or millet hulls or silk are comfortable and
sustainable Also make sure to ask that the product is Polyvinyl chloride (PVC) and Bisphenol A (BPA) free
Get your facts Just because your vendor is telling you the product is green may not always mean it is Remember that they are trying to sell you something There are many suppliers who obtain certifications (either for certain products or their entire business) to show they follow industry best practices vis-agrave-vis environmental and social responsibility Ask your supplier if they have obtained any such certifications or adhere to any sustainable principles that they can verify
Efficient shipping Consider having your giveaways shipped directly to the venue or hotel where yoursquoll be giving these out This saves fuel emissions and costs than having to ship twice (once to your offices and once to the venuehotel)
Make it Carbon Neutral The Corporate Responsibility and Footprint programs can help you calculate the emissions from your event and work with you to offset these emissions
If you print this guide please only print it black and white and double-sided
ANNEX 1 ndash SELECTING A PRINT SHOP
Below is suggested language for a phone conversation formal Request for Information (RFI) Request for Proposal (RFP)
or any written communication This will allow you to easily collect information about a print shoprsquos products and services
that have minimal environmental impacts as well as efforts of the print shop to minimize the environmental impacts of
their operations This can also be used as a guide for sustainable printing and paper options that you should consider for
your print jobs
The World Bank Grouprsquos Commitment to Sustainability The World Bank Group (WBG) is committed to minimizing the environmental impact of its internal business operations This includes ensuring resource efficiency minimizing waste providing healthy surroundings in which to work and giving back to local communities where we do work This approach is consistent with our mission We will achieve our objectives by working in partnership with vendors whose products and services align with our commitment to sustainability
Printing Services Checklist
Basic YN Notes
Do you offer paper options that have high recycled content (ideally 100) with post-consumer waste recycled fiber content (also ideally 100)
Do you use a certification to verify environmentally responsible pulp and paper sources such as FSC or SFI
Can files be proofed electronically
Do you have binding options that break down easily during recycling process or do not need to be removed to recycle printed piece
Do you use vegetable-based inks for printing with the lowest VOC rating
Do you offer paper that is uncoated and either totally Chlorine
Free (TCF) process chlorine free (PCF) or elemental chlorine free
(ECF)
Going Further YN Notes
Does the paper mill use renewable power sources or have other established conservation or recycling practices
Is digital lsquoprint on demandrsquo or waterless printing available
Are you an FSC-certified printer If not can you provide
documentation of an environmental management system
SUSTAINABLE MEETINGS GUIDE Version 24
23
ANNEX 2 ndash SELECTING A CATERER
Below is suggested language for a phone conversation formal Request for Information (RFI) Request for Proposal (RFP)
or any written communication This will allow you to easily collect information about a catererrsquos products and services
they can offer you that have minimal environmental impacts It also collects information on the catererrsquos efforts to
minimize the environmental impacts of their business operations This can also be used as a guide for sustainable
catering options that you should consider for your event
The World Bank Grouprsquos Commitment to Sustainability The World Bank Group (WBG) is committed to minimizing the environmental impact of its internal business operations This includes ensuring resource efficiency minimizing waste providing healthy surroundings in which to work and giving back to local communities where we do work This approach is consistent with our mission We will achieve our objectives by working in partnership with vendors whose products and services align with our commitment to sustainability
Catering Products and Services
Basic YN Notes
Can water bottles be replaced by filtered water pitchers
Can dishware be used instead of disposable serving-ware This includes omitting to-go coffee cups and other to-go containers
Can bulk dispensers be used for sugar salt pepper cream butter
jams and other condiments
Can organic andor local food options be provided for menu selections
Are sustainable seafood options provided for menu selections If so what guideprogram is used to ensure responsible selections (such as the Monterey Bay Aquariumrsquos Seafood Watch Guide )
Is organic shade grown andor fair trade coffee and tea available
Can meals be served family style buffet or on platters rather than individually packaged
Going Further YN Notes
Are there means to collect and compost food waste as well as any biodegradable disposables and serving-ware used
Can table tents or informative signage be provided letting attendees know about sustainability efforts (such as ldquoOrganicrdquo ldquoLocalrdquo ldquoBulk to avoid packagingrdquo)
Is any portion of the catering services outsourced to socially
responsible nonprofits or other community needs groups
Is unused food donated to a local shelter or nonprofit
SUSTAINABLE MEETINGS GUIDE Version 24
24
ANNEX 3 ndash CHECKLIST FOR CATERING at HQ by RESTAURANT ASSOCIATES For meetings and events planned by HQ-based WBG staff at the Main Complex F J or H Building you are required to use the catering
services provided by Restaurant Associates Restaurant Associates is dedicated to providing excellent service at WBG properties and
can accommodate most catering needs Below is a list of suggested sustainable catering options for you to discuss with RA along
with a list of RArsquos default green products and services as an FYI
RArsquos Default Sustainable Options include
Fair Trade coffee Compostable disposables Donating excess production to DC Central Kitchen on an as-needed basis Follows sustainability guidelines in accordance with Monterey Bay Aquarium guide
CHECKLIST FOR RESTAURANT ASSOCIATES CATERING
Minimizing waste from service options Notes for Meeting Planners Cost Implications
Pitchers of water provided instead of bottled water
To request this option include instructions in the Comments Box of the online RA order form
At the IFC filtered water is served in pitchers as the default with no extra charge Please include this
request under the comments section In WB buildings the water pitcher policy is under review Details to follow in later FY12 You should always
contact your caterer directly in regards to this
Pitchers of all beverages (juices ice tea etc) can be served instead of individual bottles
To request this option for orange grapefruit and aqua fresco you can click on ldquoBeverages-
NonAlcoholicrdquo and select the pitchers of juice you like For other pitchers such as Iced Tea and apple juice include instructions in the Comments Box of
the online RA order form
$1350 per half gallon is the current pricing
Dishware can be used instead of paper or plastic serving-ware This includes omitting to-go coffee cups and other to-go containers
When ordering online include in the comments section ldquodishware onlyrdquo and possibly list a few items you do not want to have such as disposable coffee
cups plates and cutlery
Restaurant Associatersquos charge for dishware is $75 in tier two rooms but if calculating costs of disposables it is actually a savings anytime you host an event or
meeting for 20 or more people
Single-serve condiments can be eliminated from an event Alternative is to serve condiments (sugar salt pepper cream butter jams mayo mustard salad dressing etc) in bulk dispensers bowls etc
To request this option include instructions in the Comments Box of the RA order form
None
ldquoBoxed lunchesrdquo can be served on trays -rather than individual boxes- and replacing single serve condimentschips with bulk serving options
To request this option include instructions in the Comments Box of the RA online order form If there is a need for staff to bring their lunches back to their
office brown bags can be provided
None
Sustainable menu options Notes for Meeting Planners Cost Implications Organic andor locally sourced menu options are available
RA promotes the use of local and natural (no growth
hormones or additives) products based on season
and region Therefore menu options may be
limited
These items typically cost 30- 50 more
Limited (or no) meat menu can be prepared with a range of vegetarian options diverse in flavorstextures
RA can provided excellent vegetarian options upon
request Some online options are all vegetarian and
some menus can be customized with RA directly
Vegetarian options tend to cost less than meat
options
Organic wine or beer can be purchased Natura brand organic wines are available through
RA
Varies by product 30- 50 higher cost or
approximately $1195 per person
Educating attendees Notes for Meeting Planners Cost Implications
Table tents or informative signage can be
provided letting attendees know about
sustainability of foodbeverageservice
(highlighting what is local organic fair-trade
bulk serving dishware)
RA is happy to set up table tents with titles of the
food items being served at the event Just email
Michelle Perry at MPerryifcorg for your specific
requests
None
SUSTAINABLE MEETINGS GUIDE Version 24
25
ANNEX 4 ndash SELECTING A VENUE
Below is suggested language for a phone conversation formal Request for Information (RFI) Request for Proposal (RFP) or any written communication This will allow you to easily collect information about a venuersquos services that have minimal environmental impacts as well as efforts of the venue to minimize the environmental impacts of their operations This can also be used as a guide for what sustainable options that to look for when selecting a venue The World Bank Grouprsquos Commitment to Sustainability The World Bank Group (WBG) is committed to minimizing the environmental impact of its internal business operations This includes ensuring resource efficiency minimizing waste providing healthy surroundings in which to work and giving back to local communities where we do work This approach is consistent with our mission We will achieve our objectives by working in partnership with vendors whose products and services align with our commitment to sustainability
Venue
Basic YN Notes
Venue is in close proximity to public transport airport connection hotels or other
event venues
Venue provides visible and accessible reduction reuse and recycling services for
paper metal plastic and glass
The venue has an energy management program ensuring temperature is kept at
reasonable levels (such as 72 degrees Fahrenheit in summer 68 in winter) and that
this can be adjusted according to the dress code for an event
Venue instructs staff to shut off HVAClights when guests are not in meeting rooms
or other areas of the facility
Venue trains its staff to implement its environmental policies
Venue purchases environmentally preferable products (recycled paper products
green cleaning products etc)
Going Further YN Notes
Venue has an environmental policy and action plan covering sustainable
procurement energy saving catering services cleaning transport and waste
Venue is third party certified (examples in US LEED building Green Seal hotel etc)
If venue is not third party certified it follows sustainability principles such as
installed high insulation designed to maximize the use of daylight uses energy
efficient lighting and water-saving appliances in kitchen and toilets
Venue uses renewable energy on site or buys Renewable Energy Certificates
Venue separates and composts its organics or will work with organizer to instate a
program
Venue purchases environmentally responsible cleaning products for carpets floors
kitchens and bathrooms (minimum 50 percent of products are environmentally
responsible)
Venue requests that suppliers have environmentally responsible policies and
supports vendors who do
SUSTAINABLE MEETINGS GUIDE Version 24
26
ANNEX 5 ndash SELECTING A HOTEL For Overnight Guests
Below is suggested language for a phone conversation formal Request for Information (RFI) Request for Proposal (RFP) or any
written communication This will allow you to easily collect information about a hotelrsquos services that have minimal environmental
impacts as well as efforts of the hotel to minimize the environmental impacts of their operations This can also be used as a guide for
what sustainable options that to look for when selecting a hotel venue
The World Bank Grouprsquos Commitment to Sustainability The World Bank Group (WBG) is committed to minimizing the environmental impact of its internal business operations This includes ensuring resource efficiency minimizing waste providing healthy surroundings in which to work and giving back to local communities where we do work This approach is consistent with our mission We will achieve our objectives by working in partnership with vendors whose products and services align with our commitment to sustainability
Selecting a Hotel
Basic YN Notes
Hotel is located within walking distance of the meeting venue and is easily accessible by public
transport
Hotel implements water-conservation practices including low-flow showerheads and toilets
Hotel implements a recycling program
Hotel implements energy efficiency practices ensuring temperature is kept at reasonable levels
(such as 72 degrees Fahrenheit in summer 68 in winter) and HVACelectricity is turned off when
rooms are not used
Heating and air conditioning systems are easy for guests to operate (and adjust when necessary)
Hotel has a linen reuse program and place-cards in each room letting guests know of this
Hotel participates in paperless check-inout procedures
Hotel instructs staff to shut off HVAClights when guests are not in their rooms or other areas of
the facility
Going Further YN Notes
Hotel has an environmental policy and action plan covering sustainable procurement energy
saving catering services cleaning transport and waste
Hotel is third party certified (in the US examples include LEED building Green Seal hotel etc)
If Hotel is not third party certified it follows sustainability principles such as installed high
insulation designed to maximize the use of daylight uses energy efficient lighting and water-
saving appliances in kitchen and toilets
Hotel trains its staff to implement its environmental policies
Hotel uses renewable energy on site or buys Renewable Energy Certificates
Hotel separates and composts its organics or will work with organizer to instate a program
Hotel that offers bulk dispensers for shampoos and soaps in guest rooms
Hotel purchases environmentally preferable products (recycled hand towels toilet paper etc)
Hotel requests vendors to have environmentally responsible policies and supports vendors who
do
SUSTAINABLE MEETINGS GUIDE Version 24
27
Hotel purchases environmentally responsible cleaning products for carpets floors kitchens and
bathrooms (minimum 50 percent of products are environmentally responsible)
Hotel delivers newspapers to rooms only if requested and not wrapped in plastic bag
Guest laundry containers are reusable (eg baskets)
Going Even Further YN Notes
Hotel utilizes rain water andor grey water in its buildings
Hotel key cards are linked to energy appliances (ex light automatically switch off when people
leave the room)
Hotel groundsrsquo practices are sustainable (ex only local plants tolerant of local climate are used
etc)
Insulating covers are installed on all indoor and outdoor swimming pools and hot tubs to reduce
both energy and water use (ie evaporation)
Automatic controls are in place for heating and cooling with levels set to the minimum necessary
for comfort
Hotel vehicles operated are efficient and low emission
If you print this guide please only print it black and white and double-sided
ANNEX 6 - World Bank Group Approved Sustainable Vendors for Headquarters
Restaurants (close to WBG Headquarters buildings)
Company Name VIN Contact Information Website Best Used Forhellip
Founding Farmers NA 1924 Pennsylvania Ave NW
202-822-8783
Link Client LunchesDinners
Nora NA 2132 Florida Avenue NW
(202) 462-5143
Link Client LunchesDinners
Farmers and Fishers NA 3000 K Street NW
202-298-0003
Link Client LunchesDinners
Print Shops Company Name VIN Contact Information Website Best Used Forhellip
Plaza Art Store
NA 1990 K Street (2nd Floor)
202-331-7090
Purchasing Foam Poster Boards
EcoPrint 120419 Roger 301-585-7077 Link Sustainable printing needs
Giveaways amp Supplies Company Name VIN Contact Information Website Best Used Forhellip
Fairview Specialties 16952 Rick 410-242-1217 x 1602 Link Eco-Giveaways
ePromos 86267 1-877-377-6667 Link Eco-Giveaways
Advertise America 9830 1-800-579-4883 Link Eco-Giveaways
Office Max Office Max Link Environmentally-friendly office products
ReBinder Office Max Link Recycled Binders
Transportation Company Name VIN Contact Information Website Best Used Forhellip
Veolia Transportation 111458 Alex Cournol 301-965-2080 Fuel Efficient sedans SUVs motor coaches
Sunnys Executive Sedan 4517 1-800-949-0949 Fuel Efficient Sedans amp SUVs
Hotels (close to WBG Headquarters buildings) Reserve through American Express
Company Name VIN Contact Information Website Best Used Forhellip
Beacon Hotel 88406 1615 Rhode Island Avenue NW Link Hotel rooms
Washington Circle Hotel 9062 One Washington Circle NW Link Hotel rooms unique venue
Fairmont Hotel 7073 2401 M Street NW Link Hotel rooms
Topaz Hotel 1733 N Street NW Link Hotel rooms
Hotel Rouge 1315 16th
Street NW Link Hotel rooms
Hotel Palomar 2121 P Street NW Link Hotel rooms
Food amp Wine
Company Name VIN Contact Information Website Best Used Forhellip
Calypso Wine Distributors 114860 Beth-ann Roth 703-464-5550
1725 Eye Street NW Ste 300
Link Giveaways specialty wine at events
Note The above companies have been selected to help you get started If you have additional recommendations or
know of any other WB-approved vendors please contact Vanessa Ferragut to get these added to the next version
SUSTAINABLE MEETINGS GUIDE Version 24
29
References
1 ldquoLivestock and Climate Changerdquo World Watch Institute Retrieved from
httpwwwworldwatchorgfilespdfLivestock20and20Climate20Changepdf
2 Blue Green Meetings Retrieved from httpwwwbluegreenmeetingsorgSuppliersAccommodationshtm
3 Spatrisano A amp Wilson N (2007) Simple Steps to Green Meetings and Events United States of America
4 Tesdahl Ben (2008) Meetings Law Spelling Out lsquoGreenrsquo in Black and White Meetings Industry Megasite
Retrieved from httpwwwmimegasitecommimegasitearticlesarticle_displayjspvnu_content_id=1003849215
5 Barbara Scofidio (July 8 2009) Green It and Mean It Meetings Net Retrieved from
httpmeetingsnetcomnewsgreen-effort-meetings-0708
6 Wallace E Mathai M Heath A Convention Industry Council (2008) Convention Industry Council Manual 8th
Edition Washington DC
7 Cortese Amy (2009 September) Are We Doing Enough One Magazine September Issue
8 Hill Lori (2009) If You Green It They Will Come [PowerPoint slides] lori hill event productions Retrieved from
IFC Footprint website httpifcnetifcorgintranetfootprintnsfAttachmentsByTitlepres_EarthDay2009_IfYouGreenIt$FILEIf+You+Green+It+They+Will+Comepdf
9 UNEP ICLEI (2009) Green Meeting Guide 2009 Roll out the Green Carpet for your Participants
10 Kaplan Jonathan National Resource Defense Council ldquoEat Green Our everyday food choices affect global
warming and the environmentrdquo Retrieved from wwwnrdcorg
11 ldquoLivestockrsquos Long Shadowrdquo by Food and Agriculture Organization of the United Nations Retrieved from
httpwwwfaoorgdocrep010a0701ea0701e00HTM
12 Meeting Strategies Worldwide Retrieved from httpwwwmeetgreencom
13 Telschow Roger (2009) Guide for the Responsible Print Buyer United States of America
SUSTAINABLE MEETINGS GUIDE Version 24 13
Making it Carbon Neutral
A meeting or conference can be considered carbon neutral when all possible efforts have been made to reduce the
greenhouse gas (GHG) emissions resulting from the meeting and when carbon offsets have been purchased to
compensate for the unavoidable emissions
Below yoursquoll find important steps to help measure and offset the emissions associated with your event When we
mention ldquocontact usrdquo please use the contact information for the World Bank Corporate Responsibility and the IFC
Footprint Program team members that can be found on page 2 of this Guide
Collect Data Yoursquoll need to gather data from a number of different sources to calculate the emissions from your
meeting These are
Energy at the meeting venue ndash you will need to find out the average annual (or monthly) electricity consumed
and fuel used (in boilers or generators) at the venue This data will then be prorated for the length of your
event You should ask a representative from the venue for this data from utility bills or purchase records If you
are unable to collect this data ask the venue for information about the size of the conference venue ndash contact
us and we can apply an energy intensity figure to this area to estimate the electricity consumption
Air transport to event ndash you will need to account for the distance traveled by each attendee that is not WBG
staff - each flight leg should be identified For example for an attendee going to a conference in Delhi India you
would need to know that they traveled from Washington-Dulles to Delhi through London-Heathrow and record
each of the airport codes (ie IADLHRDEL) Similarly you would need to know the routing of their return trip
NOTE All GHG emissions from flights taken by WBG staff are already reported annually and carbon offsets are
purchased to make these flights carbon neutral
Ground transport to and from the venue (between venue and hotel or airport and hotel) ndash you would need to
know how people traveled to and from the meeting how many people by what means (car--gasolinediesel
bus rail other) and over what distances For example for attendee A you would want to know that they
travelled 2 km by bus to get to the hotel and then 1 km by taxi to get to the conference venue
Hotel rooms utilized by attendees of the event - If there are a number of hotel rooms involved then you would
need to know how many hotel room days were used in order to estimate the energy associated with those
rooms based on region
Calculating your emissions ndash the World Bank Corporate Responsibility and IFC Footprint Program teams are happy to
help you calculate your emissions Please contact us to request our greenhouse gas emissions calculator and we can
help you fill out the calculator to properly calculate your emissions
Offsetting your emissions ndash the World Bank Corporate Responsibility and IFC Footprint Program teams are also happy to
help you offset these emissions Please contact us to discuss how we can offset your emissions through the purchase of
carbon offsets
SUSTAINABLE MEETINGS GUIDE Version 24 14
Communicate Your Greening Efforts
Without communicating the impact of these great efforts undertaken the sustainable event is only half effective Sustainable meetings are about creating awareness and building understanding Ensure your event communications inform attendees about the great efforts involved to reduce the negative environmental impacts of this event
Take the Floor If yoursquore the meeting coordinator you have the opportunity to spread the word Introduce yourself at the beginning of the meeting and explain the basic concepts you have incorporated point out where the recycling bins are and remind people of other key aspects of your sustainable event
Shout it out If you select to have an attendee packet consider emailing it first Materials should emphasize the vision of greening the event Have a short summary that states your goal and provides examples of sustainable options at your event (include statistics that show the impact where possible)
Example ldquoBy not printing attendee packets we were able to save an estimated 800000 sheet of paper and 8000 binders This saves about 67 trees greenhouse gases equivalent to approximately 2 cars per year 65801 gallons of wastewater and 7765 pounds of solid wasterdquo
The following websites can help you calculate your eventrsquos footprint for communication purposes
[Paper] Environmental Defense Paper Calculator
[Ground transportation] EPA calculator for converting gasoline usage or passenger vehicles into environmental impacts (use Option 1)
[Catering] EPA food waste calculator
[Waste recycling] North East Recycling Center calculator
Invite your vendors to tell their story Ask the venuehotel to provide information on what they have done to
help green the event and include this in your communications Invite the venue to create and hang a poster up at your event on their greening efforts
Show it off Ask your caterer to create small table-top signs by food highlighting sustainability efforts (local
sustainable organic no packaging etc)
Get preachy If you have selected a sustainable giveaway help encourage behavior change with fun facts For
example you can include a card or text that mentions ldquoIt takes three liters of water to produce one liter of
bottled waterrdquo on aluminum water bottles they received at your event By sharing with them useful facts and
information your attendees are more likely to reuse that giveaway in a fashion intended to minimize their own
footprint going forward
For templates and examples contact your IFC Footprint Team or WB Corporate Responsibility Team or visit the Footprint Programrsquos website to download your own copies
Best Practice Tips
Create table tents asking participants to take only what they need
and to return name badges for future use (best to create a
designated area for name badge return- a simple box labeled at
your registration area works well) Attendees like being informed
and getting involved Contact us for templates
SUSTAINABLE MEETINGS GUIDE Version 24 15
E-Meetings
The World Bank Group provides resources to help you host virtual meetings This is an easy way to reduce costs and
your travel footprint while allowing a larger number of people the ability to attend a meeting A series of training
sessions and seminars have been designed to help planners in coordinating electronic meetings In addition eServices is
available to assist planners with any video conferencing service needs Lastly stay tuned for the rollout of Telepresence
centers
eMeetings eMeetings is a great solution for all your online meeting needs especially when you want to share documents andor presentations among globally dispersed teams located both at HQ and in the country offices -- either with or without videoconferencing session conduct a training online conduct a facilitated session between participants at HQ and in the country offices and have the ability to enter commentsthoughts live via an electronic Whiteboard demonstrate system solutions online
o IFC eMeeting eLearning Module Learn how to schedule an eMeeting through your Lotus Notes calendar as well as online This module will cover the dos and donts when working with an eMeeting as well as best practices Available on LMS (no link)
CMA Polycom CMA Polycom enables IFC staff to use their computers to conduct point-to-point video
conferences with each other or participate in a scheduled video conference This is a great way to enhance your
meetings and connect to colleagues when you are traveling working from home or just sitting in your office at
HQ How can you start trying out the CMA Polycom Talk to your IT Coordinator who can request CMA
application installed on your IFC PC You will also need a webcam or built-in PC camera Note that people you
wish to conference with must have the application installed and they must be available and remember if you
are in a location with slow connectivity CMA use may not be recommended
IFC An Introduction to Web Conferencing This 20-minute tutorial introduces web conferencing concepts and features It also covers the PREP (Planning Rehearsal Execution Post-Mortem) Model for web conferencing to guide you in the design and delivery of training sessions or meetings Upon completion of this program staff will understand best practices for conducting successful web conferences and the benefits of web conferencing including how it supports the IFC Footprint program Available on LMS (no link)
Video Conferencing Services World Bank Staff can request Global Videoconferencing Services (GVS) which consist of two-way video audio and broadcast video either between two or among multiple locations Contact eServices for booking information or email wbvideoworldbankorg These cost about $205 per session including long distance charges and must be made at least 24 hours in advance
Adobereg Connect is a web conferencing application used to deliver online meetings and webinars It is Internet-
based and uses Adobe Flash technology A World Bank Group computer is not necessary to deliver or participate
in Adobe Connect virtual meetings Virtual meetings may include features such as screen sharing web tours
voice over IP file uploads and document collaboration to make them interactive and participant-friendly An
Adobe Connect license is necessary in order to set up a web meeting Each VPU has an Adobe Connect champion
who manages the licenses and may assist in meeting setup and support Meetings remain available until they
are deleted so a meeting space can be reused as often as necessary For more information write to
iLearningworldbankorg
Skype Skype is a software application installed on individual computers that allows users to make voice and
video calls over the internet for free to other Skype users and for a low fee to landlines cellphones etc Skype
was installed on all WBG computers in 2010 If you need help setting up Skype contact your IT Coordinator If
SUSTAINABLE MEETINGS GUIDE Version 24 16
you have Skype on your machine but have never used it you will need to take some steps to start using it Visit
this link for more information
Telepresence Centers Telepresence centers are
currently under construction in the MC Building the F building (IFC)
and IFC offices in Istanbul Hong Kong and should be fully
operational by 2012 Similar to videoconferencing telepresence
centers connect users in different locations through the use of high
definition video technology The goal is to simulate being in the
same room with meeting attendees across the world This is often
done through the use of similar tables chairs and backgrounds in
each telepresence center Look for more information on the WBG
telepresence centers in late 2011
If you print this guide please only print it black and white and double-sided
Checklist for Internal Events
The World Bank Group Knows Sustainable Meetings Every day at headquarters we host dozens even hundreds of meetings for internal staff ldquoBrown bagrdquo lunches staff trainings team meetings etc Below is a quick reference guide to taking small steps that lead to big impacts in minimizing the World Bank Grouprsquos footprint
General Tips
Get your team on board Let your planning team managers and attendees know of your efforts to green your next meeting or event Consider including this in your broadcast emails Lotus Notes meeting invitation or general email invitations to attendees
Walk through Before your event walk through the meeting room yoursquove reserved and make sure that the recycling bins are set-up where they should be HQ Only Email ifceventsifcorg for the F building or wbeventsworldbankorg for the WB buildings to ensure recycle bins are set-up properly in the room
Communicate it You can request informative templates from the IFC Footprint Program and the WB Corporate Responsibility team to print and display at your event For more information contact Vanessa Ferragut at vferragutifcorg or Adam Rubinfield at arubinfieldworldbankorg HQ Only Templates are available to communicate the sustainable nature of your event for placement on cafeteria tables
Make it Carbon Neutral The Corporate Responsibility and Footprint programs can help you calculate the emissions from your event and work with you to offset these emissions
Printing and Paper Use
Go paperless (or slim it down) Consider limiting the number of handouts you bring to you meeting Send these electronically after the events HQ Only If your department doesnrsquot have a departmental projector contact IFC Events at ifceventsifcorg or at the WB visit httpgsdconference to request one
Print it green Did you know that the paper provided in printers is already 100 recycled and all printers are defaulted to double-sided printing If you MUST print try and provide handouts using black amp white printing only
Choose erasable Use reusable dry-mark erasable boards instead of paper flip charts Ensure ldquonon-toxicrdquo markers are used HQ Only You can contact IFC Events at ifceventsifcorg or at the WB visit httpgsdconference to request a dry erase board
Generalize it Design and write all materials produced for the meeting (such as banners posters signs place cards) with generic language (do not put dates or locations) to allow them to be reused for other meetings
Reuse it You can save money and paper by reusing the foam backing to your existing posters Just reprint the front and glue on a new one HQ Only You can give old foam backings for posters back to the customer service desk at the GSD print shop in MC-C3-300
Digitize It Did you know that the WB Headquarters building has multiple electronic message boards where you can post event advertisements rather than using posters HQ Only Email Kenneth Wu at kwu1worldbankorg to post these electronic announcements in the MC H I and J buildings Contact Dila Zeynep Serpil at DSerpilifcorg to get your message posted on IFCrsquos K Street flat screen (needs to be designed as a landscape-type flyer)
Survey says If distributing surveys at your event considering using only a half page format For post-conference follow up send this electronically You can create your own electronic survey for free at wwwsurveymonkeycom
Sustainable CateringDining Out
Choose dishware Disposable cups plates and flatware not only add to landfills they also do not deliver the same ldquofirst-classrdquo catering service experience as dishware HQ Only When filling out RArsquos catering order
online specify in the ldquoSpecial Commentsrdquo section to provide dishware and NO disposables Currently RA charges $75 in tier two rooms for dishware but calculating costs of disposables it is actually a savings anytime you host an event
SUSTAINABLE MEETINGS GUIDE Version 24
18
or meeting for 20 or more people Note that the pricing structure for this is being evaluated to encourage the use of dishware over disposables
Eat sustainable amp local Go organic where possible Opt for seasonal and locally grown produce-based meals Order sustainable seafood Also consider a limited meat menu - raising animals for food requires more energy water and other inputs than growing grains or vegetables HQ Only You can work directly with RA at the IFC through ifceventsifcorg or at the World Bank Buildings - extension 82000 or email WBeventsworldbankorg RA follows the Monterey Bay Aquariums suggestions for sustainable seafood
Request Fair Trade organic andor shade grown coffee and tea HQ Only Restaurant Associates default for coffee served at meetings and events is Starbuckrsquos Fair Trade coffees- there is no additional charge for these choices
Compost it If disposables must be used be sure they are biodegradable or can be composted Also ensure the venue has set up means to collect and compost those disposables HQ Only The MC and F (as of
November 2010) buildings currently have the capacity to compost Make sure that any food or compostable serving
ware remaining after your meeting is composted by sending an email to WBeventsworldbankorg
Donrsquot pre-fill When hosting a sit down event ask caterers not to pre-fill glasses of water at banquet tables- this can save substantial amounts of wasted water for large events
Lose the packaging When placing your catering order specify to use bulk serving containers instead of individual serving sizes of butter spreads etc Request carafes of water rather than individual water bottles etc Similarly request meals be provided on platters rather than individually packaged Request bulk dispensers for all condiments sugar salt amp pepper cream butter etc HQ Only Please place these requests in the ldquoSpecial Commentsrdquo section of the RA online form when placing your catering order
Donate Inform caterers of the exact number of participants and re-evaluate quantity needed during the meeting to help avoid waste Ask your caterer to donate leftovers to local charities HQ Only RA donates excess food production to DC Central Kitchen on an as-needed basis Food that has been served in a buffet is disposed in accordance with healthy and safety regulations
Communicate it Ask your caterer to create small table-top signs by food highlighting sustainability efforts (sustainable no packaging local etc) HQ Only You can contact IFC Events at ifceventsifcorg
Giveaways
Buy local Try purchasing items that are made as close to where you will need to ship them This minimizes the time it will take the product to arrive the amount you will spend on shipping and your carbon footprint in terms of transportation and fuel
The gift that keeps on giving Encourage the purchase of useful giveaways such as travel mugs aluminum water bottles USB drives and other such items that participants can reuse again and again This helps to minimize the amount of waste going to the landfill from items that are intended for one-time use
Whatrsquos in [the material] for me If you are sourcing giveaways such as t-shirts reusable canvas bags etc consider requesting organic cotton or that your items are made of organic andor sustainable materials Materials such as organic cotton organic hemp organic wool kapok buckwheat or millet hulls or silk are comfortable and
sustainable Also make sure to ask that the product is Polyvinyl chloride (PVC) and Bisphenol A (BPA) free
Get your facts Just because your vendor is telling you the product is green may not always mean it is Remember that they are trying to sell you something There are many suppliers who obtain certifications (either for certain products or their entire business) to show they follow industry best practices vis-agrave-vis environmental and social responsibility Ask your supplier if they have obtained any such certifications or adhere to any sustainable principles
that they can verify HQ Only Refer to Annex 6 in this Guide for a list of WBG-approved giveaway vendors who
source sustainable giveaways
Transportation
By train bus or bike Communicate to outside attendees the public transportation accessibility of your WB of IFC office building to discourage use of vehicles
SUSTAINABLE MEETINGS GUIDE Version 24
19
Checklist for Off-Site Events
The World Bank Group Knows Sustainable Meetings
Whether yoursquore greening a local meeting for 6 people or an international meeting for hundreds there are many
tools within the WBGrsquos resources that can help you successfully minimize your meetingrsquos footprint and save money
Getting Started Things to Ask
Why does your department want to go green
If there are additional costs involved in hosting a sustainable event are you willing to commit to this financially Consider that you may also be saving money on something items as well
Are you interested in greening only one or two components of your event or most of the event
What do you and your meeting planning committee see as the most important component to a sustainable event
Printing and Paper Guidelines
Go paperless (or slim it down) Provide participants with a CD or USB stick with all the conference material or send electronically after the events Have printingcopying facilities available on request at the venue for attendees that must print hard copies of materials
Start with the printer Choose environmentally responsible printing companies for external printing contracts HQ
Only Refer to Annex 6 in this Guide for a list of printers that have sustainable practices
Print it green Use 100 recycled with a minimum of 65 of post consumer waste content avoid glossy publications give preference to soy based or vegetable oil inks for all printing purposes and make all necessary handouts black and white (when possible) and double-sided
Sustainable note-taking Use reusable dry-mark erasable boards or blackboards instead of paper flip charts if available Ensure ldquonon-toxicrdquo markers are used
Generalize it Design and write all materials produced for the meeting (such as banners posters signs place cards) with generic language (do not put dates or locations) to allow them to be reused for other meetings
Poster printing You can save money and paper by reusing the foam backing to your existing posters Just reprint the front and glue on a new one
E-signs Ask your venue if they have electronic screens where you can display your event information without the need of a poster or easel Make sure to get the right dimensions so that you can design your sign so it doesnrsquot look stretched out
Survey says If distributing surveys at the meeting consider printing on 100 recycled paper double sided For post-conference follow up send the survey electronically
Sustainable Catering
Choose dishware Disposable cups plates and flatware not only add to landfills they also donrsquot deliver the same ldquofirst-classrdquo catering service experience
Eat sustainable amp local Go organic where possible Opt for seasonal and locally grown produce-based meals Buying locally grown products helps support the communities and offers fresher seasonal choices without the transportation impact Consider a limited meat menu - raising animals for food requires more energy water and
other inputs than growing grains or vegetables HQ Only Refer to Annex 6 in this Guide for a list of restaurants in the
DC area that have sustainable practices
Choose sustainable seafood Request your caterer to follow the Monterey Bay Aquariumrsquos Seafood Watch guide As consumer demand for seafood increases it is depleting fish stocks around the world and harming oceans
Request Fair Trade organic andor shade grown coffee and tea
SUSTAINABLE MEETINGS GUIDE Version 24
20
Compost it If disposables must be used be sure they are biodegradable or can be composted Also ensure the venue has set up means to collect and compost those disposables Compostable items thrown in with regular trash will end up in the landfill ndash and most landfill conditions do not allow for decomposition
Donrsquot pre-fill Ask your caterer not to pre-fill glasses of water at banquet tables - this can save substantial amounts of wasted water for large events
Lose the packaging Request your caterer to provide liquids in carafes ndash including water and juices Individual bottles require fossil fuels to be produced packaged and transported eventually ending up in landfills Similarly request meals be provided on platters rather than individually packaged
Bulk up Request bulk dispensers for all condiments sugar salt amp pepper cream butter etc
Communicate it Ask your caterer to create small table-top signs by food highlighting sustainability efforts (sustainable no packaging local etc)
Selecting a VenueHotel for Overnight Guests
Visit GSDrsquos Approved-Offsite Venues and here for GSDrsquos Approved Hotels HQ Only Refer to Annex 6 in this Guide for
a list of hotels in the DC area that have sustainable practices in place
Ask potential venueshotels to send you a summary of the environmental measures they have in place Does the venue participate in any recycling programs Do they practice energy conservation Is this type of information advertised to the public Learning about a venuersquos best practices may help you get some great ideas for your next meeting
Is the venuehotel willing to work with your meetingrsquos sustainable needs Many times venues wonrsquot have their own sustainable agenda but if asked some venues may be willing to modify services to accommodate your requests
Is the venuehotel accessible by public transportation from the airport or the downtown area Is it also close to other event locations to minimize the need for ground transportation
Selecting Sustainable Ground Transportation
Destination Choose a destination with minimal travel Shorter distances = less environmental impact
HotelVenue location When booking a hotel or venue consider choosing one that is located near public transportation (Metro bus stop train station etc) or an airport if most people are arriving by plane
Public transport when possible Encourage the use of public transportation when possible Provide information complimentary passes and maps in guest packages
Keep it close Locate all venues within walking distance of one another For example having your evening reception at a restaurant within safe walking distance from the hotel saves you both time and money
Alternative fuel If you have to move a number of meeting attendees from one place to another using mini-buses or vans ask your transportation carrier if they own or lease any fuel efficient or hybrid vehicles HQ Only Refer to
Annex 6 in this Guide for a list of WBG-approved transportation vendors who use energy-efficient vehicles
Turn it off If you hire a ground transportation provider request the company to instruct drivers for your event to minimize idling of vehicles when waiting for guests
GiveawaysOther
Buy local Try purchasing items that are made as close to where you will need to ship them This minimizes the time it will take the product to arrive the amount you will spend on shipping and your carbon footprint in terms of transportation and fuel For example avoid items made abroad if your meetingevent is taking place in the United States
The gift that keeps on giving Encourage the purchasing of useful giveaways such as travel mugs aluminum water bottles USB drives and other such items that participants can reuse again and again This helps to minimize the
amount of waste going to the landfill from items that are intended for one-time use HQ Only Refer to Annex 6 in
this Guide for a list of vendors that have eco-friendly giveaways
SUSTAINABLE MEETINGS GUIDE Version 24
21
Whatrsquos in [the material] for me If you are sourcing giveaways such as t-shirts reusable canvas bags etc consider requesting organic cotton or that your items be made of organic andor sustainable materials Materials such as organic cotton organic hemp organic wool kapok buckwheat or millet hulls or silk are comfortable and
sustainable Also make sure to ask that the product is Polyvinyl chloride (PVC) and Bisphenol A (BPA) free
Get your facts Just because your vendor is telling you the product is green may not always mean it is Remember that they are trying to sell you something There are many suppliers who obtain certifications (either for certain products or their entire business) to show they follow industry best practices vis-agrave-vis environmental and social responsibility Ask your supplier if they have obtained any such certifications or adhere to any sustainable principles that they can verify
Efficient shipping Consider having your giveaways shipped directly to the venue or hotel where yoursquoll be giving these out This saves fuel emissions and costs than having to ship twice (once to your offices and once to the venuehotel)
Make it Carbon Neutral The Corporate Responsibility and Footprint programs can help you calculate the emissions from your event and work with you to offset these emissions
If you print this guide please only print it black and white and double-sided
ANNEX 1 ndash SELECTING A PRINT SHOP
Below is suggested language for a phone conversation formal Request for Information (RFI) Request for Proposal (RFP)
or any written communication This will allow you to easily collect information about a print shoprsquos products and services
that have minimal environmental impacts as well as efforts of the print shop to minimize the environmental impacts of
their operations This can also be used as a guide for sustainable printing and paper options that you should consider for
your print jobs
The World Bank Grouprsquos Commitment to Sustainability The World Bank Group (WBG) is committed to minimizing the environmental impact of its internal business operations This includes ensuring resource efficiency minimizing waste providing healthy surroundings in which to work and giving back to local communities where we do work This approach is consistent with our mission We will achieve our objectives by working in partnership with vendors whose products and services align with our commitment to sustainability
Printing Services Checklist
Basic YN Notes
Do you offer paper options that have high recycled content (ideally 100) with post-consumer waste recycled fiber content (also ideally 100)
Do you use a certification to verify environmentally responsible pulp and paper sources such as FSC or SFI
Can files be proofed electronically
Do you have binding options that break down easily during recycling process or do not need to be removed to recycle printed piece
Do you use vegetable-based inks for printing with the lowest VOC rating
Do you offer paper that is uncoated and either totally Chlorine
Free (TCF) process chlorine free (PCF) or elemental chlorine free
(ECF)
Going Further YN Notes
Does the paper mill use renewable power sources or have other established conservation or recycling practices
Is digital lsquoprint on demandrsquo or waterless printing available
Are you an FSC-certified printer If not can you provide
documentation of an environmental management system
SUSTAINABLE MEETINGS GUIDE Version 24
23
ANNEX 2 ndash SELECTING A CATERER
Below is suggested language for a phone conversation formal Request for Information (RFI) Request for Proposal (RFP)
or any written communication This will allow you to easily collect information about a catererrsquos products and services
they can offer you that have minimal environmental impacts It also collects information on the catererrsquos efforts to
minimize the environmental impacts of their business operations This can also be used as a guide for sustainable
catering options that you should consider for your event
The World Bank Grouprsquos Commitment to Sustainability The World Bank Group (WBG) is committed to minimizing the environmental impact of its internal business operations This includes ensuring resource efficiency minimizing waste providing healthy surroundings in which to work and giving back to local communities where we do work This approach is consistent with our mission We will achieve our objectives by working in partnership with vendors whose products and services align with our commitment to sustainability
Catering Products and Services
Basic YN Notes
Can water bottles be replaced by filtered water pitchers
Can dishware be used instead of disposable serving-ware This includes omitting to-go coffee cups and other to-go containers
Can bulk dispensers be used for sugar salt pepper cream butter
jams and other condiments
Can organic andor local food options be provided for menu selections
Are sustainable seafood options provided for menu selections If so what guideprogram is used to ensure responsible selections (such as the Monterey Bay Aquariumrsquos Seafood Watch Guide )
Is organic shade grown andor fair trade coffee and tea available
Can meals be served family style buffet or on platters rather than individually packaged
Going Further YN Notes
Are there means to collect and compost food waste as well as any biodegradable disposables and serving-ware used
Can table tents or informative signage be provided letting attendees know about sustainability efforts (such as ldquoOrganicrdquo ldquoLocalrdquo ldquoBulk to avoid packagingrdquo)
Is any portion of the catering services outsourced to socially
responsible nonprofits or other community needs groups
Is unused food donated to a local shelter or nonprofit
SUSTAINABLE MEETINGS GUIDE Version 24
24
ANNEX 3 ndash CHECKLIST FOR CATERING at HQ by RESTAURANT ASSOCIATES For meetings and events planned by HQ-based WBG staff at the Main Complex F J or H Building you are required to use the catering
services provided by Restaurant Associates Restaurant Associates is dedicated to providing excellent service at WBG properties and
can accommodate most catering needs Below is a list of suggested sustainable catering options for you to discuss with RA along
with a list of RArsquos default green products and services as an FYI
RArsquos Default Sustainable Options include
Fair Trade coffee Compostable disposables Donating excess production to DC Central Kitchen on an as-needed basis Follows sustainability guidelines in accordance with Monterey Bay Aquarium guide
CHECKLIST FOR RESTAURANT ASSOCIATES CATERING
Minimizing waste from service options Notes for Meeting Planners Cost Implications
Pitchers of water provided instead of bottled water
To request this option include instructions in the Comments Box of the online RA order form
At the IFC filtered water is served in pitchers as the default with no extra charge Please include this
request under the comments section In WB buildings the water pitcher policy is under review Details to follow in later FY12 You should always
contact your caterer directly in regards to this
Pitchers of all beverages (juices ice tea etc) can be served instead of individual bottles
To request this option for orange grapefruit and aqua fresco you can click on ldquoBeverages-
NonAlcoholicrdquo and select the pitchers of juice you like For other pitchers such as Iced Tea and apple juice include instructions in the Comments Box of
the online RA order form
$1350 per half gallon is the current pricing
Dishware can be used instead of paper or plastic serving-ware This includes omitting to-go coffee cups and other to-go containers
When ordering online include in the comments section ldquodishware onlyrdquo and possibly list a few items you do not want to have such as disposable coffee
cups plates and cutlery
Restaurant Associatersquos charge for dishware is $75 in tier two rooms but if calculating costs of disposables it is actually a savings anytime you host an event or
meeting for 20 or more people
Single-serve condiments can be eliminated from an event Alternative is to serve condiments (sugar salt pepper cream butter jams mayo mustard salad dressing etc) in bulk dispensers bowls etc
To request this option include instructions in the Comments Box of the RA order form
None
ldquoBoxed lunchesrdquo can be served on trays -rather than individual boxes- and replacing single serve condimentschips with bulk serving options
To request this option include instructions in the Comments Box of the RA online order form If there is a need for staff to bring their lunches back to their
office brown bags can be provided
None
Sustainable menu options Notes for Meeting Planners Cost Implications Organic andor locally sourced menu options are available
RA promotes the use of local and natural (no growth
hormones or additives) products based on season
and region Therefore menu options may be
limited
These items typically cost 30- 50 more
Limited (or no) meat menu can be prepared with a range of vegetarian options diverse in flavorstextures
RA can provided excellent vegetarian options upon
request Some online options are all vegetarian and
some menus can be customized with RA directly
Vegetarian options tend to cost less than meat
options
Organic wine or beer can be purchased Natura brand organic wines are available through
RA
Varies by product 30- 50 higher cost or
approximately $1195 per person
Educating attendees Notes for Meeting Planners Cost Implications
Table tents or informative signage can be
provided letting attendees know about
sustainability of foodbeverageservice
(highlighting what is local organic fair-trade
bulk serving dishware)
RA is happy to set up table tents with titles of the
food items being served at the event Just email
Michelle Perry at MPerryifcorg for your specific
requests
None
SUSTAINABLE MEETINGS GUIDE Version 24
25
ANNEX 4 ndash SELECTING A VENUE
Below is suggested language for a phone conversation formal Request for Information (RFI) Request for Proposal (RFP) or any written communication This will allow you to easily collect information about a venuersquos services that have minimal environmental impacts as well as efforts of the venue to minimize the environmental impacts of their operations This can also be used as a guide for what sustainable options that to look for when selecting a venue The World Bank Grouprsquos Commitment to Sustainability The World Bank Group (WBG) is committed to minimizing the environmental impact of its internal business operations This includes ensuring resource efficiency minimizing waste providing healthy surroundings in which to work and giving back to local communities where we do work This approach is consistent with our mission We will achieve our objectives by working in partnership with vendors whose products and services align with our commitment to sustainability
Venue
Basic YN Notes
Venue is in close proximity to public transport airport connection hotels or other
event venues
Venue provides visible and accessible reduction reuse and recycling services for
paper metal plastic and glass
The venue has an energy management program ensuring temperature is kept at
reasonable levels (such as 72 degrees Fahrenheit in summer 68 in winter) and that
this can be adjusted according to the dress code for an event
Venue instructs staff to shut off HVAClights when guests are not in meeting rooms
or other areas of the facility
Venue trains its staff to implement its environmental policies
Venue purchases environmentally preferable products (recycled paper products
green cleaning products etc)
Going Further YN Notes
Venue has an environmental policy and action plan covering sustainable
procurement energy saving catering services cleaning transport and waste
Venue is third party certified (examples in US LEED building Green Seal hotel etc)
If venue is not third party certified it follows sustainability principles such as
installed high insulation designed to maximize the use of daylight uses energy
efficient lighting and water-saving appliances in kitchen and toilets
Venue uses renewable energy on site or buys Renewable Energy Certificates
Venue separates and composts its organics or will work with organizer to instate a
program
Venue purchases environmentally responsible cleaning products for carpets floors
kitchens and bathrooms (minimum 50 percent of products are environmentally
responsible)
Venue requests that suppliers have environmentally responsible policies and
supports vendors who do
SUSTAINABLE MEETINGS GUIDE Version 24
26
ANNEX 5 ndash SELECTING A HOTEL For Overnight Guests
Below is suggested language for a phone conversation formal Request for Information (RFI) Request for Proposal (RFP) or any
written communication This will allow you to easily collect information about a hotelrsquos services that have minimal environmental
impacts as well as efforts of the hotel to minimize the environmental impacts of their operations This can also be used as a guide for
what sustainable options that to look for when selecting a hotel venue
The World Bank Grouprsquos Commitment to Sustainability The World Bank Group (WBG) is committed to minimizing the environmental impact of its internal business operations This includes ensuring resource efficiency minimizing waste providing healthy surroundings in which to work and giving back to local communities where we do work This approach is consistent with our mission We will achieve our objectives by working in partnership with vendors whose products and services align with our commitment to sustainability
Selecting a Hotel
Basic YN Notes
Hotel is located within walking distance of the meeting venue and is easily accessible by public
transport
Hotel implements water-conservation practices including low-flow showerheads and toilets
Hotel implements a recycling program
Hotel implements energy efficiency practices ensuring temperature is kept at reasonable levels
(such as 72 degrees Fahrenheit in summer 68 in winter) and HVACelectricity is turned off when
rooms are not used
Heating and air conditioning systems are easy for guests to operate (and adjust when necessary)
Hotel has a linen reuse program and place-cards in each room letting guests know of this
Hotel participates in paperless check-inout procedures
Hotel instructs staff to shut off HVAClights when guests are not in their rooms or other areas of
the facility
Going Further YN Notes
Hotel has an environmental policy and action plan covering sustainable procurement energy
saving catering services cleaning transport and waste
Hotel is third party certified (in the US examples include LEED building Green Seal hotel etc)
If Hotel is not third party certified it follows sustainability principles such as installed high
insulation designed to maximize the use of daylight uses energy efficient lighting and water-
saving appliances in kitchen and toilets
Hotel trains its staff to implement its environmental policies
Hotel uses renewable energy on site or buys Renewable Energy Certificates
Hotel separates and composts its organics or will work with organizer to instate a program
Hotel that offers bulk dispensers for shampoos and soaps in guest rooms
Hotel purchases environmentally preferable products (recycled hand towels toilet paper etc)
Hotel requests vendors to have environmentally responsible policies and supports vendors who
do
SUSTAINABLE MEETINGS GUIDE Version 24
27
Hotel purchases environmentally responsible cleaning products for carpets floors kitchens and
bathrooms (minimum 50 percent of products are environmentally responsible)
Hotel delivers newspapers to rooms only if requested and not wrapped in plastic bag
Guest laundry containers are reusable (eg baskets)
Going Even Further YN Notes
Hotel utilizes rain water andor grey water in its buildings
Hotel key cards are linked to energy appliances (ex light automatically switch off when people
leave the room)
Hotel groundsrsquo practices are sustainable (ex only local plants tolerant of local climate are used
etc)
Insulating covers are installed on all indoor and outdoor swimming pools and hot tubs to reduce
both energy and water use (ie evaporation)
Automatic controls are in place for heating and cooling with levels set to the minimum necessary
for comfort
Hotel vehicles operated are efficient and low emission
If you print this guide please only print it black and white and double-sided
ANNEX 6 - World Bank Group Approved Sustainable Vendors for Headquarters
Restaurants (close to WBG Headquarters buildings)
Company Name VIN Contact Information Website Best Used Forhellip
Founding Farmers NA 1924 Pennsylvania Ave NW
202-822-8783
Link Client LunchesDinners
Nora NA 2132 Florida Avenue NW
(202) 462-5143
Link Client LunchesDinners
Farmers and Fishers NA 3000 K Street NW
202-298-0003
Link Client LunchesDinners
Print Shops Company Name VIN Contact Information Website Best Used Forhellip
Plaza Art Store
NA 1990 K Street (2nd Floor)
202-331-7090
Purchasing Foam Poster Boards
EcoPrint 120419 Roger 301-585-7077 Link Sustainable printing needs
Giveaways amp Supplies Company Name VIN Contact Information Website Best Used Forhellip
Fairview Specialties 16952 Rick 410-242-1217 x 1602 Link Eco-Giveaways
ePromos 86267 1-877-377-6667 Link Eco-Giveaways
Advertise America 9830 1-800-579-4883 Link Eco-Giveaways
Office Max Office Max Link Environmentally-friendly office products
ReBinder Office Max Link Recycled Binders
Transportation Company Name VIN Contact Information Website Best Used Forhellip
Veolia Transportation 111458 Alex Cournol 301-965-2080 Fuel Efficient sedans SUVs motor coaches
Sunnys Executive Sedan 4517 1-800-949-0949 Fuel Efficient Sedans amp SUVs
Hotels (close to WBG Headquarters buildings) Reserve through American Express
Company Name VIN Contact Information Website Best Used Forhellip
Beacon Hotel 88406 1615 Rhode Island Avenue NW Link Hotel rooms
Washington Circle Hotel 9062 One Washington Circle NW Link Hotel rooms unique venue
Fairmont Hotel 7073 2401 M Street NW Link Hotel rooms
Topaz Hotel 1733 N Street NW Link Hotel rooms
Hotel Rouge 1315 16th
Street NW Link Hotel rooms
Hotel Palomar 2121 P Street NW Link Hotel rooms
Food amp Wine
Company Name VIN Contact Information Website Best Used Forhellip
Calypso Wine Distributors 114860 Beth-ann Roth 703-464-5550
1725 Eye Street NW Ste 300
Link Giveaways specialty wine at events
Note The above companies have been selected to help you get started If you have additional recommendations or
know of any other WB-approved vendors please contact Vanessa Ferragut to get these added to the next version
SUSTAINABLE MEETINGS GUIDE Version 24
29
References
1 ldquoLivestock and Climate Changerdquo World Watch Institute Retrieved from
httpwwwworldwatchorgfilespdfLivestock20and20Climate20Changepdf
2 Blue Green Meetings Retrieved from httpwwwbluegreenmeetingsorgSuppliersAccommodationshtm
3 Spatrisano A amp Wilson N (2007) Simple Steps to Green Meetings and Events United States of America
4 Tesdahl Ben (2008) Meetings Law Spelling Out lsquoGreenrsquo in Black and White Meetings Industry Megasite
Retrieved from httpwwwmimegasitecommimegasitearticlesarticle_displayjspvnu_content_id=1003849215
5 Barbara Scofidio (July 8 2009) Green It and Mean It Meetings Net Retrieved from
httpmeetingsnetcomnewsgreen-effort-meetings-0708
6 Wallace E Mathai M Heath A Convention Industry Council (2008) Convention Industry Council Manual 8th
Edition Washington DC
7 Cortese Amy (2009 September) Are We Doing Enough One Magazine September Issue
8 Hill Lori (2009) If You Green It They Will Come [PowerPoint slides] lori hill event productions Retrieved from
IFC Footprint website httpifcnetifcorgintranetfootprintnsfAttachmentsByTitlepres_EarthDay2009_IfYouGreenIt$FILEIf+You+Green+It+They+Will+Comepdf
9 UNEP ICLEI (2009) Green Meeting Guide 2009 Roll out the Green Carpet for your Participants
10 Kaplan Jonathan National Resource Defense Council ldquoEat Green Our everyday food choices affect global
warming and the environmentrdquo Retrieved from wwwnrdcorg
11 ldquoLivestockrsquos Long Shadowrdquo by Food and Agriculture Organization of the United Nations Retrieved from
httpwwwfaoorgdocrep010a0701ea0701e00HTM
12 Meeting Strategies Worldwide Retrieved from httpwwwmeetgreencom
13 Telschow Roger (2009) Guide for the Responsible Print Buyer United States of America
SUSTAINABLE MEETINGS GUIDE Version 24 14
Communicate Your Greening Efforts
Without communicating the impact of these great efforts undertaken the sustainable event is only half effective Sustainable meetings are about creating awareness and building understanding Ensure your event communications inform attendees about the great efforts involved to reduce the negative environmental impacts of this event
Take the Floor If yoursquore the meeting coordinator you have the opportunity to spread the word Introduce yourself at the beginning of the meeting and explain the basic concepts you have incorporated point out where the recycling bins are and remind people of other key aspects of your sustainable event
Shout it out If you select to have an attendee packet consider emailing it first Materials should emphasize the vision of greening the event Have a short summary that states your goal and provides examples of sustainable options at your event (include statistics that show the impact where possible)
Example ldquoBy not printing attendee packets we were able to save an estimated 800000 sheet of paper and 8000 binders This saves about 67 trees greenhouse gases equivalent to approximately 2 cars per year 65801 gallons of wastewater and 7765 pounds of solid wasterdquo
The following websites can help you calculate your eventrsquos footprint for communication purposes
[Paper] Environmental Defense Paper Calculator
[Ground transportation] EPA calculator for converting gasoline usage or passenger vehicles into environmental impacts (use Option 1)
[Catering] EPA food waste calculator
[Waste recycling] North East Recycling Center calculator
Invite your vendors to tell their story Ask the venuehotel to provide information on what they have done to
help green the event and include this in your communications Invite the venue to create and hang a poster up at your event on their greening efforts
Show it off Ask your caterer to create small table-top signs by food highlighting sustainability efforts (local
sustainable organic no packaging etc)
Get preachy If you have selected a sustainable giveaway help encourage behavior change with fun facts For
example you can include a card or text that mentions ldquoIt takes three liters of water to produce one liter of
bottled waterrdquo on aluminum water bottles they received at your event By sharing with them useful facts and
information your attendees are more likely to reuse that giveaway in a fashion intended to minimize their own
footprint going forward
For templates and examples contact your IFC Footprint Team or WB Corporate Responsibility Team or visit the Footprint Programrsquos website to download your own copies
Best Practice Tips
Create table tents asking participants to take only what they need
and to return name badges for future use (best to create a
designated area for name badge return- a simple box labeled at
your registration area works well) Attendees like being informed
and getting involved Contact us for templates
SUSTAINABLE MEETINGS GUIDE Version 24 15
E-Meetings
The World Bank Group provides resources to help you host virtual meetings This is an easy way to reduce costs and
your travel footprint while allowing a larger number of people the ability to attend a meeting A series of training
sessions and seminars have been designed to help planners in coordinating electronic meetings In addition eServices is
available to assist planners with any video conferencing service needs Lastly stay tuned for the rollout of Telepresence
centers
eMeetings eMeetings is a great solution for all your online meeting needs especially when you want to share documents andor presentations among globally dispersed teams located both at HQ and in the country offices -- either with or without videoconferencing session conduct a training online conduct a facilitated session between participants at HQ and in the country offices and have the ability to enter commentsthoughts live via an electronic Whiteboard demonstrate system solutions online
o IFC eMeeting eLearning Module Learn how to schedule an eMeeting through your Lotus Notes calendar as well as online This module will cover the dos and donts when working with an eMeeting as well as best practices Available on LMS (no link)
CMA Polycom CMA Polycom enables IFC staff to use their computers to conduct point-to-point video
conferences with each other or participate in a scheduled video conference This is a great way to enhance your
meetings and connect to colleagues when you are traveling working from home or just sitting in your office at
HQ How can you start trying out the CMA Polycom Talk to your IT Coordinator who can request CMA
application installed on your IFC PC You will also need a webcam or built-in PC camera Note that people you
wish to conference with must have the application installed and they must be available and remember if you
are in a location with slow connectivity CMA use may not be recommended
IFC An Introduction to Web Conferencing This 20-minute tutorial introduces web conferencing concepts and features It also covers the PREP (Planning Rehearsal Execution Post-Mortem) Model for web conferencing to guide you in the design and delivery of training sessions or meetings Upon completion of this program staff will understand best practices for conducting successful web conferences and the benefits of web conferencing including how it supports the IFC Footprint program Available on LMS (no link)
Video Conferencing Services World Bank Staff can request Global Videoconferencing Services (GVS) which consist of two-way video audio and broadcast video either between two or among multiple locations Contact eServices for booking information or email wbvideoworldbankorg These cost about $205 per session including long distance charges and must be made at least 24 hours in advance
Adobereg Connect is a web conferencing application used to deliver online meetings and webinars It is Internet-
based and uses Adobe Flash technology A World Bank Group computer is not necessary to deliver or participate
in Adobe Connect virtual meetings Virtual meetings may include features such as screen sharing web tours
voice over IP file uploads and document collaboration to make them interactive and participant-friendly An
Adobe Connect license is necessary in order to set up a web meeting Each VPU has an Adobe Connect champion
who manages the licenses and may assist in meeting setup and support Meetings remain available until they
are deleted so a meeting space can be reused as often as necessary For more information write to
iLearningworldbankorg
Skype Skype is a software application installed on individual computers that allows users to make voice and
video calls over the internet for free to other Skype users and for a low fee to landlines cellphones etc Skype
was installed on all WBG computers in 2010 If you need help setting up Skype contact your IT Coordinator If
SUSTAINABLE MEETINGS GUIDE Version 24 16
you have Skype on your machine but have never used it you will need to take some steps to start using it Visit
this link for more information
Telepresence Centers Telepresence centers are
currently under construction in the MC Building the F building (IFC)
and IFC offices in Istanbul Hong Kong and should be fully
operational by 2012 Similar to videoconferencing telepresence
centers connect users in different locations through the use of high
definition video technology The goal is to simulate being in the
same room with meeting attendees across the world This is often
done through the use of similar tables chairs and backgrounds in
each telepresence center Look for more information on the WBG
telepresence centers in late 2011
If you print this guide please only print it black and white and double-sided
Checklist for Internal Events
The World Bank Group Knows Sustainable Meetings Every day at headquarters we host dozens even hundreds of meetings for internal staff ldquoBrown bagrdquo lunches staff trainings team meetings etc Below is a quick reference guide to taking small steps that lead to big impacts in minimizing the World Bank Grouprsquos footprint
General Tips
Get your team on board Let your planning team managers and attendees know of your efforts to green your next meeting or event Consider including this in your broadcast emails Lotus Notes meeting invitation or general email invitations to attendees
Walk through Before your event walk through the meeting room yoursquove reserved and make sure that the recycling bins are set-up where they should be HQ Only Email ifceventsifcorg for the F building or wbeventsworldbankorg for the WB buildings to ensure recycle bins are set-up properly in the room
Communicate it You can request informative templates from the IFC Footprint Program and the WB Corporate Responsibility team to print and display at your event For more information contact Vanessa Ferragut at vferragutifcorg or Adam Rubinfield at arubinfieldworldbankorg HQ Only Templates are available to communicate the sustainable nature of your event for placement on cafeteria tables
Make it Carbon Neutral The Corporate Responsibility and Footprint programs can help you calculate the emissions from your event and work with you to offset these emissions
Printing and Paper Use
Go paperless (or slim it down) Consider limiting the number of handouts you bring to you meeting Send these electronically after the events HQ Only If your department doesnrsquot have a departmental projector contact IFC Events at ifceventsifcorg or at the WB visit httpgsdconference to request one
Print it green Did you know that the paper provided in printers is already 100 recycled and all printers are defaulted to double-sided printing If you MUST print try and provide handouts using black amp white printing only
Choose erasable Use reusable dry-mark erasable boards instead of paper flip charts Ensure ldquonon-toxicrdquo markers are used HQ Only You can contact IFC Events at ifceventsifcorg or at the WB visit httpgsdconference to request a dry erase board
Generalize it Design and write all materials produced for the meeting (such as banners posters signs place cards) with generic language (do not put dates or locations) to allow them to be reused for other meetings
Reuse it You can save money and paper by reusing the foam backing to your existing posters Just reprint the front and glue on a new one HQ Only You can give old foam backings for posters back to the customer service desk at the GSD print shop in MC-C3-300
Digitize It Did you know that the WB Headquarters building has multiple electronic message boards where you can post event advertisements rather than using posters HQ Only Email Kenneth Wu at kwu1worldbankorg to post these electronic announcements in the MC H I and J buildings Contact Dila Zeynep Serpil at DSerpilifcorg to get your message posted on IFCrsquos K Street flat screen (needs to be designed as a landscape-type flyer)
Survey says If distributing surveys at your event considering using only a half page format For post-conference follow up send this electronically You can create your own electronic survey for free at wwwsurveymonkeycom
Sustainable CateringDining Out
Choose dishware Disposable cups plates and flatware not only add to landfills they also do not deliver the same ldquofirst-classrdquo catering service experience as dishware HQ Only When filling out RArsquos catering order
online specify in the ldquoSpecial Commentsrdquo section to provide dishware and NO disposables Currently RA charges $75 in tier two rooms for dishware but calculating costs of disposables it is actually a savings anytime you host an event
SUSTAINABLE MEETINGS GUIDE Version 24
18
or meeting for 20 or more people Note that the pricing structure for this is being evaluated to encourage the use of dishware over disposables
Eat sustainable amp local Go organic where possible Opt for seasonal and locally grown produce-based meals Order sustainable seafood Also consider a limited meat menu - raising animals for food requires more energy water and other inputs than growing grains or vegetables HQ Only You can work directly with RA at the IFC through ifceventsifcorg or at the World Bank Buildings - extension 82000 or email WBeventsworldbankorg RA follows the Monterey Bay Aquariums suggestions for sustainable seafood
Request Fair Trade organic andor shade grown coffee and tea HQ Only Restaurant Associates default for coffee served at meetings and events is Starbuckrsquos Fair Trade coffees- there is no additional charge for these choices
Compost it If disposables must be used be sure they are biodegradable or can be composted Also ensure the venue has set up means to collect and compost those disposables HQ Only The MC and F (as of
November 2010) buildings currently have the capacity to compost Make sure that any food or compostable serving
ware remaining after your meeting is composted by sending an email to WBeventsworldbankorg
Donrsquot pre-fill When hosting a sit down event ask caterers not to pre-fill glasses of water at banquet tables- this can save substantial amounts of wasted water for large events
Lose the packaging When placing your catering order specify to use bulk serving containers instead of individual serving sizes of butter spreads etc Request carafes of water rather than individual water bottles etc Similarly request meals be provided on platters rather than individually packaged Request bulk dispensers for all condiments sugar salt amp pepper cream butter etc HQ Only Please place these requests in the ldquoSpecial Commentsrdquo section of the RA online form when placing your catering order
Donate Inform caterers of the exact number of participants and re-evaluate quantity needed during the meeting to help avoid waste Ask your caterer to donate leftovers to local charities HQ Only RA donates excess food production to DC Central Kitchen on an as-needed basis Food that has been served in a buffet is disposed in accordance with healthy and safety regulations
Communicate it Ask your caterer to create small table-top signs by food highlighting sustainability efforts (sustainable no packaging local etc) HQ Only You can contact IFC Events at ifceventsifcorg
Giveaways
Buy local Try purchasing items that are made as close to where you will need to ship them This minimizes the time it will take the product to arrive the amount you will spend on shipping and your carbon footprint in terms of transportation and fuel
The gift that keeps on giving Encourage the purchase of useful giveaways such as travel mugs aluminum water bottles USB drives and other such items that participants can reuse again and again This helps to minimize the amount of waste going to the landfill from items that are intended for one-time use
Whatrsquos in [the material] for me If you are sourcing giveaways such as t-shirts reusable canvas bags etc consider requesting organic cotton or that your items are made of organic andor sustainable materials Materials such as organic cotton organic hemp organic wool kapok buckwheat or millet hulls or silk are comfortable and
sustainable Also make sure to ask that the product is Polyvinyl chloride (PVC) and Bisphenol A (BPA) free
Get your facts Just because your vendor is telling you the product is green may not always mean it is Remember that they are trying to sell you something There are many suppliers who obtain certifications (either for certain products or their entire business) to show they follow industry best practices vis-agrave-vis environmental and social responsibility Ask your supplier if they have obtained any such certifications or adhere to any sustainable principles
that they can verify HQ Only Refer to Annex 6 in this Guide for a list of WBG-approved giveaway vendors who
source sustainable giveaways
Transportation
By train bus or bike Communicate to outside attendees the public transportation accessibility of your WB of IFC office building to discourage use of vehicles
SUSTAINABLE MEETINGS GUIDE Version 24
19
Checklist for Off-Site Events
The World Bank Group Knows Sustainable Meetings
Whether yoursquore greening a local meeting for 6 people or an international meeting for hundreds there are many
tools within the WBGrsquos resources that can help you successfully minimize your meetingrsquos footprint and save money
Getting Started Things to Ask
Why does your department want to go green
If there are additional costs involved in hosting a sustainable event are you willing to commit to this financially Consider that you may also be saving money on something items as well
Are you interested in greening only one or two components of your event or most of the event
What do you and your meeting planning committee see as the most important component to a sustainable event
Printing and Paper Guidelines
Go paperless (or slim it down) Provide participants with a CD or USB stick with all the conference material or send electronically after the events Have printingcopying facilities available on request at the venue for attendees that must print hard copies of materials
Start with the printer Choose environmentally responsible printing companies for external printing contracts HQ
Only Refer to Annex 6 in this Guide for a list of printers that have sustainable practices
Print it green Use 100 recycled with a minimum of 65 of post consumer waste content avoid glossy publications give preference to soy based or vegetable oil inks for all printing purposes and make all necessary handouts black and white (when possible) and double-sided
Sustainable note-taking Use reusable dry-mark erasable boards or blackboards instead of paper flip charts if available Ensure ldquonon-toxicrdquo markers are used
Generalize it Design and write all materials produced for the meeting (such as banners posters signs place cards) with generic language (do not put dates or locations) to allow them to be reused for other meetings
Poster printing You can save money and paper by reusing the foam backing to your existing posters Just reprint the front and glue on a new one
E-signs Ask your venue if they have electronic screens where you can display your event information without the need of a poster or easel Make sure to get the right dimensions so that you can design your sign so it doesnrsquot look stretched out
Survey says If distributing surveys at the meeting consider printing on 100 recycled paper double sided For post-conference follow up send the survey electronically
Sustainable Catering
Choose dishware Disposable cups plates and flatware not only add to landfills they also donrsquot deliver the same ldquofirst-classrdquo catering service experience
Eat sustainable amp local Go organic where possible Opt for seasonal and locally grown produce-based meals Buying locally grown products helps support the communities and offers fresher seasonal choices without the transportation impact Consider a limited meat menu - raising animals for food requires more energy water and
other inputs than growing grains or vegetables HQ Only Refer to Annex 6 in this Guide for a list of restaurants in the
DC area that have sustainable practices
Choose sustainable seafood Request your caterer to follow the Monterey Bay Aquariumrsquos Seafood Watch guide As consumer demand for seafood increases it is depleting fish stocks around the world and harming oceans
Request Fair Trade organic andor shade grown coffee and tea
SUSTAINABLE MEETINGS GUIDE Version 24
20
Compost it If disposables must be used be sure they are biodegradable or can be composted Also ensure the venue has set up means to collect and compost those disposables Compostable items thrown in with regular trash will end up in the landfill ndash and most landfill conditions do not allow for decomposition
Donrsquot pre-fill Ask your caterer not to pre-fill glasses of water at banquet tables - this can save substantial amounts of wasted water for large events
Lose the packaging Request your caterer to provide liquids in carafes ndash including water and juices Individual bottles require fossil fuels to be produced packaged and transported eventually ending up in landfills Similarly request meals be provided on platters rather than individually packaged
Bulk up Request bulk dispensers for all condiments sugar salt amp pepper cream butter etc
Communicate it Ask your caterer to create small table-top signs by food highlighting sustainability efforts (sustainable no packaging local etc)
Selecting a VenueHotel for Overnight Guests
Visit GSDrsquos Approved-Offsite Venues and here for GSDrsquos Approved Hotels HQ Only Refer to Annex 6 in this Guide for
a list of hotels in the DC area that have sustainable practices in place
Ask potential venueshotels to send you a summary of the environmental measures they have in place Does the venue participate in any recycling programs Do they practice energy conservation Is this type of information advertised to the public Learning about a venuersquos best practices may help you get some great ideas for your next meeting
Is the venuehotel willing to work with your meetingrsquos sustainable needs Many times venues wonrsquot have their own sustainable agenda but if asked some venues may be willing to modify services to accommodate your requests
Is the venuehotel accessible by public transportation from the airport or the downtown area Is it also close to other event locations to minimize the need for ground transportation
Selecting Sustainable Ground Transportation
Destination Choose a destination with minimal travel Shorter distances = less environmental impact
HotelVenue location When booking a hotel or venue consider choosing one that is located near public transportation (Metro bus stop train station etc) or an airport if most people are arriving by plane
Public transport when possible Encourage the use of public transportation when possible Provide information complimentary passes and maps in guest packages
Keep it close Locate all venues within walking distance of one another For example having your evening reception at a restaurant within safe walking distance from the hotel saves you both time and money
Alternative fuel If you have to move a number of meeting attendees from one place to another using mini-buses or vans ask your transportation carrier if they own or lease any fuel efficient or hybrid vehicles HQ Only Refer to
Annex 6 in this Guide for a list of WBG-approved transportation vendors who use energy-efficient vehicles
Turn it off If you hire a ground transportation provider request the company to instruct drivers for your event to minimize idling of vehicles when waiting for guests
GiveawaysOther
Buy local Try purchasing items that are made as close to where you will need to ship them This minimizes the time it will take the product to arrive the amount you will spend on shipping and your carbon footprint in terms of transportation and fuel For example avoid items made abroad if your meetingevent is taking place in the United States
The gift that keeps on giving Encourage the purchasing of useful giveaways such as travel mugs aluminum water bottles USB drives and other such items that participants can reuse again and again This helps to minimize the
amount of waste going to the landfill from items that are intended for one-time use HQ Only Refer to Annex 6 in
this Guide for a list of vendors that have eco-friendly giveaways
SUSTAINABLE MEETINGS GUIDE Version 24
21
Whatrsquos in [the material] for me If you are sourcing giveaways such as t-shirts reusable canvas bags etc consider requesting organic cotton or that your items be made of organic andor sustainable materials Materials such as organic cotton organic hemp organic wool kapok buckwheat or millet hulls or silk are comfortable and
sustainable Also make sure to ask that the product is Polyvinyl chloride (PVC) and Bisphenol A (BPA) free
Get your facts Just because your vendor is telling you the product is green may not always mean it is Remember that they are trying to sell you something There are many suppliers who obtain certifications (either for certain products or their entire business) to show they follow industry best practices vis-agrave-vis environmental and social responsibility Ask your supplier if they have obtained any such certifications or adhere to any sustainable principles that they can verify
Efficient shipping Consider having your giveaways shipped directly to the venue or hotel where yoursquoll be giving these out This saves fuel emissions and costs than having to ship twice (once to your offices and once to the venuehotel)
Make it Carbon Neutral The Corporate Responsibility and Footprint programs can help you calculate the emissions from your event and work with you to offset these emissions
If you print this guide please only print it black and white and double-sided
ANNEX 1 ndash SELECTING A PRINT SHOP
Below is suggested language for a phone conversation formal Request for Information (RFI) Request for Proposal (RFP)
or any written communication This will allow you to easily collect information about a print shoprsquos products and services
that have minimal environmental impacts as well as efforts of the print shop to minimize the environmental impacts of
their operations This can also be used as a guide for sustainable printing and paper options that you should consider for
your print jobs
The World Bank Grouprsquos Commitment to Sustainability The World Bank Group (WBG) is committed to minimizing the environmental impact of its internal business operations This includes ensuring resource efficiency minimizing waste providing healthy surroundings in which to work and giving back to local communities where we do work This approach is consistent with our mission We will achieve our objectives by working in partnership with vendors whose products and services align with our commitment to sustainability
Printing Services Checklist
Basic YN Notes
Do you offer paper options that have high recycled content (ideally 100) with post-consumer waste recycled fiber content (also ideally 100)
Do you use a certification to verify environmentally responsible pulp and paper sources such as FSC or SFI
Can files be proofed electronically
Do you have binding options that break down easily during recycling process or do not need to be removed to recycle printed piece
Do you use vegetable-based inks for printing with the lowest VOC rating
Do you offer paper that is uncoated and either totally Chlorine
Free (TCF) process chlorine free (PCF) or elemental chlorine free
(ECF)
Going Further YN Notes
Does the paper mill use renewable power sources or have other established conservation or recycling practices
Is digital lsquoprint on demandrsquo or waterless printing available
Are you an FSC-certified printer If not can you provide
documentation of an environmental management system
SUSTAINABLE MEETINGS GUIDE Version 24
23
ANNEX 2 ndash SELECTING A CATERER
Below is suggested language for a phone conversation formal Request for Information (RFI) Request for Proposal (RFP)
or any written communication This will allow you to easily collect information about a catererrsquos products and services
they can offer you that have minimal environmental impacts It also collects information on the catererrsquos efforts to
minimize the environmental impacts of their business operations This can also be used as a guide for sustainable
catering options that you should consider for your event
The World Bank Grouprsquos Commitment to Sustainability The World Bank Group (WBG) is committed to minimizing the environmental impact of its internal business operations This includes ensuring resource efficiency minimizing waste providing healthy surroundings in which to work and giving back to local communities where we do work This approach is consistent with our mission We will achieve our objectives by working in partnership with vendors whose products and services align with our commitment to sustainability
Catering Products and Services
Basic YN Notes
Can water bottles be replaced by filtered water pitchers
Can dishware be used instead of disposable serving-ware This includes omitting to-go coffee cups and other to-go containers
Can bulk dispensers be used for sugar salt pepper cream butter
jams and other condiments
Can organic andor local food options be provided for menu selections
Are sustainable seafood options provided for menu selections If so what guideprogram is used to ensure responsible selections (such as the Monterey Bay Aquariumrsquos Seafood Watch Guide )
Is organic shade grown andor fair trade coffee and tea available
Can meals be served family style buffet or on platters rather than individually packaged
Going Further YN Notes
Are there means to collect and compost food waste as well as any biodegradable disposables and serving-ware used
Can table tents or informative signage be provided letting attendees know about sustainability efforts (such as ldquoOrganicrdquo ldquoLocalrdquo ldquoBulk to avoid packagingrdquo)
Is any portion of the catering services outsourced to socially
responsible nonprofits or other community needs groups
Is unused food donated to a local shelter or nonprofit
SUSTAINABLE MEETINGS GUIDE Version 24
24
ANNEX 3 ndash CHECKLIST FOR CATERING at HQ by RESTAURANT ASSOCIATES For meetings and events planned by HQ-based WBG staff at the Main Complex F J or H Building you are required to use the catering
services provided by Restaurant Associates Restaurant Associates is dedicated to providing excellent service at WBG properties and
can accommodate most catering needs Below is a list of suggested sustainable catering options for you to discuss with RA along
with a list of RArsquos default green products and services as an FYI
RArsquos Default Sustainable Options include
Fair Trade coffee Compostable disposables Donating excess production to DC Central Kitchen on an as-needed basis Follows sustainability guidelines in accordance with Monterey Bay Aquarium guide
CHECKLIST FOR RESTAURANT ASSOCIATES CATERING
Minimizing waste from service options Notes for Meeting Planners Cost Implications
Pitchers of water provided instead of bottled water
To request this option include instructions in the Comments Box of the online RA order form
At the IFC filtered water is served in pitchers as the default with no extra charge Please include this
request under the comments section In WB buildings the water pitcher policy is under review Details to follow in later FY12 You should always
contact your caterer directly in regards to this
Pitchers of all beverages (juices ice tea etc) can be served instead of individual bottles
To request this option for orange grapefruit and aqua fresco you can click on ldquoBeverages-
NonAlcoholicrdquo and select the pitchers of juice you like For other pitchers such as Iced Tea and apple juice include instructions in the Comments Box of
the online RA order form
$1350 per half gallon is the current pricing
Dishware can be used instead of paper or plastic serving-ware This includes omitting to-go coffee cups and other to-go containers
When ordering online include in the comments section ldquodishware onlyrdquo and possibly list a few items you do not want to have such as disposable coffee
cups plates and cutlery
Restaurant Associatersquos charge for dishware is $75 in tier two rooms but if calculating costs of disposables it is actually a savings anytime you host an event or
meeting for 20 or more people
Single-serve condiments can be eliminated from an event Alternative is to serve condiments (sugar salt pepper cream butter jams mayo mustard salad dressing etc) in bulk dispensers bowls etc
To request this option include instructions in the Comments Box of the RA order form
None
ldquoBoxed lunchesrdquo can be served on trays -rather than individual boxes- and replacing single serve condimentschips with bulk serving options
To request this option include instructions in the Comments Box of the RA online order form If there is a need for staff to bring their lunches back to their
office brown bags can be provided
None
Sustainable menu options Notes for Meeting Planners Cost Implications Organic andor locally sourced menu options are available
RA promotes the use of local and natural (no growth
hormones or additives) products based on season
and region Therefore menu options may be
limited
These items typically cost 30- 50 more
Limited (or no) meat menu can be prepared with a range of vegetarian options diverse in flavorstextures
RA can provided excellent vegetarian options upon
request Some online options are all vegetarian and
some menus can be customized with RA directly
Vegetarian options tend to cost less than meat
options
Organic wine or beer can be purchased Natura brand organic wines are available through
RA
Varies by product 30- 50 higher cost or
approximately $1195 per person
Educating attendees Notes for Meeting Planners Cost Implications
Table tents or informative signage can be
provided letting attendees know about
sustainability of foodbeverageservice
(highlighting what is local organic fair-trade
bulk serving dishware)
RA is happy to set up table tents with titles of the
food items being served at the event Just email
Michelle Perry at MPerryifcorg for your specific
requests
None
SUSTAINABLE MEETINGS GUIDE Version 24
25
ANNEX 4 ndash SELECTING A VENUE
Below is suggested language for a phone conversation formal Request for Information (RFI) Request for Proposal (RFP) or any written communication This will allow you to easily collect information about a venuersquos services that have minimal environmental impacts as well as efforts of the venue to minimize the environmental impacts of their operations This can also be used as a guide for what sustainable options that to look for when selecting a venue The World Bank Grouprsquos Commitment to Sustainability The World Bank Group (WBG) is committed to minimizing the environmental impact of its internal business operations This includes ensuring resource efficiency minimizing waste providing healthy surroundings in which to work and giving back to local communities where we do work This approach is consistent with our mission We will achieve our objectives by working in partnership with vendors whose products and services align with our commitment to sustainability
Venue
Basic YN Notes
Venue is in close proximity to public transport airport connection hotels or other
event venues
Venue provides visible and accessible reduction reuse and recycling services for
paper metal plastic and glass
The venue has an energy management program ensuring temperature is kept at
reasonable levels (such as 72 degrees Fahrenheit in summer 68 in winter) and that
this can be adjusted according to the dress code for an event
Venue instructs staff to shut off HVAClights when guests are not in meeting rooms
or other areas of the facility
Venue trains its staff to implement its environmental policies
Venue purchases environmentally preferable products (recycled paper products
green cleaning products etc)
Going Further YN Notes
Venue has an environmental policy and action plan covering sustainable
procurement energy saving catering services cleaning transport and waste
Venue is third party certified (examples in US LEED building Green Seal hotel etc)
If venue is not third party certified it follows sustainability principles such as
installed high insulation designed to maximize the use of daylight uses energy
efficient lighting and water-saving appliances in kitchen and toilets
Venue uses renewable energy on site or buys Renewable Energy Certificates
Venue separates and composts its organics or will work with organizer to instate a
program
Venue purchases environmentally responsible cleaning products for carpets floors
kitchens and bathrooms (minimum 50 percent of products are environmentally
responsible)
Venue requests that suppliers have environmentally responsible policies and
supports vendors who do
SUSTAINABLE MEETINGS GUIDE Version 24
26
ANNEX 5 ndash SELECTING A HOTEL For Overnight Guests
Below is suggested language for a phone conversation formal Request for Information (RFI) Request for Proposal (RFP) or any
written communication This will allow you to easily collect information about a hotelrsquos services that have minimal environmental
impacts as well as efforts of the hotel to minimize the environmental impacts of their operations This can also be used as a guide for
what sustainable options that to look for when selecting a hotel venue
The World Bank Grouprsquos Commitment to Sustainability The World Bank Group (WBG) is committed to minimizing the environmental impact of its internal business operations This includes ensuring resource efficiency minimizing waste providing healthy surroundings in which to work and giving back to local communities where we do work This approach is consistent with our mission We will achieve our objectives by working in partnership with vendors whose products and services align with our commitment to sustainability
Selecting a Hotel
Basic YN Notes
Hotel is located within walking distance of the meeting venue and is easily accessible by public
transport
Hotel implements water-conservation practices including low-flow showerheads and toilets
Hotel implements a recycling program
Hotel implements energy efficiency practices ensuring temperature is kept at reasonable levels
(such as 72 degrees Fahrenheit in summer 68 in winter) and HVACelectricity is turned off when
rooms are not used
Heating and air conditioning systems are easy for guests to operate (and adjust when necessary)
Hotel has a linen reuse program and place-cards in each room letting guests know of this
Hotel participates in paperless check-inout procedures
Hotel instructs staff to shut off HVAClights when guests are not in their rooms or other areas of
the facility
Going Further YN Notes
Hotel has an environmental policy and action plan covering sustainable procurement energy
saving catering services cleaning transport and waste
Hotel is third party certified (in the US examples include LEED building Green Seal hotel etc)
If Hotel is not third party certified it follows sustainability principles such as installed high
insulation designed to maximize the use of daylight uses energy efficient lighting and water-
saving appliances in kitchen and toilets
Hotel trains its staff to implement its environmental policies
Hotel uses renewable energy on site or buys Renewable Energy Certificates
Hotel separates and composts its organics or will work with organizer to instate a program
Hotel that offers bulk dispensers for shampoos and soaps in guest rooms
Hotel purchases environmentally preferable products (recycled hand towels toilet paper etc)
Hotel requests vendors to have environmentally responsible policies and supports vendors who
do
SUSTAINABLE MEETINGS GUIDE Version 24
27
Hotel purchases environmentally responsible cleaning products for carpets floors kitchens and
bathrooms (minimum 50 percent of products are environmentally responsible)
Hotel delivers newspapers to rooms only if requested and not wrapped in plastic bag
Guest laundry containers are reusable (eg baskets)
Going Even Further YN Notes
Hotel utilizes rain water andor grey water in its buildings
Hotel key cards are linked to energy appliances (ex light automatically switch off when people
leave the room)
Hotel groundsrsquo practices are sustainable (ex only local plants tolerant of local climate are used
etc)
Insulating covers are installed on all indoor and outdoor swimming pools and hot tubs to reduce
both energy and water use (ie evaporation)
Automatic controls are in place for heating and cooling with levels set to the minimum necessary
for comfort
Hotel vehicles operated are efficient and low emission
If you print this guide please only print it black and white and double-sided
ANNEX 6 - World Bank Group Approved Sustainable Vendors for Headquarters
Restaurants (close to WBG Headquarters buildings)
Company Name VIN Contact Information Website Best Used Forhellip
Founding Farmers NA 1924 Pennsylvania Ave NW
202-822-8783
Link Client LunchesDinners
Nora NA 2132 Florida Avenue NW
(202) 462-5143
Link Client LunchesDinners
Farmers and Fishers NA 3000 K Street NW
202-298-0003
Link Client LunchesDinners
Print Shops Company Name VIN Contact Information Website Best Used Forhellip
Plaza Art Store
NA 1990 K Street (2nd Floor)
202-331-7090
Purchasing Foam Poster Boards
EcoPrint 120419 Roger 301-585-7077 Link Sustainable printing needs
Giveaways amp Supplies Company Name VIN Contact Information Website Best Used Forhellip
Fairview Specialties 16952 Rick 410-242-1217 x 1602 Link Eco-Giveaways
ePromos 86267 1-877-377-6667 Link Eco-Giveaways
Advertise America 9830 1-800-579-4883 Link Eco-Giveaways
Office Max Office Max Link Environmentally-friendly office products
ReBinder Office Max Link Recycled Binders
Transportation Company Name VIN Contact Information Website Best Used Forhellip
Veolia Transportation 111458 Alex Cournol 301-965-2080 Fuel Efficient sedans SUVs motor coaches
Sunnys Executive Sedan 4517 1-800-949-0949 Fuel Efficient Sedans amp SUVs
Hotels (close to WBG Headquarters buildings) Reserve through American Express
Company Name VIN Contact Information Website Best Used Forhellip
Beacon Hotel 88406 1615 Rhode Island Avenue NW Link Hotel rooms
Washington Circle Hotel 9062 One Washington Circle NW Link Hotel rooms unique venue
Fairmont Hotel 7073 2401 M Street NW Link Hotel rooms
Topaz Hotel 1733 N Street NW Link Hotel rooms
Hotel Rouge 1315 16th
Street NW Link Hotel rooms
Hotel Palomar 2121 P Street NW Link Hotel rooms
Food amp Wine
Company Name VIN Contact Information Website Best Used Forhellip
Calypso Wine Distributors 114860 Beth-ann Roth 703-464-5550
1725 Eye Street NW Ste 300
Link Giveaways specialty wine at events
Note The above companies have been selected to help you get started If you have additional recommendations or
know of any other WB-approved vendors please contact Vanessa Ferragut to get these added to the next version
SUSTAINABLE MEETINGS GUIDE Version 24
29
References
1 ldquoLivestock and Climate Changerdquo World Watch Institute Retrieved from
httpwwwworldwatchorgfilespdfLivestock20and20Climate20Changepdf
2 Blue Green Meetings Retrieved from httpwwwbluegreenmeetingsorgSuppliersAccommodationshtm
3 Spatrisano A amp Wilson N (2007) Simple Steps to Green Meetings and Events United States of America
4 Tesdahl Ben (2008) Meetings Law Spelling Out lsquoGreenrsquo in Black and White Meetings Industry Megasite
Retrieved from httpwwwmimegasitecommimegasitearticlesarticle_displayjspvnu_content_id=1003849215
5 Barbara Scofidio (July 8 2009) Green It and Mean It Meetings Net Retrieved from
httpmeetingsnetcomnewsgreen-effort-meetings-0708
6 Wallace E Mathai M Heath A Convention Industry Council (2008) Convention Industry Council Manual 8th
Edition Washington DC
7 Cortese Amy (2009 September) Are We Doing Enough One Magazine September Issue
8 Hill Lori (2009) If You Green It They Will Come [PowerPoint slides] lori hill event productions Retrieved from
IFC Footprint website httpifcnetifcorgintranetfootprintnsfAttachmentsByTitlepres_EarthDay2009_IfYouGreenIt$FILEIf+You+Green+It+They+Will+Comepdf
9 UNEP ICLEI (2009) Green Meeting Guide 2009 Roll out the Green Carpet for your Participants
10 Kaplan Jonathan National Resource Defense Council ldquoEat Green Our everyday food choices affect global
warming and the environmentrdquo Retrieved from wwwnrdcorg
11 ldquoLivestockrsquos Long Shadowrdquo by Food and Agriculture Organization of the United Nations Retrieved from
httpwwwfaoorgdocrep010a0701ea0701e00HTM
12 Meeting Strategies Worldwide Retrieved from httpwwwmeetgreencom
13 Telschow Roger (2009) Guide for the Responsible Print Buyer United States of America
SUSTAINABLE MEETINGS GUIDE Version 24 15
E-Meetings
The World Bank Group provides resources to help you host virtual meetings This is an easy way to reduce costs and
your travel footprint while allowing a larger number of people the ability to attend a meeting A series of training
sessions and seminars have been designed to help planners in coordinating electronic meetings In addition eServices is
available to assist planners with any video conferencing service needs Lastly stay tuned for the rollout of Telepresence
centers
eMeetings eMeetings is a great solution for all your online meeting needs especially when you want to share documents andor presentations among globally dispersed teams located both at HQ and in the country offices -- either with or without videoconferencing session conduct a training online conduct a facilitated session between participants at HQ and in the country offices and have the ability to enter commentsthoughts live via an electronic Whiteboard demonstrate system solutions online
o IFC eMeeting eLearning Module Learn how to schedule an eMeeting through your Lotus Notes calendar as well as online This module will cover the dos and donts when working with an eMeeting as well as best practices Available on LMS (no link)
CMA Polycom CMA Polycom enables IFC staff to use their computers to conduct point-to-point video
conferences with each other or participate in a scheduled video conference This is a great way to enhance your
meetings and connect to colleagues when you are traveling working from home or just sitting in your office at
HQ How can you start trying out the CMA Polycom Talk to your IT Coordinator who can request CMA
application installed on your IFC PC You will also need a webcam or built-in PC camera Note that people you
wish to conference with must have the application installed and they must be available and remember if you
are in a location with slow connectivity CMA use may not be recommended
IFC An Introduction to Web Conferencing This 20-minute tutorial introduces web conferencing concepts and features It also covers the PREP (Planning Rehearsal Execution Post-Mortem) Model for web conferencing to guide you in the design and delivery of training sessions or meetings Upon completion of this program staff will understand best practices for conducting successful web conferences and the benefits of web conferencing including how it supports the IFC Footprint program Available on LMS (no link)
Video Conferencing Services World Bank Staff can request Global Videoconferencing Services (GVS) which consist of two-way video audio and broadcast video either between two or among multiple locations Contact eServices for booking information or email wbvideoworldbankorg These cost about $205 per session including long distance charges and must be made at least 24 hours in advance
Adobereg Connect is a web conferencing application used to deliver online meetings and webinars It is Internet-
based and uses Adobe Flash technology A World Bank Group computer is not necessary to deliver or participate
in Adobe Connect virtual meetings Virtual meetings may include features such as screen sharing web tours
voice over IP file uploads and document collaboration to make them interactive and participant-friendly An
Adobe Connect license is necessary in order to set up a web meeting Each VPU has an Adobe Connect champion
who manages the licenses and may assist in meeting setup and support Meetings remain available until they
are deleted so a meeting space can be reused as often as necessary For more information write to
iLearningworldbankorg
Skype Skype is a software application installed on individual computers that allows users to make voice and
video calls over the internet for free to other Skype users and for a low fee to landlines cellphones etc Skype
was installed on all WBG computers in 2010 If you need help setting up Skype contact your IT Coordinator If
SUSTAINABLE MEETINGS GUIDE Version 24 16
you have Skype on your machine but have never used it you will need to take some steps to start using it Visit
this link for more information
Telepresence Centers Telepresence centers are
currently under construction in the MC Building the F building (IFC)
and IFC offices in Istanbul Hong Kong and should be fully
operational by 2012 Similar to videoconferencing telepresence
centers connect users in different locations through the use of high
definition video technology The goal is to simulate being in the
same room with meeting attendees across the world This is often
done through the use of similar tables chairs and backgrounds in
each telepresence center Look for more information on the WBG
telepresence centers in late 2011
If you print this guide please only print it black and white and double-sided
Checklist for Internal Events
The World Bank Group Knows Sustainable Meetings Every day at headquarters we host dozens even hundreds of meetings for internal staff ldquoBrown bagrdquo lunches staff trainings team meetings etc Below is a quick reference guide to taking small steps that lead to big impacts in minimizing the World Bank Grouprsquos footprint
General Tips
Get your team on board Let your planning team managers and attendees know of your efforts to green your next meeting or event Consider including this in your broadcast emails Lotus Notes meeting invitation or general email invitations to attendees
Walk through Before your event walk through the meeting room yoursquove reserved and make sure that the recycling bins are set-up where they should be HQ Only Email ifceventsifcorg for the F building or wbeventsworldbankorg for the WB buildings to ensure recycle bins are set-up properly in the room
Communicate it You can request informative templates from the IFC Footprint Program and the WB Corporate Responsibility team to print and display at your event For more information contact Vanessa Ferragut at vferragutifcorg or Adam Rubinfield at arubinfieldworldbankorg HQ Only Templates are available to communicate the sustainable nature of your event for placement on cafeteria tables
Make it Carbon Neutral The Corporate Responsibility and Footprint programs can help you calculate the emissions from your event and work with you to offset these emissions
Printing and Paper Use
Go paperless (or slim it down) Consider limiting the number of handouts you bring to you meeting Send these electronically after the events HQ Only If your department doesnrsquot have a departmental projector contact IFC Events at ifceventsifcorg or at the WB visit httpgsdconference to request one
Print it green Did you know that the paper provided in printers is already 100 recycled and all printers are defaulted to double-sided printing If you MUST print try and provide handouts using black amp white printing only
Choose erasable Use reusable dry-mark erasable boards instead of paper flip charts Ensure ldquonon-toxicrdquo markers are used HQ Only You can contact IFC Events at ifceventsifcorg or at the WB visit httpgsdconference to request a dry erase board
Generalize it Design and write all materials produced for the meeting (such as banners posters signs place cards) with generic language (do not put dates or locations) to allow them to be reused for other meetings
Reuse it You can save money and paper by reusing the foam backing to your existing posters Just reprint the front and glue on a new one HQ Only You can give old foam backings for posters back to the customer service desk at the GSD print shop in MC-C3-300
Digitize It Did you know that the WB Headquarters building has multiple electronic message boards where you can post event advertisements rather than using posters HQ Only Email Kenneth Wu at kwu1worldbankorg to post these electronic announcements in the MC H I and J buildings Contact Dila Zeynep Serpil at DSerpilifcorg to get your message posted on IFCrsquos K Street flat screen (needs to be designed as a landscape-type flyer)
Survey says If distributing surveys at your event considering using only a half page format For post-conference follow up send this electronically You can create your own electronic survey for free at wwwsurveymonkeycom
Sustainable CateringDining Out
Choose dishware Disposable cups plates and flatware not only add to landfills they also do not deliver the same ldquofirst-classrdquo catering service experience as dishware HQ Only When filling out RArsquos catering order
online specify in the ldquoSpecial Commentsrdquo section to provide dishware and NO disposables Currently RA charges $75 in tier two rooms for dishware but calculating costs of disposables it is actually a savings anytime you host an event
SUSTAINABLE MEETINGS GUIDE Version 24
18
or meeting for 20 or more people Note that the pricing structure for this is being evaluated to encourage the use of dishware over disposables
Eat sustainable amp local Go organic where possible Opt for seasonal and locally grown produce-based meals Order sustainable seafood Also consider a limited meat menu - raising animals for food requires more energy water and other inputs than growing grains or vegetables HQ Only You can work directly with RA at the IFC through ifceventsifcorg or at the World Bank Buildings - extension 82000 or email WBeventsworldbankorg RA follows the Monterey Bay Aquariums suggestions for sustainable seafood
Request Fair Trade organic andor shade grown coffee and tea HQ Only Restaurant Associates default for coffee served at meetings and events is Starbuckrsquos Fair Trade coffees- there is no additional charge for these choices
Compost it If disposables must be used be sure they are biodegradable or can be composted Also ensure the venue has set up means to collect and compost those disposables HQ Only The MC and F (as of
November 2010) buildings currently have the capacity to compost Make sure that any food or compostable serving
ware remaining after your meeting is composted by sending an email to WBeventsworldbankorg
Donrsquot pre-fill When hosting a sit down event ask caterers not to pre-fill glasses of water at banquet tables- this can save substantial amounts of wasted water for large events
Lose the packaging When placing your catering order specify to use bulk serving containers instead of individual serving sizes of butter spreads etc Request carafes of water rather than individual water bottles etc Similarly request meals be provided on platters rather than individually packaged Request bulk dispensers for all condiments sugar salt amp pepper cream butter etc HQ Only Please place these requests in the ldquoSpecial Commentsrdquo section of the RA online form when placing your catering order
Donate Inform caterers of the exact number of participants and re-evaluate quantity needed during the meeting to help avoid waste Ask your caterer to donate leftovers to local charities HQ Only RA donates excess food production to DC Central Kitchen on an as-needed basis Food that has been served in a buffet is disposed in accordance with healthy and safety regulations
Communicate it Ask your caterer to create small table-top signs by food highlighting sustainability efforts (sustainable no packaging local etc) HQ Only You can contact IFC Events at ifceventsifcorg
Giveaways
Buy local Try purchasing items that are made as close to where you will need to ship them This minimizes the time it will take the product to arrive the amount you will spend on shipping and your carbon footprint in terms of transportation and fuel
The gift that keeps on giving Encourage the purchase of useful giveaways such as travel mugs aluminum water bottles USB drives and other such items that participants can reuse again and again This helps to minimize the amount of waste going to the landfill from items that are intended for one-time use
Whatrsquos in [the material] for me If you are sourcing giveaways such as t-shirts reusable canvas bags etc consider requesting organic cotton or that your items are made of organic andor sustainable materials Materials such as organic cotton organic hemp organic wool kapok buckwheat or millet hulls or silk are comfortable and
sustainable Also make sure to ask that the product is Polyvinyl chloride (PVC) and Bisphenol A (BPA) free
Get your facts Just because your vendor is telling you the product is green may not always mean it is Remember that they are trying to sell you something There are many suppliers who obtain certifications (either for certain products or their entire business) to show they follow industry best practices vis-agrave-vis environmental and social responsibility Ask your supplier if they have obtained any such certifications or adhere to any sustainable principles
that they can verify HQ Only Refer to Annex 6 in this Guide for a list of WBG-approved giveaway vendors who
source sustainable giveaways
Transportation
By train bus or bike Communicate to outside attendees the public transportation accessibility of your WB of IFC office building to discourage use of vehicles
SUSTAINABLE MEETINGS GUIDE Version 24
19
Checklist for Off-Site Events
The World Bank Group Knows Sustainable Meetings
Whether yoursquore greening a local meeting for 6 people or an international meeting for hundreds there are many
tools within the WBGrsquos resources that can help you successfully minimize your meetingrsquos footprint and save money
Getting Started Things to Ask
Why does your department want to go green
If there are additional costs involved in hosting a sustainable event are you willing to commit to this financially Consider that you may also be saving money on something items as well
Are you interested in greening only one or two components of your event or most of the event
What do you and your meeting planning committee see as the most important component to a sustainable event
Printing and Paper Guidelines
Go paperless (or slim it down) Provide participants with a CD or USB stick with all the conference material or send electronically after the events Have printingcopying facilities available on request at the venue for attendees that must print hard copies of materials
Start with the printer Choose environmentally responsible printing companies for external printing contracts HQ
Only Refer to Annex 6 in this Guide for a list of printers that have sustainable practices
Print it green Use 100 recycled with a minimum of 65 of post consumer waste content avoid glossy publications give preference to soy based or vegetable oil inks for all printing purposes and make all necessary handouts black and white (when possible) and double-sided
Sustainable note-taking Use reusable dry-mark erasable boards or blackboards instead of paper flip charts if available Ensure ldquonon-toxicrdquo markers are used
Generalize it Design and write all materials produced for the meeting (such as banners posters signs place cards) with generic language (do not put dates or locations) to allow them to be reused for other meetings
Poster printing You can save money and paper by reusing the foam backing to your existing posters Just reprint the front and glue on a new one
E-signs Ask your venue if they have electronic screens where you can display your event information without the need of a poster or easel Make sure to get the right dimensions so that you can design your sign so it doesnrsquot look stretched out
Survey says If distributing surveys at the meeting consider printing on 100 recycled paper double sided For post-conference follow up send the survey electronically
Sustainable Catering
Choose dishware Disposable cups plates and flatware not only add to landfills they also donrsquot deliver the same ldquofirst-classrdquo catering service experience
Eat sustainable amp local Go organic where possible Opt for seasonal and locally grown produce-based meals Buying locally grown products helps support the communities and offers fresher seasonal choices without the transportation impact Consider a limited meat menu - raising animals for food requires more energy water and
other inputs than growing grains or vegetables HQ Only Refer to Annex 6 in this Guide for a list of restaurants in the
DC area that have sustainable practices
Choose sustainable seafood Request your caterer to follow the Monterey Bay Aquariumrsquos Seafood Watch guide As consumer demand for seafood increases it is depleting fish stocks around the world and harming oceans
Request Fair Trade organic andor shade grown coffee and tea
SUSTAINABLE MEETINGS GUIDE Version 24
20
Compost it If disposables must be used be sure they are biodegradable or can be composted Also ensure the venue has set up means to collect and compost those disposables Compostable items thrown in with regular trash will end up in the landfill ndash and most landfill conditions do not allow for decomposition
Donrsquot pre-fill Ask your caterer not to pre-fill glasses of water at banquet tables - this can save substantial amounts of wasted water for large events
Lose the packaging Request your caterer to provide liquids in carafes ndash including water and juices Individual bottles require fossil fuels to be produced packaged and transported eventually ending up in landfills Similarly request meals be provided on platters rather than individually packaged
Bulk up Request bulk dispensers for all condiments sugar salt amp pepper cream butter etc
Communicate it Ask your caterer to create small table-top signs by food highlighting sustainability efforts (sustainable no packaging local etc)
Selecting a VenueHotel for Overnight Guests
Visit GSDrsquos Approved-Offsite Venues and here for GSDrsquos Approved Hotels HQ Only Refer to Annex 6 in this Guide for
a list of hotels in the DC area that have sustainable practices in place
Ask potential venueshotels to send you a summary of the environmental measures they have in place Does the venue participate in any recycling programs Do they practice energy conservation Is this type of information advertised to the public Learning about a venuersquos best practices may help you get some great ideas for your next meeting
Is the venuehotel willing to work with your meetingrsquos sustainable needs Many times venues wonrsquot have their own sustainable agenda but if asked some venues may be willing to modify services to accommodate your requests
Is the venuehotel accessible by public transportation from the airport or the downtown area Is it also close to other event locations to minimize the need for ground transportation
Selecting Sustainable Ground Transportation
Destination Choose a destination with minimal travel Shorter distances = less environmental impact
HotelVenue location When booking a hotel or venue consider choosing one that is located near public transportation (Metro bus stop train station etc) or an airport if most people are arriving by plane
Public transport when possible Encourage the use of public transportation when possible Provide information complimentary passes and maps in guest packages
Keep it close Locate all venues within walking distance of one another For example having your evening reception at a restaurant within safe walking distance from the hotel saves you both time and money
Alternative fuel If you have to move a number of meeting attendees from one place to another using mini-buses or vans ask your transportation carrier if they own or lease any fuel efficient or hybrid vehicles HQ Only Refer to
Annex 6 in this Guide for a list of WBG-approved transportation vendors who use energy-efficient vehicles
Turn it off If you hire a ground transportation provider request the company to instruct drivers for your event to minimize idling of vehicles when waiting for guests
GiveawaysOther
Buy local Try purchasing items that are made as close to where you will need to ship them This minimizes the time it will take the product to arrive the amount you will spend on shipping and your carbon footprint in terms of transportation and fuel For example avoid items made abroad if your meetingevent is taking place in the United States
The gift that keeps on giving Encourage the purchasing of useful giveaways such as travel mugs aluminum water bottles USB drives and other such items that participants can reuse again and again This helps to minimize the
amount of waste going to the landfill from items that are intended for one-time use HQ Only Refer to Annex 6 in
this Guide for a list of vendors that have eco-friendly giveaways
SUSTAINABLE MEETINGS GUIDE Version 24
21
Whatrsquos in [the material] for me If you are sourcing giveaways such as t-shirts reusable canvas bags etc consider requesting organic cotton or that your items be made of organic andor sustainable materials Materials such as organic cotton organic hemp organic wool kapok buckwheat or millet hulls or silk are comfortable and
sustainable Also make sure to ask that the product is Polyvinyl chloride (PVC) and Bisphenol A (BPA) free
Get your facts Just because your vendor is telling you the product is green may not always mean it is Remember that they are trying to sell you something There are many suppliers who obtain certifications (either for certain products or their entire business) to show they follow industry best practices vis-agrave-vis environmental and social responsibility Ask your supplier if they have obtained any such certifications or adhere to any sustainable principles that they can verify
Efficient shipping Consider having your giveaways shipped directly to the venue or hotel where yoursquoll be giving these out This saves fuel emissions and costs than having to ship twice (once to your offices and once to the venuehotel)
Make it Carbon Neutral The Corporate Responsibility and Footprint programs can help you calculate the emissions from your event and work with you to offset these emissions
If you print this guide please only print it black and white and double-sided
ANNEX 1 ndash SELECTING A PRINT SHOP
Below is suggested language for a phone conversation formal Request for Information (RFI) Request for Proposal (RFP)
or any written communication This will allow you to easily collect information about a print shoprsquos products and services
that have minimal environmental impacts as well as efforts of the print shop to minimize the environmental impacts of
their operations This can also be used as a guide for sustainable printing and paper options that you should consider for
your print jobs
The World Bank Grouprsquos Commitment to Sustainability The World Bank Group (WBG) is committed to minimizing the environmental impact of its internal business operations This includes ensuring resource efficiency minimizing waste providing healthy surroundings in which to work and giving back to local communities where we do work This approach is consistent with our mission We will achieve our objectives by working in partnership with vendors whose products and services align with our commitment to sustainability
Printing Services Checklist
Basic YN Notes
Do you offer paper options that have high recycled content (ideally 100) with post-consumer waste recycled fiber content (also ideally 100)
Do you use a certification to verify environmentally responsible pulp and paper sources such as FSC or SFI
Can files be proofed electronically
Do you have binding options that break down easily during recycling process or do not need to be removed to recycle printed piece
Do you use vegetable-based inks for printing with the lowest VOC rating
Do you offer paper that is uncoated and either totally Chlorine
Free (TCF) process chlorine free (PCF) or elemental chlorine free
(ECF)
Going Further YN Notes
Does the paper mill use renewable power sources or have other established conservation or recycling practices
Is digital lsquoprint on demandrsquo or waterless printing available
Are you an FSC-certified printer If not can you provide
documentation of an environmental management system
SUSTAINABLE MEETINGS GUIDE Version 24
23
ANNEX 2 ndash SELECTING A CATERER
Below is suggested language for a phone conversation formal Request for Information (RFI) Request for Proposal (RFP)
or any written communication This will allow you to easily collect information about a catererrsquos products and services
they can offer you that have minimal environmental impacts It also collects information on the catererrsquos efforts to
minimize the environmental impacts of their business operations This can also be used as a guide for sustainable
catering options that you should consider for your event
The World Bank Grouprsquos Commitment to Sustainability The World Bank Group (WBG) is committed to minimizing the environmental impact of its internal business operations This includes ensuring resource efficiency minimizing waste providing healthy surroundings in which to work and giving back to local communities where we do work This approach is consistent with our mission We will achieve our objectives by working in partnership with vendors whose products and services align with our commitment to sustainability
Catering Products and Services
Basic YN Notes
Can water bottles be replaced by filtered water pitchers
Can dishware be used instead of disposable serving-ware This includes omitting to-go coffee cups and other to-go containers
Can bulk dispensers be used for sugar salt pepper cream butter
jams and other condiments
Can organic andor local food options be provided for menu selections
Are sustainable seafood options provided for menu selections If so what guideprogram is used to ensure responsible selections (such as the Monterey Bay Aquariumrsquos Seafood Watch Guide )
Is organic shade grown andor fair trade coffee and tea available
Can meals be served family style buffet or on platters rather than individually packaged
Going Further YN Notes
Are there means to collect and compost food waste as well as any biodegradable disposables and serving-ware used
Can table tents or informative signage be provided letting attendees know about sustainability efforts (such as ldquoOrganicrdquo ldquoLocalrdquo ldquoBulk to avoid packagingrdquo)
Is any portion of the catering services outsourced to socially
responsible nonprofits or other community needs groups
Is unused food donated to a local shelter or nonprofit
SUSTAINABLE MEETINGS GUIDE Version 24
24
ANNEX 3 ndash CHECKLIST FOR CATERING at HQ by RESTAURANT ASSOCIATES For meetings and events planned by HQ-based WBG staff at the Main Complex F J or H Building you are required to use the catering
services provided by Restaurant Associates Restaurant Associates is dedicated to providing excellent service at WBG properties and
can accommodate most catering needs Below is a list of suggested sustainable catering options for you to discuss with RA along
with a list of RArsquos default green products and services as an FYI
RArsquos Default Sustainable Options include
Fair Trade coffee Compostable disposables Donating excess production to DC Central Kitchen on an as-needed basis Follows sustainability guidelines in accordance with Monterey Bay Aquarium guide
CHECKLIST FOR RESTAURANT ASSOCIATES CATERING
Minimizing waste from service options Notes for Meeting Planners Cost Implications
Pitchers of water provided instead of bottled water
To request this option include instructions in the Comments Box of the online RA order form
At the IFC filtered water is served in pitchers as the default with no extra charge Please include this
request under the comments section In WB buildings the water pitcher policy is under review Details to follow in later FY12 You should always
contact your caterer directly in regards to this
Pitchers of all beverages (juices ice tea etc) can be served instead of individual bottles
To request this option for orange grapefruit and aqua fresco you can click on ldquoBeverages-
NonAlcoholicrdquo and select the pitchers of juice you like For other pitchers such as Iced Tea and apple juice include instructions in the Comments Box of
the online RA order form
$1350 per half gallon is the current pricing
Dishware can be used instead of paper or plastic serving-ware This includes omitting to-go coffee cups and other to-go containers
When ordering online include in the comments section ldquodishware onlyrdquo and possibly list a few items you do not want to have such as disposable coffee
cups plates and cutlery
Restaurant Associatersquos charge for dishware is $75 in tier two rooms but if calculating costs of disposables it is actually a savings anytime you host an event or
meeting for 20 or more people
Single-serve condiments can be eliminated from an event Alternative is to serve condiments (sugar salt pepper cream butter jams mayo mustard salad dressing etc) in bulk dispensers bowls etc
To request this option include instructions in the Comments Box of the RA order form
None
ldquoBoxed lunchesrdquo can be served on trays -rather than individual boxes- and replacing single serve condimentschips with bulk serving options
To request this option include instructions in the Comments Box of the RA online order form If there is a need for staff to bring their lunches back to their
office brown bags can be provided
None
Sustainable menu options Notes for Meeting Planners Cost Implications Organic andor locally sourced menu options are available
RA promotes the use of local and natural (no growth
hormones or additives) products based on season
and region Therefore menu options may be
limited
These items typically cost 30- 50 more
Limited (or no) meat menu can be prepared with a range of vegetarian options diverse in flavorstextures
RA can provided excellent vegetarian options upon
request Some online options are all vegetarian and
some menus can be customized with RA directly
Vegetarian options tend to cost less than meat
options
Organic wine or beer can be purchased Natura brand organic wines are available through
RA
Varies by product 30- 50 higher cost or
approximately $1195 per person
Educating attendees Notes for Meeting Planners Cost Implications
Table tents or informative signage can be
provided letting attendees know about
sustainability of foodbeverageservice
(highlighting what is local organic fair-trade
bulk serving dishware)
RA is happy to set up table tents with titles of the
food items being served at the event Just email
Michelle Perry at MPerryifcorg for your specific
requests
None
SUSTAINABLE MEETINGS GUIDE Version 24
25
ANNEX 4 ndash SELECTING A VENUE
Below is suggested language for a phone conversation formal Request for Information (RFI) Request for Proposal (RFP) or any written communication This will allow you to easily collect information about a venuersquos services that have minimal environmental impacts as well as efforts of the venue to minimize the environmental impacts of their operations This can also be used as a guide for what sustainable options that to look for when selecting a venue The World Bank Grouprsquos Commitment to Sustainability The World Bank Group (WBG) is committed to minimizing the environmental impact of its internal business operations This includes ensuring resource efficiency minimizing waste providing healthy surroundings in which to work and giving back to local communities where we do work This approach is consistent with our mission We will achieve our objectives by working in partnership with vendors whose products and services align with our commitment to sustainability
Venue
Basic YN Notes
Venue is in close proximity to public transport airport connection hotels or other
event venues
Venue provides visible and accessible reduction reuse and recycling services for
paper metal plastic and glass
The venue has an energy management program ensuring temperature is kept at
reasonable levels (such as 72 degrees Fahrenheit in summer 68 in winter) and that
this can be adjusted according to the dress code for an event
Venue instructs staff to shut off HVAClights when guests are not in meeting rooms
or other areas of the facility
Venue trains its staff to implement its environmental policies
Venue purchases environmentally preferable products (recycled paper products
green cleaning products etc)
Going Further YN Notes
Venue has an environmental policy and action plan covering sustainable
procurement energy saving catering services cleaning transport and waste
Venue is third party certified (examples in US LEED building Green Seal hotel etc)
If venue is not third party certified it follows sustainability principles such as
installed high insulation designed to maximize the use of daylight uses energy
efficient lighting and water-saving appliances in kitchen and toilets
Venue uses renewable energy on site or buys Renewable Energy Certificates
Venue separates and composts its organics or will work with organizer to instate a
program
Venue purchases environmentally responsible cleaning products for carpets floors
kitchens and bathrooms (minimum 50 percent of products are environmentally
responsible)
Venue requests that suppliers have environmentally responsible policies and
supports vendors who do
SUSTAINABLE MEETINGS GUIDE Version 24
26
ANNEX 5 ndash SELECTING A HOTEL For Overnight Guests
Below is suggested language for a phone conversation formal Request for Information (RFI) Request for Proposal (RFP) or any
written communication This will allow you to easily collect information about a hotelrsquos services that have minimal environmental
impacts as well as efforts of the hotel to minimize the environmental impacts of their operations This can also be used as a guide for
what sustainable options that to look for when selecting a hotel venue
The World Bank Grouprsquos Commitment to Sustainability The World Bank Group (WBG) is committed to minimizing the environmental impact of its internal business operations This includes ensuring resource efficiency minimizing waste providing healthy surroundings in which to work and giving back to local communities where we do work This approach is consistent with our mission We will achieve our objectives by working in partnership with vendors whose products and services align with our commitment to sustainability
Selecting a Hotel
Basic YN Notes
Hotel is located within walking distance of the meeting venue and is easily accessible by public
transport
Hotel implements water-conservation practices including low-flow showerheads and toilets
Hotel implements a recycling program
Hotel implements energy efficiency practices ensuring temperature is kept at reasonable levels
(such as 72 degrees Fahrenheit in summer 68 in winter) and HVACelectricity is turned off when
rooms are not used
Heating and air conditioning systems are easy for guests to operate (and adjust when necessary)
Hotel has a linen reuse program and place-cards in each room letting guests know of this
Hotel participates in paperless check-inout procedures
Hotel instructs staff to shut off HVAClights when guests are not in their rooms or other areas of
the facility
Going Further YN Notes
Hotel has an environmental policy and action plan covering sustainable procurement energy
saving catering services cleaning transport and waste
Hotel is third party certified (in the US examples include LEED building Green Seal hotel etc)
If Hotel is not third party certified it follows sustainability principles such as installed high
insulation designed to maximize the use of daylight uses energy efficient lighting and water-
saving appliances in kitchen and toilets
Hotel trains its staff to implement its environmental policies
Hotel uses renewable energy on site or buys Renewable Energy Certificates
Hotel separates and composts its organics or will work with organizer to instate a program
Hotel that offers bulk dispensers for shampoos and soaps in guest rooms
Hotel purchases environmentally preferable products (recycled hand towels toilet paper etc)
Hotel requests vendors to have environmentally responsible policies and supports vendors who
do
SUSTAINABLE MEETINGS GUIDE Version 24
27
Hotel purchases environmentally responsible cleaning products for carpets floors kitchens and
bathrooms (minimum 50 percent of products are environmentally responsible)
Hotel delivers newspapers to rooms only if requested and not wrapped in plastic bag
Guest laundry containers are reusable (eg baskets)
Going Even Further YN Notes
Hotel utilizes rain water andor grey water in its buildings
Hotel key cards are linked to energy appliances (ex light automatically switch off when people
leave the room)
Hotel groundsrsquo practices are sustainable (ex only local plants tolerant of local climate are used
etc)
Insulating covers are installed on all indoor and outdoor swimming pools and hot tubs to reduce
both energy and water use (ie evaporation)
Automatic controls are in place for heating and cooling with levels set to the minimum necessary
for comfort
Hotel vehicles operated are efficient and low emission
If you print this guide please only print it black and white and double-sided
ANNEX 6 - World Bank Group Approved Sustainable Vendors for Headquarters
Restaurants (close to WBG Headquarters buildings)
Company Name VIN Contact Information Website Best Used Forhellip
Founding Farmers NA 1924 Pennsylvania Ave NW
202-822-8783
Link Client LunchesDinners
Nora NA 2132 Florida Avenue NW
(202) 462-5143
Link Client LunchesDinners
Farmers and Fishers NA 3000 K Street NW
202-298-0003
Link Client LunchesDinners
Print Shops Company Name VIN Contact Information Website Best Used Forhellip
Plaza Art Store
NA 1990 K Street (2nd Floor)
202-331-7090
Purchasing Foam Poster Boards
EcoPrint 120419 Roger 301-585-7077 Link Sustainable printing needs
Giveaways amp Supplies Company Name VIN Contact Information Website Best Used Forhellip
Fairview Specialties 16952 Rick 410-242-1217 x 1602 Link Eco-Giveaways
ePromos 86267 1-877-377-6667 Link Eco-Giveaways
Advertise America 9830 1-800-579-4883 Link Eco-Giveaways
Office Max Office Max Link Environmentally-friendly office products
ReBinder Office Max Link Recycled Binders
Transportation Company Name VIN Contact Information Website Best Used Forhellip
Veolia Transportation 111458 Alex Cournol 301-965-2080 Fuel Efficient sedans SUVs motor coaches
Sunnys Executive Sedan 4517 1-800-949-0949 Fuel Efficient Sedans amp SUVs
Hotels (close to WBG Headquarters buildings) Reserve through American Express
Company Name VIN Contact Information Website Best Used Forhellip
Beacon Hotel 88406 1615 Rhode Island Avenue NW Link Hotel rooms
Washington Circle Hotel 9062 One Washington Circle NW Link Hotel rooms unique venue
Fairmont Hotel 7073 2401 M Street NW Link Hotel rooms
Topaz Hotel 1733 N Street NW Link Hotel rooms
Hotel Rouge 1315 16th
Street NW Link Hotel rooms
Hotel Palomar 2121 P Street NW Link Hotel rooms
Food amp Wine
Company Name VIN Contact Information Website Best Used Forhellip
Calypso Wine Distributors 114860 Beth-ann Roth 703-464-5550
1725 Eye Street NW Ste 300
Link Giveaways specialty wine at events
Note The above companies have been selected to help you get started If you have additional recommendations or
know of any other WB-approved vendors please contact Vanessa Ferragut to get these added to the next version
SUSTAINABLE MEETINGS GUIDE Version 24
29
References
1 ldquoLivestock and Climate Changerdquo World Watch Institute Retrieved from
httpwwwworldwatchorgfilespdfLivestock20and20Climate20Changepdf
2 Blue Green Meetings Retrieved from httpwwwbluegreenmeetingsorgSuppliersAccommodationshtm
3 Spatrisano A amp Wilson N (2007) Simple Steps to Green Meetings and Events United States of America
4 Tesdahl Ben (2008) Meetings Law Spelling Out lsquoGreenrsquo in Black and White Meetings Industry Megasite
Retrieved from httpwwwmimegasitecommimegasitearticlesarticle_displayjspvnu_content_id=1003849215
5 Barbara Scofidio (July 8 2009) Green It and Mean It Meetings Net Retrieved from
httpmeetingsnetcomnewsgreen-effort-meetings-0708
6 Wallace E Mathai M Heath A Convention Industry Council (2008) Convention Industry Council Manual 8th
Edition Washington DC
7 Cortese Amy (2009 September) Are We Doing Enough One Magazine September Issue
8 Hill Lori (2009) If You Green It They Will Come [PowerPoint slides] lori hill event productions Retrieved from
IFC Footprint website httpifcnetifcorgintranetfootprintnsfAttachmentsByTitlepres_EarthDay2009_IfYouGreenIt$FILEIf+You+Green+It+They+Will+Comepdf
9 UNEP ICLEI (2009) Green Meeting Guide 2009 Roll out the Green Carpet for your Participants
10 Kaplan Jonathan National Resource Defense Council ldquoEat Green Our everyday food choices affect global
warming and the environmentrdquo Retrieved from wwwnrdcorg
11 ldquoLivestockrsquos Long Shadowrdquo by Food and Agriculture Organization of the United Nations Retrieved from
httpwwwfaoorgdocrep010a0701ea0701e00HTM
12 Meeting Strategies Worldwide Retrieved from httpwwwmeetgreencom
13 Telschow Roger (2009) Guide for the Responsible Print Buyer United States of America
SUSTAINABLE MEETINGS GUIDE Version 24 16
you have Skype on your machine but have never used it you will need to take some steps to start using it Visit
this link for more information
Telepresence Centers Telepresence centers are
currently under construction in the MC Building the F building (IFC)
and IFC offices in Istanbul Hong Kong and should be fully
operational by 2012 Similar to videoconferencing telepresence
centers connect users in different locations through the use of high
definition video technology The goal is to simulate being in the
same room with meeting attendees across the world This is often
done through the use of similar tables chairs and backgrounds in
each telepresence center Look for more information on the WBG
telepresence centers in late 2011
If you print this guide please only print it black and white and double-sided
Checklist for Internal Events
The World Bank Group Knows Sustainable Meetings Every day at headquarters we host dozens even hundreds of meetings for internal staff ldquoBrown bagrdquo lunches staff trainings team meetings etc Below is a quick reference guide to taking small steps that lead to big impacts in minimizing the World Bank Grouprsquos footprint
General Tips
Get your team on board Let your planning team managers and attendees know of your efforts to green your next meeting or event Consider including this in your broadcast emails Lotus Notes meeting invitation or general email invitations to attendees
Walk through Before your event walk through the meeting room yoursquove reserved and make sure that the recycling bins are set-up where they should be HQ Only Email ifceventsifcorg for the F building or wbeventsworldbankorg for the WB buildings to ensure recycle bins are set-up properly in the room
Communicate it You can request informative templates from the IFC Footprint Program and the WB Corporate Responsibility team to print and display at your event For more information contact Vanessa Ferragut at vferragutifcorg or Adam Rubinfield at arubinfieldworldbankorg HQ Only Templates are available to communicate the sustainable nature of your event for placement on cafeteria tables
Make it Carbon Neutral The Corporate Responsibility and Footprint programs can help you calculate the emissions from your event and work with you to offset these emissions
Printing and Paper Use
Go paperless (or slim it down) Consider limiting the number of handouts you bring to you meeting Send these electronically after the events HQ Only If your department doesnrsquot have a departmental projector contact IFC Events at ifceventsifcorg or at the WB visit httpgsdconference to request one
Print it green Did you know that the paper provided in printers is already 100 recycled and all printers are defaulted to double-sided printing If you MUST print try and provide handouts using black amp white printing only
Choose erasable Use reusable dry-mark erasable boards instead of paper flip charts Ensure ldquonon-toxicrdquo markers are used HQ Only You can contact IFC Events at ifceventsifcorg or at the WB visit httpgsdconference to request a dry erase board
Generalize it Design and write all materials produced for the meeting (such as banners posters signs place cards) with generic language (do not put dates or locations) to allow them to be reused for other meetings
Reuse it You can save money and paper by reusing the foam backing to your existing posters Just reprint the front and glue on a new one HQ Only You can give old foam backings for posters back to the customer service desk at the GSD print shop in MC-C3-300
Digitize It Did you know that the WB Headquarters building has multiple electronic message boards where you can post event advertisements rather than using posters HQ Only Email Kenneth Wu at kwu1worldbankorg to post these electronic announcements in the MC H I and J buildings Contact Dila Zeynep Serpil at DSerpilifcorg to get your message posted on IFCrsquos K Street flat screen (needs to be designed as a landscape-type flyer)
Survey says If distributing surveys at your event considering using only a half page format For post-conference follow up send this electronically You can create your own electronic survey for free at wwwsurveymonkeycom
Sustainable CateringDining Out
Choose dishware Disposable cups plates and flatware not only add to landfills they also do not deliver the same ldquofirst-classrdquo catering service experience as dishware HQ Only When filling out RArsquos catering order
online specify in the ldquoSpecial Commentsrdquo section to provide dishware and NO disposables Currently RA charges $75 in tier two rooms for dishware but calculating costs of disposables it is actually a savings anytime you host an event
SUSTAINABLE MEETINGS GUIDE Version 24
18
or meeting for 20 or more people Note that the pricing structure for this is being evaluated to encourage the use of dishware over disposables
Eat sustainable amp local Go organic where possible Opt for seasonal and locally grown produce-based meals Order sustainable seafood Also consider a limited meat menu - raising animals for food requires more energy water and other inputs than growing grains or vegetables HQ Only You can work directly with RA at the IFC through ifceventsifcorg or at the World Bank Buildings - extension 82000 or email WBeventsworldbankorg RA follows the Monterey Bay Aquariums suggestions for sustainable seafood
Request Fair Trade organic andor shade grown coffee and tea HQ Only Restaurant Associates default for coffee served at meetings and events is Starbuckrsquos Fair Trade coffees- there is no additional charge for these choices
Compost it If disposables must be used be sure they are biodegradable or can be composted Also ensure the venue has set up means to collect and compost those disposables HQ Only The MC and F (as of
November 2010) buildings currently have the capacity to compost Make sure that any food or compostable serving
ware remaining after your meeting is composted by sending an email to WBeventsworldbankorg
Donrsquot pre-fill When hosting a sit down event ask caterers not to pre-fill glasses of water at banquet tables- this can save substantial amounts of wasted water for large events
Lose the packaging When placing your catering order specify to use bulk serving containers instead of individual serving sizes of butter spreads etc Request carafes of water rather than individual water bottles etc Similarly request meals be provided on platters rather than individually packaged Request bulk dispensers for all condiments sugar salt amp pepper cream butter etc HQ Only Please place these requests in the ldquoSpecial Commentsrdquo section of the RA online form when placing your catering order
Donate Inform caterers of the exact number of participants and re-evaluate quantity needed during the meeting to help avoid waste Ask your caterer to donate leftovers to local charities HQ Only RA donates excess food production to DC Central Kitchen on an as-needed basis Food that has been served in a buffet is disposed in accordance with healthy and safety regulations
Communicate it Ask your caterer to create small table-top signs by food highlighting sustainability efforts (sustainable no packaging local etc) HQ Only You can contact IFC Events at ifceventsifcorg
Giveaways
Buy local Try purchasing items that are made as close to where you will need to ship them This minimizes the time it will take the product to arrive the amount you will spend on shipping and your carbon footprint in terms of transportation and fuel
The gift that keeps on giving Encourage the purchase of useful giveaways such as travel mugs aluminum water bottles USB drives and other such items that participants can reuse again and again This helps to minimize the amount of waste going to the landfill from items that are intended for one-time use
Whatrsquos in [the material] for me If you are sourcing giveaways such as t-shirts reusable canvas bags etc consider requesting organic cotton or that your items are made of organic andor sustainable materials Materials such as organic cotton organic hemp organic wool kapok buckwheat or millet hulls or silk are comfortable and
sustainable Also make sure to ask that the product is Polyvinyl chloride (PVC) and Bisphenol A (BPA) free
Get your facts Just because your vendor is telling you the product is green may not always mean it is Remember that they are trying to sell you something There are many suppliers who obtain certifications (either for certain products or their entire business) to show they follow industry best practices vis-agrave-vis environmental and social responsibility Ask your supplier if they have obtained any such certifications or adhere to any sustainable principles
that they can verify HQ Only Refer to Annex 6 in this Guide for a list of WBG-approved giveaway vendors who
source sustainable giveaways
Transportation
By train bus or bike Communicate to outside attendees the public transportation accessibility of your WB of IFC office building to discourage use of vehicles
SUSTAINABLE MEETINGS GUIDE Version 24
19
Checklist for Off-Site Events
The World Bank Group Knows Sustainable Meetings
Whether yoursquore greening a local meeting for 6 people or an international meeting for hundreds there are many
tools within the WBGrsquos resources that can help you successfully minimize your meetingrsquos footprint and save money
Getting Started Things to Ask
Why does your department want to go green
If there are additional costs involved in hosting a sustainable event are you willing to commit to this financially Consider that you may also be saving money on something items as well
Are you interested in greening only one or two components of your event or most of the event
What do you and your meeting planning committee see as the most important component to a sustainable event
Printing and Paper Guidelines
Go paperless (or slim it down) Provide participants with a CD or USB stick with all the conference material or send electronically after the events Have printingcopying facilities available on request at the venue for attendees that must print hard copies of materials
Start with the printer Choose environmentally responsible printing companies for external printing contracts HQ
Only Refer to Annex 6 in this Guide for a list of printers that have sustainable practices
Print it green Use 100 recycled with a minimum of 65 of post consumer waste content avoid glossy publications give preference to soy based or vegetable oil inks for all printing purposes and make all necessary handouts black and white (when possible) and double-sided
Sustainable note-taking Use reusable dry-mark erasable boards or blackboards instead of paper flip charts if available Ensure ldquonon-toxicrdquo markers are used
Generalize it Design and write all materials produced for the meeting (such as banners posters signs place cards) with generic language (do not put dates or locations) to allow them to be reused for other meetings
Poster printing You can save money and paper by reusing the foam backing to your existing posters Just reprint the front and glue on a new one
E-signs Ask your venue if they have electronic screens where you can display your event information without the need of a poster or easel Make sure to get the right dimensions so that you can design your sign so it doesnrsquot look stretched out
Survey says If distributing surveys at the meeting consider printing on 100 recycled paper double sided For post-conference follow up send the survey electronically
Sustainable Catering
Choose dishware Disposable cups plates and flatware not only add to landfills they also donrsquot deliver the same ldquofirst-classrdquo catering service experience
Eat sustainable amp local Go organic where possible Opt for seasonal and locally grown produce-based meals Buying locally grown products helps support the communities and offers fresher seasonal choices without the transportation impact Consider a limited meat menu - raising animals for food requires more energy water and
other inputs than growing grains or vegetables HQ Only Refer to Annex 6 in this Guide for a list of restaurants in the
DC area that have sustainable practices
Choose sustainable seafood Request your caterer to follow the Monterey Bay Aquariumrsquos Seafood Watch guide As consumer demand for seafood increases it is depleting fish stocks around the world and harming oceans
Request Fair Trade organic andor shade grown coffee and tea
SUSTAINABLE MEETINGS GUIDE Version 24
20
Compost it If disposables must be used be sure they are biodegradable or can be composted Also ensure the venue has set up means to collect and compost those disposables Compostable items thrown in with regular trash will end up in the landfill ndash and most landfill conditions do not allow for decomposition
Donrsquot pre-fill Ask your caterer not to pre-fill glasses of water at banquet tables - this can save substantial amounts of wasted water for large events
Lose the packaging Request your caterer to provide liquids in carafes ndash including water and juices Individual bottles require fossil fuels to be produced packaged and transported eventually ending up in landfills Similarly request meals be provided on platters rather than individually packaged
Bulk up Request bulk dispensers for all condiments sugar salt amp pepper cream butter etc
Communicate it Ask your caterer to create small table-top signs by food highlighting sustainability efforts (sustainable no packaging local etc)
Selecting a VenueHotel for Overnight Guests
Visit GSDrsquos Approved-Offsite Venues and here for GSDrsquos Approved Hotels HQ Only Refer to Annex 6 in this Guide for
a list of hotels in the DC area that have sustainable practices in place
Ask potential venueshotels to send you a summary of the environmental measures they have in place Does the venue participate in any recycling programs Do they practice energy conservation Is this type of information advertised to the public Learning about a venuersquos best practices may help you get some great ideas for your next meeting
Is the venuehotel willing to work with your meetingrsquos sustainable needs Many times venues wonrsquot have their own sustainable agenda but if asked some venues may be willing to modify services to accommodate your requests
Is the venuehotel accessible by public transportation from the airport or the downtown area Is it also close to other event locations to minimize the need for ground transportation
Selecting Sustainable Ground Transportation
Destination Choose a destination with minimal travel Shorter distances = less environmental impact
HotelVenue location When booking a hotel or venue consider choosing one that is located near public transportation (Metro bus stop train station etc) or an airport if most people are arriving by plane
Public transport when possible Encourage the use of public transportation when possible Provide information complimentary passes and maps in guest packages
Keep it close Locate all venues within walking distance of one another For example having your evening reception at a restaurant within safe walking distance from the hotel saves you both time and money
Alternative fuel If you have to move a number of meeting attendees from one place to another using mini-buses or vans ask your transportation carrier if they own or lease any fuel efficient or hybrid vehicles HQ Only Refer to
Annex 6 in this Guide for a list of WBG-approved transportation vendors who use energy-efficient vehicles
Turn it off If you hire a ground transportation provider request the company to instruct drivers for your event to minimize idling of vehicles when waiting for guests
GiveawaysOther
Buy local Try purchasing items that are made as close to where you will need to ship them This minimizes the time it will take the product to arrive the amount you will spend on shipping and your carbon footprint in terms of transportation and fuel For example avoid items made abroad if your meetingevent is taking place in the United States
The gift that keeps on giving Encourage the purchasing of useful giveaways such as travel mugs aluminum water bottles USB drives and other such items that participants can reuse again and again This helps to minimize the
amount of waste going to the landfill from items that are intended for one-time use HQ Only Refer to Annex 6 in
this Guide for a list of vendors that have eco-friendly giveaways
SUSTAINABLE MEETINGS GUIDE Version 24
21
Whatrsquos in [the material] for me If you are sourcing giveaways such as t-shirts reusable canvas bags etc consider requesting organic cotton or that your items be made of organic andor sustainable materials Materials such as organic cotton organic hemp organic wool kapok buckwheat or millet hulls or silk are comfortable and
sustainable Also make sure to ask that the product is Polyvinyl chloride (PVC) and Bisphenol A (BPA) free
Get your facts Just because your vendor is telling you the product is green may not always mean it is Remember that they are trying to sell you something There are many suppliers who obtain certifications (either for certain products or their entire business) to show they follow industry best practices vis-agrave-vis environmental and social responsibility Ask your supplier if they have obtained any such certifications or adhere to any sustainable principles that they can verify
Efficient shipping Consider having your giveaways shipped directly to the venue or hotel where yoursquoll be giving these out This saves fuel emissions and costs than having to ship twice (once to your offices and once to the venuehotel)
Make it Carbon Neutral The Corporate Responsibility and Footprint programs can help you calculate the emissions from your event and work with you to offset these emissions
If you print this guide please only print it black and white and double-sided
ANNEX 1 ndash SELECTING A PRINT SHOP
Below is suggested language for a phone conversation formal Request for Information (RFI) Request for Proposal (RFP)
or any written communication This will allow you to easily collect information about a print shoprsquos products and services
that have minimal environmental impacts as well as efforts of the print shop to minimize the environmental impacts of
their operations This can also be used as a guide for sustainable printing and paper options that you should consider for
your print jobs
The World Bank Grouprsquos Commitment to Sustainability The World Bank Group (WBG) is committed to minimizing the environmental impact of its internal business operations This includes ensuring resource efficiency minimizing waste providing healthy surroundings in which to work and giving back to local communities where we do work This approach is consistent with our mission We will achieve our objectives by working in partnership with vendors whose products and services align with our commitment to sustainability
Printing Services Checklist
Basic YN Notes
Do you offer paper options that have high recycled content (ideally 100) with post-consumer waste recycled fiber content (also ideally 100)
Do you use a certification to verify environmentally responsible pulp and paper sources such as FSC or SFI
Can files be proofed electronically
Do you have binding options that break down easily during recycling process or do not need to be removed to recycle printed piece
Do you use vegetable-based inks for printing with the lowest VOC rating
Do you offer paper that is uncoated and either totally Chlorine
Free (TCF) process chlorine free (PCF) or elemental chlorine free
(ECF)
Going Further YN Notes
Does the paper mill use renewable power sources or have other established conservation or recycling practices
Is digital lsquoprint on demandrsquo or waterless printing available
Are you an FSC-certified printer If not can you provide
documentation of an environmental management system
SUSTAINABLE MEETINGS GUIDE Version 24
23
ANNEX 2 ndash SELECTING A CATERER
Below is suggested language for a phone conversation formal Request for Information (RFI) Request for Proposal (RFP)
or any written communication This will allow you to easily collect information about a catererrsquos products and services
they can offer you that have minimal environmental impacts It also collects information on the catererrsquos efforts to
minimize the environmental impacts of their business operations This can also be used as a guide for sustainable
catering options that you should consider for your event
The World Bank Grouprsquos Commitment to Sustainability The World Bank Group (WBG) is committed to minimizing the environmental impact of its internal business operations This includes ensuring resource efficiency minimizing waste providing healthy surroundings in which to work and giving back to local communities where we do work This approach is consistent with our mission We will achieve our objectives by working in partnership with vendors whose products and services align with our commitment to sustainability
Catering Products and Services
Basic YN Notes
Can water bottles be replaced by filtered water pitchers
Can dishware be used instead of disposable serving-ware This includes omitting to-go coffee cups and other to-go containers
Can bulk dispensers be used for sugar salt pepper cream butter
jams and other condiments
Can organic andor local food options be provided for menu selections
Are sustainable seafood options provided for menu selections If so what guideprogram is used to ensure responsible selections (such as the Monterey Bay Aquariumrsquos Seafood Watch Guide )
Is organic shade grown andor fair trade coffee and tea available
Can meals be served family style buffet or on platters rather than individually packaged
Going Further YN Notes
Are there means to collect and compost food waste as well as any biodegradable disposables and serving-ware used
Can table tents or informative signage be provided letting attendees know about sustainability efforts (such as ldquoOrganicrdquo ldquoLocalrdquo ldquoBulk to avoid packagingrdquo)
Is any portion of the catering services outsourced to socially
responsible nonprofits or other community needs groups
Is unused food donated to a local shelter or nonprofit
SUSTAINABLE MEETINGS GUIDE Version 24
24
ANNEX 3 ndash CHECKLIST FOR CATERING at HQ by RESTAURANT ASSOCIATES For meetings and events planned by HQ-based WBG staff at the Main Complex F J or H Building you are required to use the catering
services provided by Restaurant Associates Restaurant Associates is dedicated to providing excellent service at WBG properties and
can accommodate most catering needs Below is a list of suggested sustainable catering options for you to discuss with RA along
with a list of RArsquos default green products and services as an FYI
RArsquos Default Sustainable Options include
Fair Trade coffee Compostable disposables Donating excess production to DC Central Kitchen on an as-needed basis Follows sustainability guidelines in accordance with Monterey Bay Aquarium guide
CHECKLIST FOR RESTAURANT ASSOCIATES CATERING
Minimizing waste from service options Notes for Meeting Planners Cost Implications
Pitchers of water provided instead of bottled water
To request this option include instructions in the Comments Box of the online RA order form
At the IFC filtered water is served in pitchers as the default with no extra charge Please include this
request under the comments section In WB buildings the water pitcher policy is under review Details to follow in later FY12 You should always
contact your caterer directly in regards to this
Pitchers of all beverages (juices ice tea etc) can be served instead of individual bottles
To request this option for orange grapefruit and aqua fresco you can click on ldquoBeverages-
NonAlcoholicrdquo and select the pitchers of juice you like For other pitchers such as Iced Tea and apple juice include instructions in the Comments Box of
the online RA order form
$1350 per half gallon is the current pricing
Dishware can be used instead of paper or plastic serving-ware This includes omitting to-go coffee cups and other to-go containers
When ordering online include in the comments section ldquodishware onlyrdquo and possibly list a few items you do not want to have such as disposable coffee
cups plates and cutlery
Restaurant Associatersquos charge for dishware is $75 in tier two rooms but if calculating costs of disposables it is actually a savings anytime you host an event or
meeting for 20 or more people
Single-serve condiments can be eliminated from an event Alternative is to serve condiments (sugar salt pepper cream butter jams mayo mustard salad dressing etc) in bulk dispensers bowls etc
To request this option include instructions in the Comments Box of the RA order form
None
ldquoBoxed lunchesrdquo can be served on trays -rather than individual boxes- and replacing single serve condimentschips with bulk serving options
To request this option include instructions in the Comments Box of the RA online order form If there is a need for staff to bring their lunches back to their
office brown bags can be provided
None
Sustainable menu options Notes for Meeting Planners Cost Implications Organic andor locally sourced menu options are available
RA promotes the use of local and natural (no growth
hormones or additives) products based on season
and region Therefore menu options may be
limited
These items typically cost 30- 50 more
Limited (or no) meat menu can be prepared with a range of vegetarian options diverse in flavorstextures
RA can provided excellent vegetarian options upon
request Some online options are all vegetarian and
some menus can be customized with RA directly
Vegetarian options tend to cost less than meat
options
Organic wine or beer can be purchased Natura brand organic wines are available through
RA
Varies by product 30- 50 higher cost or
approximately $1195 per person
Educating attendees Notes for Meeting Planners Cost Implications
Table tents or informative signage can be
provided letting attendees know about
sustainability of foodbeverageservice
(highlighting what is local organic fair-trade
bulk serving dishware)
RA is happy to set up table tents with titles of the
food items being served at the event Just email
Michelle Perry at MPerryifcorg for your specific
requests
None
SUSTAINABLE MEETINGS GUIDE Version 24
25
ANNEX 4 ndash SELECTING A VENUE
Below is suggested language for a phone conversation formal Request for Information (RFI) Request for Proposal (RFP) or any written communication This will allow you to easily collect information about a venuersquos services that have minimal environmental impacts as well as efforts of the venue to minimize the environmental impacts of their operations This can also be used as a guide for what sustainable options that to look for when selecting a venue The World Bank Grouprsquos Commitment to Sustainability The World Bank Group (WBG) is committed to minimizing the environmental impact of its internal business operations This includes ensuring resource efficiency minimizing waste providing healthy surroundings in which to work and giving back to local communities where we do work This approach is consistent with our mission We will achieve our objectives by working in partnership with vendors whose products and services align with our commitment to sustainability
Venue
Basic YN Notes
Venue is in close proximity to public transport airport connection hotels or other
event venues
Venue provides visible and accessible reduction reuse and recycling services for
paper metal plastic and glass
The venue has an energy management program ensuring temperature is kept at
reasonable levels (such as 72 degrees Fahrenheit in summer 68 in winter) and that
this can be adjusted according to the dress code for an event
Venue instructs staff to shut off HVAClights when guests are not in meeting rooms
or other areas of the facility
Venue trains its staff to implement its environmental policies
Venue purchases environmentally preferable products (recycled paper products
green cleaning products etc)
Going Further YN Notes
Venue has an environmental policy and action plan covering sustainable
procurement energy saving catering services cleaning transport and waste
Venue is third party certified (examples in US LEED building Green Seal hotel etc)
If venue is not third party certified it follows sustainability principles such as
installed high insulation designed to maximize the use of daylight uses energy
efficient lighting and water-saving appliances in kitchen and toilets
Venue uses renewable energy on site or buys Renewable Energy Certificates
Venue separates and composts its organics or will work with organizer to instate a
program
Venue purchases environmentally responsible cleaning products for carpets floors
kitchens and bathrooms (minimum 50 percent of products are environmentally
responsible)
Venue requests that suppliers have environmentally responsible policies and
supports vendors who do
SUSTAINABLE MEETINGS GUIDE Version 24
26
ANNEX 5 ndash SELECTING A HOTEL For Overnight Guests
Below is suggested language for a phone conversation formal Request for Information (RFI) Request for Proposal (RFP) or any
written communication This will allow you to easily collect information about a hotelrsquos services that have minimal environmental
impacts as well as efforts of the hotel to minimize the environmental impacts of their operations This can also be used as a guide for
what sustainable options that to look for when selecting a hotel venue
The World Bank Grouprsquos Commitment to Sustainability The World Bank Group (WBG) is committed to minimizing the environmental impact of its internal business operations This includes ensuring resource efficiency minimizing waste providing healthy surroundings in which to work and giving back to local communities where we do work This approach is consistent with our mission We will achieve our objectives by working in partnership with vendors whose products and services align with our commitment to sustainability
Selecting a Hotel
Basic YN Notes
Hotel is located within walking distance of the meeting venue and is easily accessible by public
transport
Hotel implements water-conservation practices including low-flow showerheads and toilets
Hotel implements a recycling program
Hotel implements energy efficiency practices ensuring temperature is kept at reasonable levels
(such as 72 degrees Fahrenheit in summer 68 in winter) and HVACelectricity is turned off when
rooms are not used
Heating and air conditioning systems are easy for guests to operate (and adjust when necessary)
Hotel has a linen reuse program and place-cards in each room letting guests know of this
Hotel participates in paperless check-inout procedures
Hotel instructs staff to shut off HVAClights when guests are not in their rooms or other areas of
the facility
Going Further YN Notes
Hotel has an environmental policy and action plan covering sustainable procurement energy
saving catering services cleaning transport and waste
Hotel is third party certified (in the US examples include LEED building Green Seal hotel etc)
If Hotel is not third party certified it follows sustainability principles such as installed high
insulation designed to maximize the use of daylight uses energy efficient lighting and water-
saving appliances in kitchen and toilets
Hotel trains its staff to implement its environmental policies
Hotel uses renewable energy on site or buys Renewable Energy Certificates
Hotel separates and composts its organics or will work with organizer to instate a program
Hotel that offers bulk dispensers for shampoos and soaps in guest rooms
Hotel purchases environmentally preferable products (recycled hand towels toilet paper etc)
Hotel requests vendors to have environmentally responsible policies and supports vendors who
do
SUSTAINABLE MEETINGS GUIDE Version 24
27
Hotel purchases environmentally responsible cleaning products for carpets floors kitchens and
bathrooms (minimum 50 percent of products are environmentally responsible)
Hotel delivers newspapers to rooms only if requested and not wrapped in plastic bag
Guest laundry containers are reusable (eg baskets)
Going Even Further YN Notes
Hotel utilizes rain water andor grey water in its buildings
Hotel key cards are linked to energy appliances (ex light automatically switch off when people
leave the room)
Hotel groundsrsquo practices are sustainable (ex only local plants tolerant of local climate are used
etc)
Insulating covers are installed on all indoor and outdoor swimming pools and hot tubs to reduce
both energy and water use (ie evaporation)
Automatic controls are in place for heating and cooling with levels set to the minimum necessary
for comfort
Hotel vehicles operated are efficient and low emission
If you print this guide please only print it black and white and double-sided
ANNEX 6 - World Bank Group Approved Sustainable Vendors for Headquarters
Restaurants (close to WBG Headquarters buildings)
Company Name VIN Contact Information Website Best Used Forhellip
Founding Farmers NA 1924 Pennsylvania Ave NW
202-822-8783
Link Client LunchesDinners
Nora NA 2132 Florida Avenue NW
(202) 462-5143
Link Client LunchesDinners
Farmers and Fishers NA 3000 K Street NW
202-298-0003
Link Client LunchesDinners
Print Shops Company Name VIN Contact Information Website Best Used Forhellip
Plaza Art Store
NA 1990 K Street (2nd Floor)
202-331-7090
Purchasing Foam Poster Boards
EcoPrint 120419 Roger 301-585-7077 Link Sustainable printing needs
Giveaways amp Supplies Company Name VIN Contact Information Website Best Used Forhellip
Fairview Specialties 16952 Rick 410-242-1217 x 1602 Link Eco-Giveaways
ePromos 86267 1-877-377-6667 Link Eco-Giveaways
Advertise America 9830 1-800-579-4883 Link Eco-Giveaways
Office Max Office Max Link Environmentally-friendly office products
ReBinder Office Max Link Recycled Binders
Transportation Company Name VIN Contact Information Website Best Used Forhellip
Veolia Transportation 111458 Alex Cournol 301-965-2080 Fuel Efficient sedans SUVs motor coaches
Sunnys Executive Sedan 4517 1-800-949-0949 Fuel Efficient Sedans amp SUVs
Hotels (close to WBG Headquarters buildings) Reserve through American Express
Company Name VIN Contact Information Website Best Used Forhellip
Beacon Hotel 88406 1615 Rhode Island Avenue NW Link Hotel rooms
Washington Circle Hotel 9062 One Washington Circle NW Link Hotel rooms unique venue
Fairmont Hotel 7073 2401 M Street NW Link Hotel rooms
Topaz Hotel 1733 N Street NW Link Hotel rooms
Hotel Rouge 1315 16th
Street NW Link Hotel rooms
Hotel Palomar 2121 P Street NW Link Hotel rooms
Food amp Wine
Company Name VIN Contact Information Website Best Used Forhellip
Calypso Wine Distributors 114860 Beth-ann Roth 703-464-5550
1725 Eye Street NW Ste 300
Link Giveaways specialty wine at events
Note The above companies have been selected to help you get started If you have additional recommendations or
know of any other WB-approved vendors please contact Vanessa Ferragut to get these added to the next version
SUSTAINABLE MEETINGS GUIDE Version 24
29
References
1 ldquoLivestock and Climate Changerdquo World Watch Institute Retrieved from
httpwwwworldwatchorgfilespdfLivestock20and20Climate20Changepdf
2 Blue Green Meetings Retrieved from httpwwwbluegreenmeetingsorgSuppliersAccommodationshtm
3 Spatrisano A amp Wilson N (2007) Simple Steps to Green Meetings and Events United States of America
4 Tesdahl Ben (2008) Meetings Law Spelling Out lsquoGreenrsquo in Black and White Meetings Industry Megasite
Retrieved from httpwwwmimegasitecommimegasitearticlesarticle_displayjspvnu_content_id=1003849215
5 Barbara Scofidio (July 8 2009) Green It and Mean It Meetings Net Retrieved from
httpmeetingsnetcomnewsgreen-effort-meetings-0708
6 Wallace E Mathai M Heath A Convention Industry Council (2008) Convention Industry Council Manual 8th
Edition Washington DC
7 Cortese Amy (2009 September) Are We Doing Enough One Magazine September Issue
8 Hill Lori (2009) If You Green It They Will Come [PowerPoint slides] lori hill event productions Retrieved from
IFC Footprint website httpifcnetifcorgintranetfootprintnsfAttachmentsByTitlepres_EarthDay2009_IfYouGreenIt$FILEIf+You+Green+It+They+Will+Comepdf
9 UNEP ICLEI (2009) Green Meeting Guide 2009 Roll out the Green Carpet for your Participants
10 Kaplan Jonathan National Resource Defense Council ldquoEat Green Our everyday food choices affect global
warming and the environmentrdquo Retrieved from wwwnrdcorg
11 ldquoLivestockrsquos Long Shadowrdquo by Food and Agriculture Organization of the United Nations Retrieved from
httpwwwfaoorgdocrep010a0701ea0701e00HTM
12 Meeting Strategies Worldwide Retrieved from httpwwwmeetgreencom
13 Telschow Roger (2009) Guide for the Responsible Print Buyer United States of America
If you print this guide please only print it black and white and double-sided
Checklist for Internal Events
The World Bank Group Knows Sustainable Meetings Every day at headquarters we host dozens even hundreds of meetings for internal staff ldquoBrown bagrdquo lunches staff trainings team meetings etc Below is a quick reference guide to taking small steps that lead to big impacts in minimizing the World Bank Grouprsquos footprint
General Tips
Get your team on board Let your planning team managers and attendees know of your efforts to green your next meeting or event Consider including this in your broadcast emails Lotus Notes meeting invitation or general email invitations to attendees
Walk through Before your event walk through the meeting room yoursquove reserved and make sure that the recycling bins are set-up where they should be HQ Only Email ifceventsifcorg for the F building or wbeventsworldbankorg for the WB buildings to ensure recycle bins are set-up properly in the room
Communicate it You can request informative templates from the IFC Footprint Program and the WB Corporate Responsibility team to print and display at your event For more information contact Vanessa Ferragut at vferragutifcorg or Adam Rubinfield at arubinfieldworldbankorg HQ Only Templates are available to communicate the sustainable nature of your event for placement on cafeteria tables
Make it Carbon Neutral The Corporate Responsibility and Footprint programs can help you calculate the emissions from your event and work with you to offset these emissions
Printing and Paper Use
Go paperless (or slim it down) Consider limiting the number of handouts you bring to you meeting Send these electronically after the events HQ Only If your department doesnrsquot have a departmental projector contact IFC Events at ifceventsifcorg or at the WB visit httpgsdconference to request one
Print it green Did you know that the paper provided in printers is already 100 recycled and all printers are defaulted to double-sided printing If you MUST print try and provide handouts using black amp white printing only
Choose erasable Use reusable dry-mark erasable boards instead of paper flip charts Ensure ldquonon-toxicrdquo markers are used HQ Only You can contact IFC Events at ifceventsifcorg or at the WB visit httpgsdconference to request a dry erase board
Generalize it Design and write all materials produced for the meeting (such as banners posters signs place cards) with generic language (do not put dates or locations) to allow them to be reused for other meetings
Reuse it You can save money and paper by reusing the foam backing to your existing posters Just reprint the front and glue on a new one HQ Only You can give old foam backings for posters back to the customer service desk at the GSD print shop in MC-C3-300
Digitize It Did you know that the WB Headquarters building has multiple electronic message boards where you can post event advertisements rather than using posters HQ Only Email Kenneth Wu at kwu1worldbankorg to post these electronic announcements in the MC H I and J buildings Contact Dila Zeynep Serpil at DSerpilifcorg to get your message posted on IFCrsquos K Street flat screen (needs to be designed as a landscape-type flyer)
Survey says If distributing surveys at your event considering using only a half page format For post-conference follow up send this electronically You can create your own electronic survey for free at wwwsurveymonkeycom
Sustainable CateringDining Out
Choose dishware Disposable cups plates and flatware not only add to landfills they also do not deliver the same ldquofirst-classrdquo catering service experience as dishware HQ Only When filling out RArsquos catering order
online specify in the ldquoSpecial Commentsrdquo section to provide dishware and NO disposables Currently RA charges $75 in tier two rooms for dishware but calculating costs of disposables it is actually a savings anytime you host an event
SUSTAINABLE MEETINGS GUIDE Version 24
18
or meeting for 20 or more people Note that the pricing structure for this is being evaluated to encourage the use of dishware over disposables
Eat sustainable amp local Go organic where possible Opt for seasonal and locally grown produce-based meals Order sustainable seafood Also consider a limited meat menu - raising animals for food requires more energy water and other inputs than growing grains or vegetables HQ Only You can work directly with RA at the IFC through ifceventsifcorg or at the World Bank Buildings - extension 82000 or email WBeventsworldbankorg RA follows the Monterey Bay Aquariums suggestions for sustainable seafood
Request Fair Trade organic andor shade grown coffee and tea HQ Only Restaurant Associates default for coffee served at meetings and events is Starbuckrsquos Fair Trade coffees- there is no additional charge for these choices
Compost it If disposables must be used be sure they are biodegradable or can be composted Also ensure the venue has set up means to collect and compost those disposables HQ Only The MC and F (as of
November 2010) buildings currently have the capacity to compost Make sure that any food or compostable serving
ware remaining after your meeting is composted by sending an email to WBeventsworldbankorg
Donrsquot pre-fill When hosting a sit down event ask caterers not to pre-fill glasses of water at banquet tables- this can save substantial amounts of wasted water for large events
Lose the packaging When placing your catering order specify to use bulk serving containers instead of individual serving sizes of butter spreads etc Request carafes of water rather than individual water bottles etc Similarly request meals be provided on platters rather than individually packaged Request bulk dispensers for all condiments sugar salt amp pepper cream butter etc HQ Only Please place these requests in the ldquoSpecial Commentsrdquo section of the RA online form when placing your catering order
Donate Inform caterers of the exact number of participants and re-evaluate quantity needed during the meeting to help avoid waste Ask your caterer to donate leftovers to local charities HQ Only RA donates excess food production to DC Central Kitchen on an as-needed basis Food that has been served in a buffet is disposed in accordance with healthy and safety regulations
Communicate it Ask your caterer to create small table-top signs by food highlighting sustainability efforts (sustainable no packaging local etc) HQ Only You can contact IFC Events at ifceventsifcorg
Giveaways
Buy local Try purchasing items that are made as close to where you will need to ship them This minimizes the time it will take the product to arrive the amount you will spend on shipping and your carbon footprint in terms of transportation and fuel
The gift that keeps on giving Encourage the purchase of useful giveaways such as travel mugs aluminum water bottles USB drives and other such items that participants can reuse again and again This helps to minimize the amount of waste going to the landfill from items that are intended for one-time use
Whatrsquos in [the material] for me If you are sourcing giveaways such as t-shirts reusable canvas bags etc consider requesting organic cotton or that your items are made of organic andor sustainable materials Materials such as organic cotton organic hemp organic wool kapok buckwheat or millet hulls or silk are comfortable and
sustainable Also make sure to ask that the product is Polyvinyl chloride (PVC) and Bisphenol A (BPA) free
Get your facts Just because your vendor is telling you the product is green may not always mean it is Remember that they are trying to sell you something There are many suppliers who obtain certifications (either for certain products or their entire business) to show they follow industry best practices vis-agrave-vis environmental and social responsibility Ask your supplier if they have obtained any such certifications or adhere to any sustainable principles
that they can verify HQ Only Refer to Annex 6 in this Guide for a list of WBG-approved giveaway vendors who
source sustainable giveaways
Transportation
By train bus or bike Communicate to outside attendees the public transportation accessibility of your WB of IFC office building to discourage use of vehicles
SUSTAINABLE MEETINGS GUIDE Version 24
19
Checklist for Off-Site Events
The World Bank Group Knows Sustainable Meetings
Whether yoursquore greening a local meeting for 6 people or an international meeting for hundreds there are many
tools within the WBGrsquos resources that can help you successfully minimize your meetingrsquos footprint and save money
Getting Started Things to Ask
Why does your department want to go green
If there are additional costs involved in hosting a sustainable event are you willing to commit to this financially Consider that you may also be saving money on something items as well
Are you interested in greening only one or two components of your event or most of the event
What do you and your meeting planning committee see as the most important component to a sustainable event
Printing and Paper Guidelines
Go paperless (or slim it down) Provide participants with a CD or USB stick with all the conference material or send electronically after the events Have printingcopying facilities available on request at the venue for attendees that must print hard copies of materials
Start with the printer Choose environmentally responsible printing companies for external printing contracts HQ
Only Refer to Annex 6 in this Guide for a list of printers that have sustainable practices
Print it green Use 100 recycled with a minimum of 65 of post consumer waste content avoid glossy publications give preference to soy based or vegetable oil inks for all printing purposes and make all necessary handouts black and white (when possible) and double-sided
Sustainable note-taking Use reusable dry-mark erasable boards or blackboards instead of paper flip charts if available Ensure ldquonon-toxicrdquo markers are used
Generalize it Design and write all materials produced for the meeting (such as banners posters signs place cards) with generic language (do not put dates or locations) to allow them to be reused for other meetings
Poster printing You can save money and paper by reusing the foam backing to your existing posters Just reprint the front and glue on a new one
E-signs Ask your venue if they have electronic screens where you can display your event information without the need of a poster or easel Make sure to get the right dimensions so that you can design your sign so it doesnrsquot look stretched out
Survey says If distributing surveys at the meeting consider printing on 100 recycled paper double sided For post-conference follow up send the survey electronically
Sustainable Catering
Choose dishware Disposable cups plates and flatware not only add to landfills they also donrsquot deliver the same ldquofirst-classrdquo catering service experience
Eat sustainable amp local Go organic where possible Opt for seasonal and locally grown produce-based meals Buying locally grown products helps support the communities and offers fresher seasonal choices without the transportation impact Consider a limited meat menu - raising animals for food requires more energy water and
other inputs than growing grains or vegetables HQ Only Refer to Annex 6 in this Guide for a list of restaurants in the
DC area that have sustainable practices
Choose sustainable seafood Request your caterer to follow the Monterey Bay Aquariumrsquos Seafood Watch guide As consumer demand for seafood increases it is depleting fish stocks around the world and harming oceans
Request Fair Trade organic andor shade grown coffee and tea
SUSTAINABLE MEETINGS GUIDE Version 24
20
Compost it If disposables must be used be sure they are biodegradable or can be composted Also ensure the venue has set up means to collect and compost those disposables Compostable items thrown in with regular trash will end up in the landfill ndash and most landfill conditions do not allow for decomposition
Donrsquot pre-fill Ask your caterer not to pre-fill glasses of water at banquet tables - this can save substantial amounts of wasted water for large events
Lose the packaging Request your caterer to provide liquids in carafes ndash including water and juices Individual bottles require fossil fuels to be produced packaged and transported eventually ending up in landfills Similarly request meals be provided on platters rather than individually packaged
Bulk up Request bulk dispensers for all condiments sugar salt amp pepper cream butter etc
Communicate it Ask your caterer to create small table-top signs by food highlighting sustainability efforts (sustainable no packaging local etc)
Selecting a VenueHotel for Overnight Guests
Visit GSDrsquos Approved-Offsite Venues and here for GSDrsquos Approved Hotels HQ Only Refer to Annex 6 in this Guide for
a list of hotels in the DC area that have sustainable practices in place
Ask potential venueshotels to send you a summary of the environmental measures they have in place Does the venue participate in any recycling programs Do they practice energy conservation Is this type of information advertised to the public Learning about a venuersquos best practices may help you get some great ideas for your next meeting
Is the venuehotel willing to work with your meetingrsquos sustainable needs Many times venues wonrsquot have their own sustainable agenda but if asked some venues may be willing to modify services to accommodate your requests
Is the venuehotel accessible by public transportation from the airport or the downtown area Is it also close to other event locations to minimize the need for ground transportation
Selecting Sustainable Ground Transportation
Destination Choose a destination with minimal travel Shorter distances = less environmental impact
HotelVenue location When booking a hotel or venue consider choosing one that is located near public transportation (Metro bus stop train station etc) or an airport if most people are arriving by plane
Public transport when possible Encourage the use of public transportation when possible Provide information complimentary passes and maps in guest packages
Keep it close Locate all venues within walking distance of one another For example having your evening reception at a restaurant within safe walking distance from the hotel saves you both time and money
Alternative fuel If you have to move a number of meeting attendees from one place to another using mini-buses or vans ask your transportation carrier if they own or lease any fuel efficient or hybrid vehicles HQ Only Refer to
Annex 6 in this Guide for a list of WBG-approved transportation vendors who use energy-efficient vehicles
Turn it off If you hire a ground transportation provider request the company to instruct drivers for your event to minimize idling of vehicles when waiting for guests
GiveawaysOther
Buy local Try purchasing items that are made as close to where you will need to ship them This minimizes the time it will take the product to arrive the amount you will spend on shipping and your carbon footprint in terms of transportation and fuel For example avoid items made abroad if your meetingevent is taking place in the United States
The gift that keeps on giving Encourage the purchasing of useful giveaways such as travel mugs aluminum water bottles USB drives and other such items that participants can reuse again and again This helps to minimize the
amount of waste going to the landfill from items that are intended for one-time use HQ Only Refer to Annex 6 in
this Guide for a list of vendors that have eco-friendly giveaways
SUSTAINABLE MEETINGS GUIDE Version 24
21
Whatrsquos in [the material] for me If you are sourcing giveaways such as t-shirts reusable canvas bags etc consider requesting organic cotton or that your items be made of organic andor sustainable materials Materials such as organic cotton organic hemp organic wool kapok buckwheat or millet hulls or silk are comfortable and
sustainable Also make sure to ask that the product is Polyvinyl chloride (PVC) and Bisphenol A (BPA) free
Get your facts Just because your vendor is telling you the product is green may not always mean it is Remember that they are trying to sell you something There are many suppliers who obtain certifications (either for certain products or their entire business) to show they follow industry best practices vis-agrave-vis environmental and social responsibility Ask your supplier if they have obtained any such certifications or adhere to any sustainable principles that they can verify
Efficient shipping Consider having your giveaways shipped directly to the venue or hotel where yoursquoll be giving these out This saves fuel emissions and costs than having to ship twice (once to your offices and once to the venuehotel)
Make it Carbon Neutral The Corporate Responsibility and Footprint programs can help you calculate the emissions from your event and work with you to offset these emissions
If you print this guide please only print it black and white and double-sided
ANNEX 1 ndash SELECTING A PRINT SHOP
Below is suggested language for a phone conversation formal Request for Information (RFI) Request for Proposal (RFP)
or any written communication This will allow you to easily collect information about a print shoprsquos products and services
that have minimal environmental impacts as well as efforts of the print shop to minimize the environmental impacts of
their operations This can also be used as a guide for sustainable printing and paper options that you should consider for
your print jobs
The World Bank Grouprsquos Commitment to Sustainability The World Bank Group (WBG) is committed to minimizing the environmental impact of its internal business operations This includes ensuring resource efficiency minimizing waste providing healthy surroundings in which to work and giving back to local communities where we do work This approach is consistent with our mission We will achieve our objectives by working in partnership with vendors whose products and services align with our commitment to sustainability
Printing Services Checklist
Basic YN Notes
Do you offer paper options that have high recycled content (ideally 100) with post-consumer waste recycled fiber content (also ideally 100)
Do you use a certification to verify environmentally responsible pulp and paper sources such as FSC or SFI
Can files be proofed electronically
Do you have binding options that break down easily during recycling process or do not need to be removed to recycle printed piece
Do you use vegetable-based inks for printing with the lowest VOC rating
Do you offer paper that is uncoated and either totally Chlorine
Free (TCF) process chlorine free (PCF) or elemental chlorine free
(ECF)
Going Further YN Notes
Does the paper mill use renewable power sources or have other established conservation or recycling practices
Is digital lsquoprint on demandrsquo or waterless printing available
Are you an FSC-certified printer If not can you provide
documentation of an environmental management system
SUSTAINABLE MEETINGS GUIDE Version 24
23
ANNEX 2 ndash SELECTING A CATERER
Below is suggested language for a phone conversation formal Request for Information (RFI) Request for Proposal (RFP)
or any written communication This will allow you to easily collect information about a catererrsquos products and services
they can offer you that have minimal environmental impacts It also collects information on the catererrsquos efforts to
minimize the environmental impacts of their business operations This can also be used as a guide for sustainable
catering options that you should consider for your event
The World Bank Grouprsquos Commitment to Sustainability The World Bank Group (WBG) is committed to minimizing the environmental impact of its internal business operations This includes ensuring resource efficiency minimizing waste providing healthy surroundings in which to work and giving back to local communities where we do work This approach is consistent with our mission We will achieve our objectives by working in partnership with vendors whose products and services align with our commitment to sustainability
Catering Products and Services
Basic YN Notes
Can water bottles be replaced by filtered water pitchers
Can dishware be used instead of disposable serving-ware This includes omitting to-go coffee cups and other to-go containers
Can bulk dispensers be used for sugar salt pepper cream butter
jams and other condiments
Can organic andor local food options be provided for menu selections
Are sustainable seafood options provided for menu selections If so what guideprogram is used to ensure responsible selections (such as the Monterey Bay Aquariumrsquos Seafood Watch Guide )
Is organic shade grown andor fair trade coffee and tea available
Can meals be served family style buffet or on platters rather than individually packaged
Going Further YN Notes
Are there means to collect and compost food waste as well as any biodegradable disposables and serving-ware used
Can table tents or informative signage be provided letting attendees know about sustainability efforts (such as ldquoOrganicrdquo ldquoLocalrdquo ldquoBulk to avoid packagingrdquo)
Is any portion of the catering services outsourced to socially
responsible nonprofits or other community needs groups
Is unused food donated to a local shelter or nonprofit
SUSTAINABLE MEETINGS GUIDE Version 24
24
ANNEX 3 ndash CHECKLIST FOR CATERING at HQ by RESTAURANT ASSOCIATES For meetings and events planned by HQ-based WBG staff at the Main Complex F J or H Building you are required to use the catering
services provided by Restaurant Associates Restaurant Associates is dedicated to providing excellent service at WBG properties and
can accommodate most catering needs Below is a list of suggested sustainable catering options for you to discuss with RA along
with a list of RArsquos default green products and services as an FYI
RArsquos Default Sustainable Options include
Fair Trade coffee Compostable disposables Donating excess production to DC Central Kitchen on an as-needed basis Follows sustainability guidelines in accordance with Monterey Bay Aquarium guide
CHECKLIST FOR RESTAURANT ASSOCIATES CATERING
Minimizing waste from service options Notes for Meeting Planners Cost Implications
Pitchers of water provided instead of bottled water
To request this option include instructions in the Comments Box of the online RA order form
At the IFC filtered water is served in pitchers as the default with no extra charge Please include this
request under the comments section In WB buildings the water pitcher policy is under review Details to follow in later FY12 You should always
contact your caterer directly in regards to this
Pitchers of all beverages (juices ice tea etc) can be served instead of individual bottles
To request this option for orange grapefruit and aqua fresco you can click on ldquoBeverages-
NonAlcoholicrdquo and select the pitchers of juice you like For other pitchers such as Iced Tea and apple juice include instructions in the Comments Box of
the online RA order form
$1350 per half gallon is the current pricing
Dishware can be used instead of paper or plastic serving-ware This includes omitting to-go coffee cups and other to-go containers
When ordering online include in the comments section ldquodishware onlyrdquo and possibly list a few items you do not want to have such as disposable coffee
cups plates and cutlery
Restaurant Associatersquos charge for dishware is $75 in tier two rooms but if calculating costs of disposables it is actually a savings anytime you host an event or
meeting for 20 or more people
Single-serve condiments can be eliminated from an event Alternative is to serve condiments (sugar salt pepper cream butter jams mayo mustard salad dressing etc) in bulk dispensers bowls etc
To request this option include instructions in the Comments Box of the RA order form
None
ldquoBoxed lunchesrdquo can be served on trays -rather than individual boxes- and replacing single serve condimentschips with bulk serving options
To request this option include instructions in the Comments Box of the RA online order form If there is a need for staff to bring their lunches back to their
office brown bags can be provided
None
Sustainable menu options Notes for Meeting Planners Cost Implications Organic andor locally sourced menu options are available
RA promotes the use of local and natural (no growth
hormones or additives) products based on season
and region Therefore menu options may be
limited
These items typically cost 30- 50 more
Limited (or no) meat menu can be prepared with a range of vegetarian options diverse in flavorstextures
RA can provided excellent vegetarian options upon
request Some online options are all vegetarian and
some menus can be customized with RA directly
Vegetarian options tend to cost less than meat
options
Organic wine or beer can be purchased Natura brand organic wines are available through
RA
Varies by product 30- 50 higher cost or
approximately $1195 per person
Educating attendees Notes for Meeting Planners Cost Implications
Table tents or informative signage can be
provided letting attendees know about
sustainability of foodbeverageservice
(highlighting what is local organic fair-trade
bulk serving dishware)
RA is happy to set up table tents with titles of the
food items being served at the event Just email
Michelle Perry at MPerryifcorg for your specific
requests
None
SUSTAINABLE MEETINGS GUIDE Version 24
25
ANNEX 4 ndash SELECTING A VENUE
Below is suggested language for a phone conversation formal Request for Information (RFI) Request for Proposal (RFP) or any written communication This will allow you to easily collect information about a venuersquos services that have minimal environmental impacts as well as efforts of the venue to minimize the environmental impacts of their operations This can also be used as a guide for what sustainable options that to look for when selecting a venue The World Bank Grouprsquos Commitment to Sustainability The World Bank Group (WBG) is committed to minimizing the environmental impact of its internal business operations This includes ensuring resource efficiency minimizing waste providing healthy surroundings in which to work and giving back to local communities where we do work This approach is consistent with our mission We will achieve our objectives by working in partnership with vendors whose products and services align with our commitment to sustainability
Venue
Basic YN Notes
Venue is in close proximity to public transport airport connection hotels or other
event venues
Venue provides visible and accessible reduction reuse and recycling services for
paper metal plastic and glass
The venue has an energy management program ensuring temperature is kept at
reasonable levels (such as 72 degrees Fahrenheit in summer 68 in winter) and that
this can be adjusted according to the dress code for an event
Venue instructs staff to shut off HVAClights when guests are not in meeting rooms
or other areas of the facility
Venue trains its staff to implement its environmental policies
Venue purchases environmentally preferable products (recycled paper products
green cleaning products etc)
Going Further YN Notes
Venue has an environmental policy and action plan covering sustainable
procurement energy saving catering services cleaning transport and waste
Venue is third party certified (examples in US LEED building Green Seal hotel etc)
If venue is not third party certified it follows sustainability principles such as
installed high insulation designed to maximize the use of daylight uses energy
efficient lighting and water-saving appliances in kitchen and toilets
Venue uses renewable energy on site or buys Renewable Energy Certificates
Venue separates and composts its organics or will work with organizer to instate a
program
Venue purchases environmentally responsible cleaning products for carpets floors
kitchens and bathrooms (minimum 50 percent of products are environmentally
responsible)
Venue requests that suppliers have environmentally responsible policies and
supports vendors who do
SUSTAINABLE MEETINGS GUIDE Version 24
26
ANNEX 5 ndash SELECTING A HOTEL For Overnight Guests
Below is suggested language for a phone conversation formal Request for Information (RFI) Request for Proposal (RFP) or any
written communication This will allow you to easily collect information about a hotelrsquos services that have minimal environmental
impacts as well as efforts of the hotel to minimize the environmental impacts of their operations This can also be used as a guide for
what sustainable options that to look for when selecting a hotel venue
The World Bank Grouprsquos Commitment to Sustainability The World Bank Group (WBG) is committed to minimizing the environmental impact of its internal business operations This includes ensuring resource efficiency minimizing waste providing healthy surroundings in which to work and giving back to local communities where we do work This approach is consistent with our mission We will achieve our objectives by working in partnership with vendors whose products and services align with our commitment to sustainability
Selecting a Hotel
Basic YN Notes
Hotel is located within walking distance of the meeting venue and is easily accessible by public
transport
Hotel implements water-conservation practices including low-flow showerheads and toilets
Hotel implements a recycling program
Hotel implements energy efficiency practices ensuring temperature is kept at reasonable levels
(such as 72 degrees Fahrenheit in summer 68 in winter) and HVACelectricity is turned off when
rooms are not used
Heating and air conditioning systems are easy for guests to operate (and adjust when necessary)
Hotel has a linen reuse program and place-cards in each room letting guests know of this
Hotel participates in paperless check-inout procedures
Hotel instructs staff to shut off HVAClights when guests are not in their rooms or other areas of
the facility
Going Further YN Notes
Hotel has an environmental policy and action plan covering sustainable procurement energy
saving catering services cleaning transport and waste
Hotel is third party certified (in the US examples include LEED building Green Seal hotel etc)
If Hotel is not third party certified it follows sustainability principles such as installed high
insulation designed to maximize the use of daylight uses energy efficient lighting and water-
saving appliances in kitchen and toilets
Hotel trains its staff to implement its environmental policies
Hotel uses renewable energy on site or buys Renewable Energy Certificates
Hotel separates and composts its organics or will work with organizer to instate a program
Hotel that offers bulk dispensers for shampoos and soaps in guest rooms
Hotel purchases environmentally preferable products (recycled hand towels toilet paper etc)
Hotel requests vendors to have environmentally responsible policies and supports vendors who
do
SUSTAINABLE MEETINGS GUIDE Version 24
27
Hotel purchases environmentally responsible cleaning products for carpets floors kitchens and
bathrooms (minimum 50 percent of products are environmentally responsible)
Hotel delivers newspapers to rooms only if requested and not wrapped in plastic bag
Guest laundry containers are reusable (eg baskets)
Going Even Further YN Notes
Hotel utilizes rain water andor grey water in its buildings
Hotel key cards are linked to energy appliances (ex light automatically switch off when people
leave the room)
Hotel groundsrsquo practices are sustainable (ex only local plants tolerant of local climate are used
etc)
Insulating covers are installed on all indoor and outdoor swimming pools and hot tubs to reduce
both energy and water use (ie evaporation)
Automatic controls are in place for heating and cooling with levels set to the minimum necessary
for comfort
Hotel vehicles operated are efficient and low emission
If you print this guide please only print it black and white and double-sided
ANNEX 6 - World Bank Group Approved Sustainable Vendors for Headquarters
Restaurants (close to WBG Headquarters buildings)
Company Name VIN Contact Information Website Best Used Forhellip
Founding Farmers NA 1924 Pennsylvania Ave NW
202-822-8783
Link Client LunchesDinners
Nora NA 2132 Florida Avenue NW
(202) 462-5143
Link Client LunchesDinners
Farmers and Fishers NA 3000 K Street NW
202-298-0003
Link Client LunchesDinners
Print Shops Company Name VIN Contact Information Website Best Used Forhellip
Plaza Art Store
NA 1990 K Street (2nd Floor)
202-331-7090
Purchasing Foam Poster Boards
EcoPrint 120419 Roger 301-585-7077 Link Sustainable printing needs
Giveaways amp Supplies Company Name VIN Contact Information Website Best Used Forhellip
Fairview Specialties 16952 Rick 410-242-1217 x 1602 Link Eco-Giveaways
ePromos 86267 1-877-377-6667 Link Eco-Giveaways
Advertise America 9830 1-800-579-4883 Link Eco-Giveaways
Office Max Office Max Link Environmentally-friendly office products
ReBinder Office Max Link Recycled Binders
Transportation Company Name VIN Contact Information Website Best Used Forhellip
Veolia Transportation 111458 Alex Cournol 301-965-2080 Fuel Efficient sedans SUVs motor coaches
Sunnys Executive Sedan 4517 1-800-949-0949 Fuel Efficient Sedans amp SUVs
Hotels (close to WBG Headquarters buildings) Reserve through American Express
Company Name VIN Contact Information Website Best Used Forhellip
Beacon Hotel 88406 1615 Rhode Island Avenue NW Link Hotel rooms
Washington Circle Hotel 9062 One Washington Circle NW Link Hotel rooms unique venue
Fairmont Hotel 7073 2401 M Street NW Link Hotel rooms
Topaz Hotel 1733 N Street NW Link Hotel rooms
Hotel Rouge 1315 16th
Street NW Link Hotel rooms
Hotel Palomar 2121 P Street NW Link Hotel rooms
Food amp Wine
Company Name VIN Contact Information Website Best Used Forhellip
Calypso Wine Distributors 114860 Beth-ann Roth 703-464-5550
1725 Eye Street NW Ste 300
Link Giveaways specialty wine at events
Note The above companies have been selected to help you get started If you have additional recommendations or
know of any other WB-approved vendors please contact Vanessa Ferragut to get these added to the next version
SUSTAINABLE MEETINGS GUIDE Version 24
29
References
1 ldquoLivestock and Climate Changerdquo World Watch Institute Retrieved from
httpwwwworldwatchorgfilespdfLivestock20and20Climate20Changepdf
2 Blue Green Meetings Retrieved from httpwwwbluegreenmeetingsorgSuppliersAccommodationshtm
3 Spatrisano A amp Wilson N (2007) Simple Steps to Green Meetings and Events United States of America
4 Tesdahl Ben (2008) Meetings Law Spelling Out lsquoGreenrsquo in Black and White Meetings Industry Megasite
Retrieved from httpwwwmimegasitecommimegasitearticlesarticle_displayjspvnu_content_id=1003849215
5 Barbara Scofidio (July 8 2009) Green It and Mean It Meetings Net Retrieved from
httpmeetingsnetcomnewsgreen-effort-meetings-0708
6 Wallace E Mathai M Heath A Convention Industry Council (2008) Convention Industry Council Manual 8th
Edition Washington DC
7 Cortese Amy (2009 September) Are We Doing Enough One Magazine September Issue
8 Hill Lori (2009) If You Green It They Will Come [PowerPoint slides] lori hill event productions Retrieved from
IFC Footprint website httpifcnetifcorgintranetfootprintnsfAttachmentsByTitlepres_EarthDay2009_IfYouGreenIt$FILEIf+You+Green+It+They+Will+Comepdf
9 UNEP ICLEI (2009) Green Meeting Guide 2009 Roll out the Green Carpet for your Participants
10 Kaplan Jonathan National Resource Defense Council ldquoEat Green Our everyday food choices affect global
warming and the environmentrdquo Retrieved from wwwnrdcorg
11 ldquoLivestockrsquos Long Shadowrdquo by Food and Agriculture Organization of the United Nations Retrieved from
httpwwwfaoorgdocrep010a0701ea0701e00HTM
12 Meeting Strategies Worldwide Retrieved from httpwwwmeetgreencom
13 Telschow Roger (2009) Guide for the Responsible Print Buyer United States of America
SUSTAINABLE MEETINGS GUIDE Version 24
18
or meeting for 20 or more people Note that the pricing structure for this is being evaluated to encourage the use of dishware over disposables
Eat sustainable amp local Go organic where possible Opt for seasonal and locally grown produce-based meals Order sustainable seafood Also consider a limited meat menu - raising animals for food requires more energy water and other inputs than growing grains or vegetables HQ Only You can work directly with RA at the IFC through ifceventsifcorg or at the World Bank Buildings - extension 82000 or email WBeventsworldbankorg RA follows the Monterey Bay Aquariums suggestions for sustainable seafood
Request Fair Trade organic andor shade grown coffee and tea HQ Only Restaurant Associates default for coffee served at meetings and events is Starbuckrsquos Fair Trade coffees- there is no additional charge for these choices
Compost it If disposables must be used be sure they are biodegradable or can be composted Also ensure the venue has set up means to collect and compost those disposables HQ Only The MC and F (as of
November 2010) buildings currently have the capacity to compost Make sure that any food or compostable serving
ware remaining after your meeting is composted by sending an email to WBeventsworldbankorg
Donrsquot pre-fill When hosting a sit down event ask caterers not to pre-fill glasses of water at banquet tables- this can save substantial amounts of wasted water for large events
Lose the packaging When placing your catering order specify to use bulk serving containers instead of individual serving sizes of butter spreads etc Request carafes of water rather than individual water bottles etc Similarly request meals be provided on platters rather than individually packaged Request bulk dispensers for all condiments sugar salt amp pepper cream butter etc HQ Only Please place these requests in the ldquoSpecial Commentsrdquo section of the RA online form when placing your catering order
Donate Inform caterers of the exact number of participants and re-evaluate quantity needed during the meeting to help avoid waste Ask your caterer to donate leftovers to local charities HQ Only RA donates excess food production to DC Central Kitchen on an as-needed basis Food that has been served in a buffet is disposed in accordance with healthy and safety regulations
Communicate it Ask your caterer to create small table-top signs by food highlighting sustainability efforts (sustainable no packaging local etc) HQ Only You can contact IFC Events at ifceventsifcorg
Giveaways
Buy local Try purchasing items that are made as close to where you will need to ship them This minimizes the time it will take the product to arrive the amount you will spend on shipping and your carbon footprint in terms of transportation and fuel
The gift that keeps on giving Encourage the purchase of useful giveaways such as travel mugs aluminum water bottles USB drives and other such items that participants can reuse again and again This helps to minimize the amount of waste going to the landfill from items that are intended for one-time use
Whatrsquos in [the material] for me If you are sourcing giveaways such as t-shirts reusable canvas bags etc consider requesting organic cotton or that your items are made of organic andor sustainable materials Materials such as organic cotton organic hemp organic wool kapok buckwheat or millet hulls or silk are comfortable and
sustainable Also make sure to ask that the product is Polyvinyl chloride (PVC) and Bisphenol A (BPA) free
Get your facts Just because your vendor is telling you the product is green may not always mean it is Remember that they are trying to sell you something There are many suppliers who obtain certifications (either for certain products or their entire business) to show they follow industry best practices vis-agrave-vis environmental and social responsibility Ask your supplier if they have obtained any such certifications or adhere to any sustainable principles
that they can verify HQ Only Refer to Annex 6 in this Guide for a list of WBG-approved giveaway vendors who
source sustainable giveaways
Transportation
By train bus or bike Communicate to outside attendees the public transportation accessibility of your WB of IFC office building to discourage use of vehicles
SUSTAINABLE MEETINGS GUIDE Version 24
19
Checklist for Off-Site Events
The World Bank Group Knows Sustainable Meetings
Whether yoursquore greening a local meeting for 6 people or an international meeting for hundreds there are many
tools within the WBGrsquos resources that can help you successfully minimize your meetingrsquos footprint and save money
Getting Started Things to Ask
Why does your department want to go green
If there are additional costs involved in hosting a sustainable event are you willing to commit to this financially Consider that you may also be saving money on something items as well
Are you interested in greening only one or two components of your event or most of the event
What do you and your meeting planning committee see as the most important component to a sustainable event
Printing and Paper Guidelines
Go paperless (or slim it down) Provide participants with a CD or USB stick with all the conference material or send electronically after the events Have printingcopying facilities available on request at the venue for attendees that must print hard copies of materials
Start with the printer Choose environmentally responsible printing companies for external printing contracts HQ
Only Refer to Annex 6 in this Guide for a list of printers that have sustainable practices
Print it green Use 100 recycled with a minimum of 65 of post consumer waste content avoid glossy publications give preference to soy based or vegetable oil inks for all printing purposes and make all necessary handouts black and white (when possible) and double-sided
Sustainable note-taking Use reusable dry-mark erasable boards or blackboards instead of paper flip charts if available Ensure ldquonon-toxicrdquo markers are used
Generalize it Design and write all materials produced for the meeting (such as banners posters signs place cards) with generic language (do not put dates or locations) to allow them to be reused for other meetings
Poster printing You can save money and paper by reusing the foam backing to your existing posters Just reprint the front and glue on a new one
E-signs Ask your venue if they have electronic screens where you can display your event information without the need of a poster or easel Make sure to get the right dimensions so that you can design your sign so it doesnrsquot look stretched out
Survey says If distributing surveys at the meeting consider printing on 100 recycled paper double sided For post-conference follow up send the survey electronically
Sustainable Catering
Choose dishware Disposable cups plates and flatware not only add to landfills they also donrsquot deliver the same ldquofirst-classrdquo catering service experience
Eat sustainable amp local Go organic where possible Opt for seasonal and locally grown produce-based meals Buying locally grown products helps support the communities and offers fresher seasonal choices without the transportation impact Consider a limited meat menu - raising animals for food requires more energy water and
other inputs than growing grains or vegetables HQ Only Refer to Annex 6 in this Guide for a list of restaurants in the
DC area that have sustainable practices
Choose sustainable seafood Request your caterer to follow the Monterey Bay Aquariumrsquos Seafood Watch guide As consumer demand for seafood increases it is depleting fish stocks around the world and harming oceans
Request Fair Trade organic andor shade grown coffee and tea
SUSTAINABLE MEETINGS GUIDE Version 24
20
Compost it If disposables must be used be sure they are biodegradable or can be composted Also ensure the venue has set up means to collect and compost those disposables Compostable items thrown in with regular trash will end up in the landfill ndash and most landfill conditions do not allow for decomposition
Donrsquot pre-fill Ask your caterer not to pre-fill glasses of water at banquet tables - this can save substantial amounts of wasted water for large events
Lose the packaging Request your caterer to provide liquids in carafes ndash including water and juices Individual bottles require fossil fuels to be produced packaged and transported eventually ending up in landfills Similarly request meals be provided on platters rather than individually packaged
Bulk up Request bulk dispensers for all condiments sugar salt amp pepper cream butter etc
Communicate it Ask your caterer to create small table-top signs by food highlighting sustainability efforts (sustainable no packaging local etc)
Selecting a VenueHotel for Overnight Guests
Visit GSDrsquos Approved-Offsite Venues and here for GSDrsquos Approved Hotels HQ Only Refer to Annex 6 in this Guide for
a list of hotels in the DC area that have sustainable practices in place
Ask potential venueshotels to send you a summary of the environmental measures they have in place Does the venue participate in any recycling programs Do they practice energy conservation Is this type of information advertised to the public Learning about a venuersquos best practices may help you get some great ideas for your next meeting
Is the venuehotel willing to work with your meetingrsquos sustainable needs Many times venues wonrsquot have their own sustainable agenda but if asked some venues may be willing to modify services to accommodate your requests
Is the venuehotel accessible by public transportation from the airport or the downtown area Is it also close to other event locations to minimize the need for ground transportation
Selecting Sustainable Ground Transportation
Destination Choose a destination with minimal travel Shorter distances = less environmental impact
HotelVenue location When booking a hotel or venue consider choosing one that is located near public transportation (Metro bus stop train station etc) or an airport if most people are arriving by plane
Public transport when possible Encourage the use of public transportation when possible Provide information complimentary passes and maps in guest packages
Keep it close Locate all venues within walking distance of one another For example having your evening reception at a restaurant within safe walking distance from the hotel saves you both time and money
Alternative fuel If you have to move a number of meeting attendees from one place to another using mini-buses or vans ask your transportation carrier if they own or lease any fuel efficient or hybrid vehicles HQ Only Refer to
Annex 6 in this Guide for a list of WBG-approved transportation vendors who use energy-efficient vehicles
Turn it off If you hire a ground transportation provider request the company to instruct drivers for your event to minimize idling of vehicles when waiting for guests
GiveawaysOther
Buy local Try purchasing items that are made as close to where you will need to ship them This minimizes the time it will take the product to arrive the amount you will spend on shipping and your carbon footprint in terms of transportation and fuel For example avoid items made abroad if your meetingevent is taking place in the United States
The gift that keeps on giving Encourage the purchasing of useful giveaways such as travel mugs aluminum water bottles USB drives and other such items that participants can reuse again and again This helps to minimize the
amount of waste going to the landfill from items that are intended for one-time use HQ Only Refer to Annex 6 in
this Guide for a list of vendors that have eco-friendly giveaways
SUSTAINABLE MEETINGS GUIDE Version 24
21
Whatrsquos in [the material] for me If you are sourcing giveaways such as t-shirts reusable canvas bags etc consider requesting organic cotton or that your items be made of organic andor sustainable materials Materials such as organic cotton organic hemp organic wool kapok buckwheat or millet hulls or silk are comfortable and
sustainable Also make sure to ask that the product is Polyvinyl chloride (PVC) and Bisphenol A (BPA) free
Get your facts Just because your vendor is telling you the product is green may not always mean it is Remember that they are trying to sell you something There are many suppliers who obtain certifications (either for certain products or their entire business) to show they follow industry best practices vis-agrave-vis environmental and social responsibility Ask your supplier if they have obtained any such certifications or adhere to any sustainable principles that they can verify
Efficient shipping Consider having your giveaways shipped directly to the venue or hotel where yoursquoll be giving these out This saves fuel emissions and costs than having to ship twice (once to your offices and once to the venuehotel)
Make it Carbon Neutral The Corporate Responsibility and Footprint programs can help you calculate the emissions from your event and work with you to offset these emissions
If you print this guide please only print it black and white and double-sided
ANNEX 1 ndash SELECTING A PRINT SHOP
Below is suggested language for a phone conversation formal Request for Information (RFI) Request for Proposal (RFP)
or any written communication This will allow you to easily collect information about a print shoprsquos products and services
that have minimal environmental impacts as well as efforts of the print shop to minimize the environmental impacts of
their operations This can also be used as a guide for sustainable printing and paper options that you should consider for
your print jobs
The World Bank Grouprsquos Commitment to Sustainability The World Bank Group (WBG) is committed to minimizing the environmental impact of its internal business operations This includes ensuring resource efficiency minimizing waste providing healthy surroundings in which to work and giving back to local communities where we do work This approach is consistent with our mission We will achieve our objectives by working in partnership with vendors whose products and services align with our commitment to sustainability
Printing Services Checklist
Basic YN Notes
Do you offer paper options that have high recycled content (ideally 100) with post-consumer waste recycled fiber content (also ideally 100)
Do you use a certification to verify environmentally responsible pulp and paper sources such as FSC or SFI
Can files be proofed electronically
Do you have binding options that break down easily during recycling process or do not need to be removed to recycle printed piece
Do you use vegetable-based inks for printing with the lowest VOC rating
Do you offer paper that is uncoated and either totally Chlorine
Free (TCF) process chlorine free (PCF) or elemental chlorine free
(ECF)
Going Further YN Notes
Does the paper mill use renewable power sources or have other established conservation or recycling practices
Is digital lsquoprint on demandrsquo or waterless printing available
Are you an FSC-certified printer If not can you provide
documentation of an environmental management system
SUSTAINABLE MEETINGS GUIDE Version 24
23
ANNEX 2 ndash SELECTING A CATERER
Below is suggested language for a phone conversation formal Request for Information (RFI) Request for Proposal (RFP)
or any written communication This will allow you to easily collect information about a catererrsquos products and services
they can offer you that have minimal environmental impacts It also collects information on the catererrsquos efforts to
minimize the environmental impacts of their business operations This can also be used as a guide for sustainable
catering options that you should consider for your event
The World Bank Grouprsquos Commitment to Sustainability The World Bank Group (WBG) is committed to minimizing the environmental impact of its internal business operations This includes ensuring resource efficiency minimizing waste providing healthy surroundings in which to work and giving back to local communities where we do work This approach is consistent with our mission We will achieve our objectives by working in partnership with vendors whose products and services align with our commitment to sustainability
Catering Products and Services
Basic YN Notes
Can water bottles be replaced by filtered water pitchers
Can dishware be used instead of disposable serving-ware This includes omitting to-go coffee cups and other to-go containers
Can bulk dispensers be used for sugar salt pepper cream butter
jams and other condiments
Can organic andor local food options be provided for menu selections
Are sustainable seafood options provided for menu selections If so what guideprogram is used to ensure responsible selections (such as the Monterey Bay Aquariumrsquos Seafood Watch Guide )
Is organic shade grown andor fair trade coffee and tea available
Can meals be served family style buffet or on platters rather than individually packaged
Going Further YN Notes
Are there means to collect and compost food waste as well as any biodegradable disposables and serving-ware used
Can table tents or informative signage be provided letting attendees know about sustainability efforts (such as ldquoOrganicrdquo ldquoLocalrdquo ldquoBulk to avoid packagingrdquo)
Is any portion of the catering services outsourced to socially
responsible nonprofits or other community needs groups
Is unused food donated to a local shelter or nonprofit
SUSTAINABLE MEETINGS GUIDE Version 24
24
ANNEX 3 ndash CHECKLIST FOR CATERING at HQ by RESTAURANT ASSOCIATES For meetings and events planned by HQ-based WBG staff at the Main Complex F J or H Building you are required to use the catering
services provided by Restaurant Associates Restaurant Associates is dedicated to providing excellent service at WBG properties and
can accommodate most catering needs Below is a list of suggested sustainable catering options for you to discuss with RA along
with a list of RArsquos default green products and services as an FYI
RArsquos Default Sustainable Options include
Fair Trade coffee Compostable disposables Donating excess production to DC Central Kitchen on an as-needed basis Follows sustainability guidelines in accordance with Monterey Bay Aquarium guide
CHECKLIST FOR RESTAURANT ASSOCIATES CATERING
Minimizing waste from service options Notes for Meeting Planners Cost Implications
Pitchers of water provided instead of bottled water
To request this option include instructions in the Comments Box of the online RA order form
At the IFC filtered water is served in pitchers as the default with no extra charge Please include this
request under the comments section In WB buildings the water pitcher policy is under review Details to follow in later FY12 You should always
contact your caterer directly in regards to this
Pitchers of all beverages (juices ice tea etc) can be served instead of individual bottles
To request this option for orange grapefruit and aqua fresco you can click on ldquoBeverages-
NonAlcoholicrdquo and select the pitchers of juice you like For other pitchers such as Iced Tea and apple juice include instructions in the Comments Box of
the online RA order form
$1350 per half gallon is the current pricing
Dishware can be used instead of paper or plastic serving-ware This includes omitting to-go coffee cups and other to-go containers
When ordering online include in the comments section ldquodishware onlyrdquo and possibly list a few items you do not want to have such as disposable coffee
cups plates and cutlery
Restaurant Associatersquos charge for dishware is $75 in tier two rooms but if calculating costs of disposables it is actually a savings anytime you host an event or
meeting for 20 or more people
Single-serve condiments can be eliminated from an event Alternative is to serve condiments (sugar salt pepper cream butter jams mayo mustard salad dressing etc) in bulk dispensers bowls etc
To request this option include instructions in the Comments Box of the RA order form
None
ldquoBoxed lunchesrdquo can be served on trays -rather than individual boxes- and replacing single serve condimentschips with bulk serving options
To request this option include instructions in the Comments Box of the RA online order form If there is a need for staff to bring their lunches back to their
office brown bags can be provided
None
Sustainable menu options Notes for Meeting Planners Cost Implications Organic andor locally sourced menu options are available
RA promotes the use of local and natural (no growth
hormones or additives) products based on season
and region Therefore menu options may be
limited
These items typically cost 30- 50 more
Limited (or no) meat menu can be prepared with a range of vegetarian options diverse in flavorstextures
RA can provided excellent vegetarian options upon
request Some online options are all vegetarian and
some menus can be customized with RA directly
Vegetarian options tend to cost less than meat
options
Organic wine or beer can be purchased Natura brand organic wines are available through
RA
Varies by product 30- 50 higher cost or
approximately $1195 per person
Educating attendees Notes for Meeting Planners Cost Implications
Table tents or informative signage can be
provided letting attendees know about
sustainability of foodbeverageservice
(highlighting what is local organic fair-trade
bulk serving dishware)
RA is happy to set up table tents with titles of the
food items being served at the event Just email
Michelle Perry at MPerryifcorg for your specific
requests
None
SUSTAINABLE MEETINGS GUIDE Version 24
25
ANNEX 4 ndash SELECTING A VENUE
Below is suggested language for a phone conversation formal Request for Information (RFI) Request for Proposal (RFP) or any written communication This will allow you to easily collect information about a venuersquos services that have minimal environmental impacts as well as efforts of the venue to minimize the environmental impacts of their operations This can also be used as a guide for what sustainable options that to look for when selecting a venue The World Bank Grouprsquos Commitment to Sustainability The World Bank Group (WBG) is committed to minimizing the environmental impact of its internal business operations This includes ensuring resource efficiency minimizing waste providing healthy surroundings in which to work and giving back to local communities where we do work This approach is consistent with our mission We will achieve our objectives by working in partnership with vendors whose products and services align with our commitment to sustainability
Venue
Basic YN Notes
Venue is in close proximity to public transport airport connection hotels or other
event venues
Venue provides visible and accessible reduction reuse and recycling services for
paper metal plastic and glass
The venue has an energy management program ensuring temperature is kept at
reasonable levels (such as 72 degrees Fahrenheit in summer 68 in winter) and that
this can be adjusted according to the dress code for an event
Venue instructs staff to shut off HVAClights when guests are not in meeting rooms
or other areas of the facility
Venue trains its staff to implement its environmental policies
Venue purchases environmentally preferable products (recycled paper products
green cleaning products etc)
Going Further YN Notes
Venue has an environmental policy and action plan covering sustainable
procurement energy saving catering services cleaning transport and waste
Venue is third party certified (examples in US LEED building Green Seal hotel etc)
If venue is not third party certified it follows sustainability principles such as
installed high insulation designed to maximize the use of daylight uses energy
efficient lighting and water-saving appliances in kitchen and toilets
Venue uses renewable energy on site or buys Renewable Energy Certificates
Venue separates and composts its organics or will work with organizer to instate a
program
Venue purchases environmentally responsible cleaning products for carpets floors
kitchens and bathrooms (minimum 50 percent of products are environmentally
responsible)
Venue requests that suppliers have environmentally responsible policies and
supports vendors who do
SUSTAINABLE MEETINGS GUIDE Version 24
26
ANNEX 5 ndash SELECTING A HOTEL For Overnight Guests
Below is suggested language for a phone conversation formal Request for Information (RFI) Request for Proposal (RFP) or any
written communication This will allow you to easily collect information about a hotelrsquos services that have minimal environmental
impacts as well as efforts of the hotel to minimize the environmental impacts of their operations This can also be used as a guide for
what sustainable options that to look for when selecting a hotel venue
The World Bank Grouprsquos Commitment to Sustainability The World Bank Group (WBG) is committed to minimizing the environmental impact of its internal business operations This includes ensuring resource efficiency minimizing waste providing healthy surroundings in which to work and giving back to local communities where we do work This approach is consistent with our mission We will achieve our objectives by working in partnership with vendors whose products and services align with our commitment to sustainability
Selecting a Hotel
Basic YN Notes
Hotel is located within walking distance of the meeting venue and is easily accessible by public
transport
Hotel implements water-conservation practices including low-flow showerheads and toilets
Hotel implements a recycling program
Hotel implements energy efficiency practices ensuring temperature is kept at reasonable levels
(such as 72 degrees Fahrenheit in summer 68 in winter) and HVACelectricity is turned off when
rooms are not used
Heating and air conditioning systems are easy for guests to operate (and adjust when necessary)
Hotel has a linen reuse program and place-cards in each room letting guests know of this
Hotel participates in paperless check-inout procedures
Hotel instructs staff to shut off HVAClights when guests are not in their rooms or other areas of
the facility
Going Further YN Notes
Hotel has an environmental policy and action plan covering sustainable procurement energy
saving catering services cleaning transport and waste
Hotel is third party certified (in the US examples include LEED building Green Seal hotel etc)
If Hotel is not third party certified it follows sustainability principles such as installed high
insulation designed to maximize the use of daylight uses energy efficient lighting and water-
saving appliances in kitchen and toilets
Hotel trains its staff to implement its environmental policies
Hotel uses renewable energy on site or buys Renewable Energy Certificates
Hotel separates and composts its organics or will work with organizer to instate a program
Hotel that offers bulk dispensers for shampoos and soaps in guest rooms
Hotel purchases environmentally preferable products (recycled hand towels toilet paper etc)
Hotel requests vendors to have environmentally responsible policies and supports vendors who
do
SUSTAINABLE MEETINGS GUIDE Version 24
27
Hotel purchases environmentally responsible cleaning products for carpets floors kitchens and
bathrooms (minimum 50 percent of products are environmentally responsible)
Hotel delivers newspapers to rooms only if requested and not wrapped in plastic bag
Guest laundry containers are reusable (eg baskets)
Going Even Further YN Notes
Hotel utilizes rain water andor grey water in its buildings
Hotel key cards are linked to energy appliances (ex light automatically switch off when people
leave the room)
Hotel groundsrsquo practices are sustainable (ex only local plants tolerant of local climate are used
etc)
Insulating covers are installed on all indoor and outdoor swimming pools and hot tubs to reduce
both energy and water use (ie evaporation)
Automatic controls are in place for heating and cooling with levels set to the minimum necessary
for comfort
Hotel vehicles operated are efficient and low emission
If you print this guide please only print it black and white and double-sided
ANNEX 6 - World Bank Group Approved Sustainable Vendors for Headquarters
Restaurants (close to WBG Headquarters buildings)
Company Name VIN Contact Information Website Best Used Forhellip
Founding Farmers NA 1924 Pennsylvania Ave NW
202-822-8783
Link Client LunchesDinners
Nora NA 2132 Florida Avenue NW
(202) 462-5143
Link Client LunchesDinners
Farmers and Fishers NA 3000 K Street NW
202-298-0003
Link Client LunchesDinners
Print Shops Company Name VIN Contact Information Website Best Used Forhellip
Plaza Art Store
NA 1990 K Street (2nd Floor)
202-331-7090
Purchasing Foam Poster Boards
EcoPrint 120419 Roger 301-585-7077 Link Sustainable printing needs
Giveaways amp Supplies Company Name VIN Contact Information Website Best Used Forhellip
Fairview Specialties 16952 Rick 410-242-1217 x 1602 Link Eco-Giveaways
ePromos 86267 1-877-377-6667 Link Eco-Giveaways
Advertise America 9830 1-800-579-4883 Link Eco-Giveaways
Office Max Office Max Link Environmentally-friendly office products
ReBinder Office Max Link Recycled Binders
Transportation Company Name VIN Contact Information Website Best Used Forhellip
Veolia Transportation 111458 Alex Cournol 301-965-2080 Fuel Efficient sedans SUVs motor coaches
Sunnys Executive Sedan 4517 1-800-949-0949 Fuel Efficient Sedans amp SUVs
Hotels (close to WBG Headquarters buildings) Reserve through American Express
Company Name VIN Contact Information Website Best Used Forhellip
Beacon Hotel 88406 1615 Rhode Island Avenue NW Link Hotel rooms
Washington Circle Hotel 9062 One Washington Circle NW Link Hotel rooms unique venue
Fairmont Hotel 7073 2401 M Street NW Link Hotel rooms
Topaz Hotel 1733 N Street NW Link Hotel rooms
Hotel Rouge 1315 16th
Street NW Link Hotel rooms
Hotel Palomar 2121 P Street NW Link Hotel rooms
Food amp Wine
Company Name VIN Contact Information Website Best Used Forhellip
Calypso Wine Distributors 114860 Beth-ann Roth 703-464-5550
1725 Eye Street NW Ste 300
Link Giveaways specialty wine at events
Note The above companies have been selected to help you get started If you have additional recommendations or
know of any other WB-approved vendors please contact Vanessa Ferragut to get these added to the next version
SUSTAINABLE MEETINGS GUIDE Version 24
29
References
1 ldquoLivestock and Climate Changerdquo World Watch Institute Retrieved from
httpwwwworldwatchorgfilespdfLivestock20and20Climate20Changepdf
2 Blue Green Meetings Retrieved from httpwwwbluegreenmeetingsorgSuppliersAccommodationshtm
3 Spatrisano A amp Wilson N (2007) Simple Steps to Green Meetings and Events United States of America
4 Tesdahl Ben (2008) Meetings Law Spelling Out lsquoGreenrsquo in Black and White Meetings Industry Megasite
Retrieved from httpwwwmimegasitecommimegasitearticlesarticle_displayjspvnu_content_id=1003849215
5 Barbara Scofidio (July 8 2009) Green It and Mean It Meetings Net Retrieved from
httpmeetingsnetcomnewsgreen-effort-meetings-0708
6 Wallace E Mathai M Heath A Convention Industry Council (2008) Convention Industry Council Manual 8th
Edition Washington DC
7 Cortese Amy (2009 September) Are We Doing Enough One Magazine September Issue
8 Hill Lori (2009) If You Green It They Will Come [PowerPoint slides] lori hill event productions Retrieved from
IFC Footprint website httpifcnetifcorgintranetfootprintnsfAttachmentsByTitlepres_EarthDay2009_IfYouGreenIt$FILEIf+You+Green+It+They+Will+Comepdf
9 UNEP ICLEI (2009) Green Meeting Guide 2009 Roll out the Green Carpet for your Participants
10 Kaplan Jonathan National Resource Defense Council ldquoEat Green Our everyday food choices affect global
warming and the environmentrdquo Retrieved from wwwnrdcorg
11 ldquoLivestockrsquos Long Shadowrdquo by Food and Agriculture Organization of the United Nations Retrieved from
httpwwwfaoorgdocrep010a0701ea0701e00HTM
12 Meeting Strategies Worldwide Retrieved from httpwwwmeetgreencom
13 Telschow Roger (2009) Guide for the Responsible Print Buyer United States of America
SUSTAINABLE MEETINGS GUIDE Version 24
19
Checklist for Off-Site Events
The World Bank Group Knows Sustainable Meetings
Whether yoursquore greening a local meeting for 6 people or an international meeting for hundreds there are many
tools within the WBGrsquos resources that can help you successfully minimize your meetingrsquos footprint and save money
Getting Started Things to Ask
Why does your department want to go green
If there are additional costs involved in hosting a sustainable event are you willing to commit to this financially Consider that you may also be saving money on something items as well
Are you interested in greening only one or two components of your event or most of the event
What do you and your meeting planning committee see as the most important component to a sustainable event
Printing and Paper Guidelines
Go paperless (or slim it down) Provide participants with a CD or USB stick with all the conference material or send electronically after the events Have printingcopying facilities available on request at the venue for attendees that must print hard copies of materials
Start with the printer Choose environmentally responsible printing companies for external printing contracts HQ
Only Refer to Annex 6 in this Guide for a list of printers that have sustainable practices
Print it green Use 100 recycled with a minimum of 65 of post consumer waste content avoid glossy publications give preference to soy based or vegetable oil inks for all printing purposes and make all necessary handouts black and white (when possible) and double-sided
Sustainable note-taking Use reusable dry-mark erasable boards or blackboards instead of paper flip charts if available Ensure ldquonon-toxicrdquo markers are used
Generalize it Design and write all materials produced for the meeting (such as banners posters signs place cards) with generic language (do not put dates or locations) to allow them to be reused for other meetings
Poster printing You can save money and paper by reusing the foam backing to your existing posters Just reprint the front and glue on a new one
E-signs Ask your venue if they have electronic screens where you can display your event information without the need of a poster or easel Make sure to get the right dimensions so that you can design your sign so it doesnrsquot look stretched out
Survey says If distributing surveys at the meeting consider printing on 100 recycled paper double sided For post-conference follow up send the survey electronically
Sustainable Catering
Choose dishware Disposable cups plates and flatware not only add to landfills they also donrsquot deliver the same ldquofirst-classrdquo catering service experience
Eat sustainable amp local Go organic where possible Opt for seasonal and locally grown produce-based meals Buying locally grown products helps support the communities and offers fresher seasonal choices without the transportation impact Consider a limited meat menu - raising animals for food requires more energy water and
other inputs than growing grains or vegetables HQ Only Refer to Annex 6 in this Guide for a list of restaurants in the
DC area that have sustainable practices
Choose sustainable seafood Request your caterer to follow the Monterey Bay Aquariumrsquos Seafood Watch guide As consumer demand for seafood increases it is depleting fish stocks around the world and harming oceans
Request Fair Trade organic andor shade grown coffee and tea
SUSTAINABLE MEETINGS GUIDE Version 24
20
Compost it If disposables must be used be sure they are biodegradable or can be composted Also ensure the venue has set up means to collect and compost those disposables Compostable items thrown in with regular trash will end up in the landfill ndash and most landfill conditions do not allow for decomposition
Donrsquot pre-fill Ask your caterer not to pre-fill glasses of water at banquet tables - this can save substantial amounts of wasted water for large events
Lose the packaging Request your caterer to provide liquids in carafes ndash including water and juices Individual bottles require fossil fuels to be produced packaged and transported eventually ending up in landfills Similarly request meals be provided on platters rather than individually packaged
Bulk up Request bulk dispensers for all condiments sugar salt amp pepper cream butter etc
Communicate it Ask your caterer to create small table-top signs by food highlighting sustainability efforts (sustainable no packaging local etc)
Selecting a VenueHotel for Overnight Guests
Visit GSDrsquos Approved-Offsite Venues and here for GSDrsquos Approved Hotels HQ Only Refer to Annex 6 in this Guide for
a list of hotels in the DC area that have sustainable practices in place
Ask potential venueshotels to send you a summary of the environmental measures they have in place Does the venue participate in any recycling programs Do they practice energy conservation Is this type of information advertised to the public Learning about a venuersquos best practices may help you get some great ideas for your next meeting
Is the venuehotel willing to work with your meetingrsquos sustainable needs Many times venues wonrsquot have their own sustainable agenda but if asked some venues may be willing to modify services to accommodate your requests
Is the venuehotel accessible by public transportation from the airport or the downtown area Is it also close to other event locations to minimize the need for ground transportation
Selecting Sustainable Ground Transportation
Destination Choose a destination with minimal travel Shorter distances = less environmental impact
HotelVenue location When booking a hotel or venue consider choosing one that is located near public transportation (Metro bus stop train station etc) or an airport if most people are arriving by plane
Public transport when possible Encourage the use of public transportation when possible Provide information complimentary passes and maps in guest packages
Keep it close Locate all venues within walking distance of one another For example having your evening reception at a restaurant within safe walking distance from the hotel saves you both time and money
Alternative fuel If you have to move a number of meeting attendees from one place to another using mini-buses or vans ask your transportation carrier if they own or lease any fuel efficient or hybrid vehicles HQ Only Refer to
Annex 6 in this Guide for a list of WBG-approved transportation vendors who use energy-efficient vehicles
Turn it off If you hire a ground transportation provider request the company to instruct drivers for your event to minimize idling of vehicles when waiting for guests
GiveawaysOther
Buy local Try purchasing items that are made as close to where you will need to ship them This minimizes the time it will take the product to arrive the amount you will spend on shipping and your carbon footprint in terms of transportation and fuel For example avoid items made abroad if your meetingevent is taking place in the United States
The gift that keeps on giving Encourage the purchasing of useful giveaways such as travel mugs aluminum water bottles USB drives and other such items that participants can reuse again and again This helps to minimize the
amount of waste going to the landfill from items that are intended for one-time use HQ Only Refer to Annex 6 in
this Guide for a list of vendors that have eco-friendly giveaways
SUSTAINABLE MEETINGS GUIDE Version 24
21
Whatrsquos in [the material] for me If you are sourcing giveaways such as t-shirts reusable canvas bags etc consider requesting organic cotton or that your items be made of organic andor sustainable materials Materials such as organic cotton organic hemp organic wool kapok buckwheat or millet hulls or silk are comfortable and
sustainable Also make sure to ask that the product is Polyvinyl chloride (PVC) and Bisphenol A (BPA) free
Get your facts Just because your vendor is telling you the product is green may not always mean it is Remember that they are trying to sell you something There are many suppliers who obtain certifications (either for certain products or their entire business) to show they follow industry best practices vis-agrave-vis environmental and social responsibility Ask your supplier if they have obtained any such certifications or adhere to any sustainable principles that they can verify
Efficient shipping Consider having your giveaways shipped directly to the venue or hotel where yoursquoll be giving these out This saves fuel emissions and costs than having to ship twice (once to your offices and once to the venuehotel)
Make it Carbon Neutral The Corporate Responsibility and Footprint programs can help you calculate the emissions from your event and work with you to offset these emissions
If you print this guide please only print it black and white and double-sided
ANNEX 1 ndash SELECTING A PRINT SHOP
Below is suggested language for a phone conversation formal Request for Information (RFI) Request for Proposal (RFP)
or any written communication This will allow you to easily collect information about a print shoprsquos products and services
that have minimal environmental impacts as well as efforts of the print shop to minimize the environmental impacts of
their operations This can also be used as a guide for sustainable printing and paper options that you should consider for
your print jobs
The World Bank Grouprsquos Commitment to Sustainability The World Bank Group (WBG) is committed to minimizing the environmental impact of its internal business operations This includes ensuring resource efficiency minimizing waste providing healthy surroundings in which to work and giving back to local communities where we do work This approach is consistent with our mission We will achieve our objectives by working in partnership with vendors whose products and services align with our commitment to sustainability
Printing Services Checklist
Basic YN Notes
Do you offer paper options that have high recycled content (ideally 100) with post-consumer waste recycled fiber content (also ideally 100)
Do you use a certification to verify environmentally responsible pulp and paper sources such as FSC or SFI
Can files be proofed electronically
Do you have binding options that break down easily during recycling process or do not need to be removed to recycle printed piece
Do you use vegetable-based inks for printing with the lowest VOC rating
Do you offer paper that is uncoated and either totally Chlorine
Free (TCF) process chlorine free (PCF) or elemental chlorine free
(ECF)
Going Further YN Notes
Does the paper mill use renewable power sources or have other established conservation or recycling practices
Is digital lsquoprint on demandrsquo or waterless printing available
Are you an FSC-certified printer If not can you provide
documentation of an environmental management system
SUSTAINABLE MEETINGS GUIDE Version 24
23
ANNEX 2 ndash SELECTING A CATERER
Below is suggested language for a phone conversation formal Request for Information (RFI) Request for Proposal (RFP)
or any written communication This will allow you to easily collect information about a catererrsquos products and services
they can offer you that have minimal environmental impacts It also collects information on the catererrsquos efforts to
minimize the environmental impacts of their business operations This can also be used as a guide for sustainable
catering options that you should consider for your event
The World Bank Grouprsquos Commitment to Sustainability The World Bank Group (WBG) is committed to minimizing the environmental impact of its internal business operations This includes ensuring resource efficiency minimizing waste providing healthy surroundings in which to work and giving back to local communities where we do work This approach is consistent with our mission We will achieve our objectives by working in partnership with vendors whose products and services align with our commitment to sustainability
Catering Products and Services
Basic YN Notes
Can water bottles be replaced by filtered water pitchers
Can dishware be used instead of disposable serving-ware This includes omitting to-go coffee cups and other to-go containers
Can bulk dispensers be used for sugar salt pepper cream butter
jams and other condiments
Can organic andor local food options be provided for menu selections
Are sustainable seafood options provided for menu selections If so what guideprogram is used to ensure responsible selections (such as the Monterey Bay Aquariumrsquos Seafood Watch Guide )
Is organic shade grown andor fair trade coffee and tea available
Can meals be served family style buffet or on platters rather than individually packaged
Going Further YN Notes
Are there means to collect and compost food waste as well as any biodegradable disposables and serving-ware used
Can table tents or informative signage be provided letting attendees know about sustainability efforts (such as ldquoOrganicrdquo ldquoLocalrdquo ldquoBulk to avoid packagingrdquo)
Is any portion of the catering services outsourced to socially
responsible nonprofits or other community needs groups
Is unused food donated to a local shelter or nonprofit
SUSTAINABLE MEETINGS GUIDE Version 24
24
ANNEX 3 ndash CHECKLIST FOR CATERING at HQ by RESTAURANT ASSOCIATES For meetings and events planned by HQ-based WBG staff at the Main Complex F J or H Building you are required to use the catering
services provided by Restaurant Associates Restaurant Associates is dedicated to providing excellent service at WBG properties and
can accommodate most catering needs Below is a list of suggested sustainable catering options for you to discuss with RA along
with a list of RArsquos default green products and services as an FYI
RArsquos Default Sustainable Options include
Fair Trade coffee Compostable disposables Donating excess production to DC Central Kitchen on an as-needed basis Follows sustainability guidelines in accordance with Monterey Bay Aquarium guide
CHECKLIST FOR RESTAURANT ASSOCIATES CATERING
Minimizing waste from service options Notes for Meeting Planners Cost Implications
Pitchers of water provided instead of bottled water
To request this option include instructions in the Comments Box of the online RA order form
At the IFC filtered water is served in pitchers as the default with no extra charge Please include this
request under the comments section In WB buildings the water pitcher policy is under review Details to follow in later FY12 You should always
contact your caterer directly in regards to this
Pitchers of all beverages (juices ice tea etc) can be served instead of individual bottles
To request this option for orange grapefruit and aqua fresco you can click on ldquoBeverages-
NonAlcoholicrdquo and select the pitchers of juice you like For other pitchers such as Iced Tea and apple juice include instructions in the Comments Box of
the online RA order form
$1350 per half gallon is the current pricing
Dishware can be used instead of paper or plastic serving-ware This includes omitting to-go coffee cups and other to-go containers
When ordering online include in the comments section ldquodishware onlyrdquo and possibly list a few items you do not want to have such as disposable coffee
cups plates and cutlery
Restaurant Associatersquos charge for dishware is $75 in tier two rooms but if calculating costs of disposables it is actually a savings anytime you host an event or
meeting for 20 or more people
Single-serve condiments can be eliminated from an event Alternative is to serve condiments (sugar salt pepper cream butter jams mayo mustard salad dressing etc) in bulk dispensers bowls etc
To request this option include instructions in the Comments Box of the RA order form
None
ldquoBoxed lunchesrdquo can be served on trays -rather than individual boxes- and replacing single serve condimentschips with bulk serving options
To request this option include instructions in the Comments Box of the RA online order form If there is a need for staff to bring their lunches back to their
office brown bags can be provided
None
Sustainable menu options Notes for Meeting Planners Cost Implications Organic andor locally sourced menu options are available
RA promotes the use of local and natural (no growth
hormones or additives) products based on season
and region Therefore menu options may be
limited
These items typically cost 30- 50 more
Limited (or no) meat menu can be prepared with a range of vegetarian options diverse in flavorstextures
RA can provided excellent vegetarian options upon
request Some online options are all vegetarian and
some menus can be customized with RA directly
Vegetarian options tend to cost less than meat
options
Organic wine or beer can be purchased Natura brand organic wines are available through
RA
Varies by product 30- 50 higher cost or
approximately $1195 per person
Educating attendees Notes for Meeting Planners Cost Implications
Table tents or informative signage can be
provided letting attendees know about
sustainability of foodbeverageservice
(highlighting what is local organic fair-trade
bulk serving dishware)
RA is happy to set up table tents with titles of the
food items being served at the event Just email
Michelle Perry at MPerryifcorg for your specific
requests
None
SUSTAINABLE MEETINGS GUIDE Version 24
25
ANNEX 4 ndash SELECTING A VENUE
Below is suggested language for a phone conversation formal Request for Information (RFI) Request for Proposal (RFP) or any written communication This will allow you to easily collect information about a venuersquos services that have minimal environmental impacts as well as efforts of the venue to minimize the environmental impacts of their operations This can also be used as a guide for what sustainable options that to look for when selecting a venue The World Bank Grouprsquos Commitment to Sustainability The World Bank Group (WBG) is committed to minimizing the environmental impact of its internal business operations This includes ensuring resource efficiency minimizing waste providing healthy surroundings in which to work and giving back to local communities where we do work This approach is consistent with our mission We will achieve our objectives by working in partnership with vendors whose products and services align with our commitment to sustainability
Venue
Basic YN Notes
Venue is in close proximity to public transport airport connection hotels or other
event venues
Venue provides visible and accessible reduction reuse and recycling services for
paper metal plastic and glass
The venue has an energy management program ensuring temperature is kept at
reasonable levels (such as 72 degrees Fahrenheit in summer 68 in winter) and that
this can be adjusted according to the dress code for an event
Venue instructs staff to shut off HVAClights when guests are not in meeting rooms
or other areas of the facility
Venue trains its staff to implement its environmental policies
Venue purchases environmentally preferable products (recycled paper products
green cleaning products etc)
Going Further YN Notes
Venue has an environmental policy and action plan covering sustainable
procurement energy saving catering services cleaning transport and waste
Venue is third party certified (examples in US LEED building Green Seal hotel etc)
If venue is not third party certified it follows sustainability principles such as
installed high insulation designed to maximize the use of daylight uses energy
efficient lighting and water-saving appliances in kitchen and toilets
Venue uses renewable energy on site or buys Renewable Energy Certificates
Venue separates and composts its organics or will work with organizer to instate a
program
Venue purchases environmentally responsible cleaning products for carpets floors
kitchens and bathrooms (minimum 50 percent of products are environmentally
responsible)
Venue requests that suppliers have environmentally responsible policies and
supports vendors who do
SUSTAINABLE MEETINGS GUIDE Version 24
26
ANNEX 5 ndash SELECTING A HOTEL For Overnight Guests
Below is suggested language for a phone conversation formal Request for Information (RFI) Request for Proposal (RFP) or any
written communication This will allow you to easily collect information about a hotelrsquos services that have minimal environmental
impacts as well as efforts of the hotel to minimize the environmental impacts of their operations This can also be used as a guide for
what sustainable options that to look for when selecting a hotel venue
The World Bank Grouprsquos Commitment to Sustainability The World Bank Group (WBG) is committed to minimizing the environmental impact of its internal business operations This includes ensuring resource efficiency minimizing waste providing healthy surroundings in which to work and giving back to local communities where we do work This approach is consistent with our mission We will achieve our objectives by working in partnership with vendors whose products and services align with our commitment to sustainability
Selecting a Hotel
Basic YN Notes
Hotel is located within walking distance of the meeting venue and is easily accessible by public
transport
Hotel implements water-conservation practices including low-flow showerheads and toilets
Hotel implements a recycling program
Hotel implements energy efficiency practices ensuring temperature is kept at reasonable levels
(such as 72 degrees Fahrenheit in summer 68 in winter) and HVACelectricity is turned off when
rooms are not used
Heating and air conditioning systems are easy for guests to operate (and adjust when necessary)
Hotel has a linen reuse program and place-cards in each room letting guests know of this
Hotel participates in paperless check-inout procedures
Hotel instructs staff to shut off HVAClights when guests are not in their rooms or other areas of
the facility
Going Further YN Notes
Hotel has an environmental policy and action plan covering sustainable procurement energy
saving catering services cleaning transport and waste
Hotel is third party certified (in the US examples include LEED building Green Seal hotel etc)
If Hotel is not third party certified it follows sustainability principles such as installed high
insulation designed to maximize the use of daylight uses energy efficient lighting and water-
saving appliances in kitchen and toilets
Hotel trains its staff to implement its environmental policies
Hotel uses renewable energy on site or buys Renewable Energy Certificates
Hotel separates and composts its organics or will work with organizer to instate a program
Hotel that offers bulk dispensers for shampoos and soaps in guest rooms
Hotel purchases environmentally preferable products (recycled hand towels toilet paper etc)
Hotel requests vendors to have environmentally responsible policies and supports vendors who
do
SUSTAINABLE MEETINGS GUIDE Version 24
27
Hotel purchases environmentally responsible cleaning products for carpets floors kitchens and
bathrooms (minimum 50 percent of products are environmentally responsible)
Hotel delivers newspapers to rooms only if requested and not wrapped in plastic bag
Guest laundry containers are reusable (eg baskets)
Going Even Further YN Notes
Hotel utilizes rain water andor grey water in its buildings
Hotel key cards are linked to energy appliances (ex light automatically switch off when people
leave the room)
Hotel groundsrsquo practices are sustainable (ex only local plants tolerant of local climate are used
etc)
Insulating covers are installed on all indoor and outdoor swimming pools and hot tubs to reduce
both energy and water use (ie evaporation)
Automatic controls are in place for heating and cooling with levels set to the minimum necessary
for comfort
Hotel vehicles operated are efficient and low emission
If you print this guide please only print it black and white and double-sided
ANNEX 6 - World Bank Group Approved Sustainable Vendors for Headquarters
Restaurants (close to WBG Headquarters buildings)
Company Name VIN Contact Information Website Best Used Forhellip
Founding Farmers NA 1924 Pennsylvania Ave NW
202-822-8783
Link Client LunchesDinners
Nora NA 2132 Florida Avenue NW
(202) 462-5143
Link Client LunchesDinners
Farmers and Fishers NA 3000 K Street NW
202-298-0003
Link Client LunchesDinners
Print Shops Company Name VIN Contact Information Website Best Used Forhellip
Plaza Art Store
NA 1990 K Street (2nd Floor)
202-331-7090
Purchasing Foam Poster Boards
EcoPrint 120419 Roger 301-585-7077 Link Sustainable printing needs
Giveaways amp Supplies Company Name VIN Contact Information Website Best Used Forhellip
Fairview Specialties 16952 Rick 410-242-1217 x 1602 Link Eco-Giveaways
ePromos 86267 1-877-377-6667 Link Eco-Giveaways
Advertise America 9830 1-800-579-4883 Link Eco-Giveaways
Office Max Office Max Link Environmentally-friendly office products
ReBinder Office Max Link Recycled Binders
Transportation Company Name VIN Contact Information Website Best Used Forhellip
Veolia Transportation 111458 Alex Cournol 301-965-2080 Fuel Efficient sedans SUVs motor coaches
Sunnys Executive Sedan 4517 1-800-949-0949 Fuel Efficient Sedans amp SUVs
Hotels (close to WBG Headquarters buildings) Reserve through American Express
Company Name VIN Contact Information Website Best Used Forhellip
Beacon Hotel 88406 1615 Rhode Island Avenue NW Link Hotel rooms
Washington Circle Hotel 9062 One Washington Circle NW Link Hotel rooms unique venue
Fairmont Hotel 7073 2401 M Street NW Link Hotel rooms
Topaz Hotel 1733 N Street NW Link Hotel rooms
Hotel Rouge 1315 16th
Street NW Link Hotel rooms
Hotel Palomar 2121 P Street NW Link Hotel rooms
Food amp Wine
Company Name VIN Contact Information Website Best Used Forhellip
Calypso Wine Distributors 114860 Beth-ann Roth 703-464-5550
1725 Eye Street NW Ste 300
Link Giveaways specialty wine at events
Note The above companies have been selected to help you get started If you have additional recommendations or
know of any other WB-approved vendors please contact Vanessa Ferragut to get these added to the next version
SUSTAINABLE MEETINGS GUIDE Version 24
29
References
1 ldquoLivestock and Climate Changerdquo World Watch Institute Retrieved from
httpwwwworldwatchorgfilespdfLivestock20and20Climate20Changepdf
2 Blue Green Meetings Retrieved from httpwwwbluegreenmeetingsorgSuppliersAccommodationshtm
3 Spatrisano A amp Wilson N (2007) Simple Steps to Green Meetings and Events United States of America
4 Tesdahl Ben (2008) Meetings Law Spelling Out lsquoGreenrsquo in Black and White Meetings Industry Megasite
Retrieved from httpwwwmimegasitecommimegasitearticlesarticle_displayjspvnu_content_id=1003849215
5 Barbara Scofidio (July 8 2009) Green It and Mean It Meetings Net Retrieved from
httpmeetingsnetcomnewsgreen-effort-meetings-0708
6 Wallace E Mathai M Heath A Convention Industry Council (2008) Convention Industry Council Manual 8th
Edition Washington DC
7 Cortese Amy (2009 September) Are We Doing Enough One Magazine September Issue
8 Hill Lori (2009) If You Green It They Will Come [PowerPoint slides] lori hill event productions Retrieved from
IFC Footprint website httpifcnetifcorgintranetfootprintnsfAttachmentsByTitlepres_EarthDay2009_IfYouGreenIt$FILEIf+You+Green+It+They+Will+Comepdf
9 UNEP ICLEI (2009) Green Meeting Guide 2009 Roll out the Green Carpet for your Participants
10 Kaplan Jonathan National Resource Defense Council ldquoEat Green Our everyday food choices affect global
warming and the environmentrdquo Retrieved from wwwnrdcorg
11 ldquoLivestockrsquos Long Shadowrdquo by Food and Agriculture Organization of the United Nations Retrieved from
httpwwwfaoorgdocrep010a0701ea0701e00HTM
12 Meeting Strategies Worldwide Retrieved from httpwwwmeetgreencom
13 Telschow Roger (2009) Guide for the Responsible Print Buyer United States of America
SUSTAINABLE MEETINGS GUIDE Version 24
20
Compost it If disposables must be used be sure they are biodegradable or can be composted Also ensure the venue has set up means to collect and compost those disposables Compostable items thrown in with regular trash will end up in the landfill ndash and most landfill conditions do not allow for decomposition
Donrsquot pre-fill Ask your caterer not to pre-fill glasses of water at banquet tables - this can save substantial amounts of wasted water for large events
Lose the packaging Request your caterer to provide liquids in carafes ndash including water and juices Individual bottles require fossil fuels to be produced packaged and transported eventually ending up in landfills Similarly request meals be provided on platters rather than individually packaged
Bulk up Request bulk dispensers for all condiments sugar salt amp pepper cream butter etc
Communicate it Ask your caterer to create small table-top signs by food highlighting sustainability efforts (sustainable no packaging local etc)
Selecting a VenueHotel for Overnight Guests
Visit GSDrsquos Approved-Offsite Venues and here for GSDrsquos Approved Hotels HQ Only Refer to Annex 6 in this Guide for
a list of hotels in the DC area that have sustainable practices in place
Ask potential venueshotels to send you a summary of the environmental measures they have in place Does the venue participate in any recycling programs Do they practice energy conservation Is this type of information advertised to the public Learning about a venuersquos best practices may help you get some great ideas for your next meeting
Is the venuehotel willing to work with your meetingrsquos sustainable needs Many times venues wonrsquot have their own sustainable agenda but if asked some venues may be willing to modify services to accommodate your requests
Is the venuehotel accessible by public transportation from the airport or the downtown area Is it also close to other event locations to minimize the need for ground transportation
Selecting Sustainable Ground Transportation
Destination Choose a destination with minimal travel Shorter distances = less environmental impact
HotelVenue location When booking a hotel or venue consider choosing one that is located near public transportation (Metro bus stop train station etc) or an airport if most people are arriving by plane
Public transport when possible Encourage the use of public transportation when possible Provide information complimentary passes and maps in guest packages
Keep it close Locate all venues within walking distance of one another For example having your evening reception at a restaurant within safe walking distance from the hotel saves you both time and money
Alternative fuel If you have to move a number of meeting attendees from one place to another using mini-buses or vans ask your transportation carrier if they own or lease any fuel efficient or hybrid vehicles HQ Only Refer to
Annex 6 in this Guide for a list of WBG-approved transportation vendors who use energy-efficient vehicles
Turn it off If you hire a ground transportation provider request the company to instruct drivers for your event to minimize idling of vehicles when waiting for guests
GiveawaysOther
Buy local Try purchasing items that are made as close to where you will need to ship them This minimizes the time it will take the product to arrive the amount you will spend on shipping and your carbon footprint in terms of transportation and fuel For example avoid items made abroad if your meetingevent is taking place in the United States
The gift that keeps on giving Encourage the purchasing of useful giveaways such as travel mugs aluminum water bottles USB drives and other such items that participants can reuse again and again This helps to minimize the
amount of waste going to the landfill from items that are intended for one-time use HQ Only Refer to Annex 6 in
this Guide for a list of vendors that have eco-friendly giveaways
SUSTAINABLE MEETINGS GUIDE Version 24
21
Whatrsquos in [the material] for me If you are sourcing giveaways such as t-shirts reusable canvas bags etc consider requesting organic cotton or that your items be made of organic andor sustainable materials Materials such as organic cotton organic hemp organic wool kapok buckwheat or millet hulls or silk are comfortable and
sustainable Also make sure to ask that the product is Polyvinyl chloride (PVC) and Bisphenol A (BPA) free
Get your facts Just because your vendor is telling you the product is green may not always mean it is Remember that they are trying to sell you something There are many suppliers who obtain certifications (either for certain products or their entire business) to show they follow industry best practices vis-agrave-vis environmental and social responsibility Ask your supplier if they have obtained any such certifications or adhere to any sustainable principles that they can verify
Efficient shipping Consider having your giveaways shipped directly to the venue or hotel where yoursquoll be giving these out This saves fuel emissions and costs than having to ship twice (once to your offices and once to the venuehotel)
Make it Carbon Neutral The Corporate Responsibility and Footprint programs can help you calculate the emissions from your event and work with you to offset these emissions
If you print this guide please only print it black and white and double-sided
ANNEX 1 ndash SELECTING A PRINT SHOP
Below is suggested language for a phone conversation formal Request for Information (RFI) Request for Proposal (RFP)
or any written communication This will allow you to easily collect information about a print shoprsquos products and services
that have minimal environmental impacts as well as efforts of the print shop to minimize the environmental impacts of
their operations This can also be used as a guide for sustainable printing and paper options that you should consider for
your print jobs
The World Bank Grouprsquos Commitment to Sustainability The World Bank Group (WBG) is committed to minimizing the environmental impact of its internal business operations This includes ensuring resource efficiency minimizing waste providing healthy surroundings in which to work and giving back to local communities where we do work This approach is consistent with our mission We will achieve our objectives by working in partnership with vendors whose products and services align with our commitment to sustainability
Printing Services Checklist
Basic YN Notes
Do you offer paper options that have high recycled content (ideally 100) with post-consumer waste recycled fiber content (also ideally 100)
Do you use a certification to verify environmentally responsible pulp and paper sources such as FSC or SFI
Can files be proofed electronically
Do you have binding options that break down easily during recycling process or do not need to be removed to recycle printed piece
Do you use vegetable-based inks for printing with the lowest VOC rating
Do you offer paper that is uncoated and either totally Chlorine
Free (TCF) process chlorine free (PCF) or elemental chlorine free
(ECF)
Going Further YN Notes
Does the paper mill use renewable power sources or have other established conservation or recycling practices
Is digital lsquoprint on demandrsquo or waterless printing available
Are you an FSC-certified printer If not can you provide
documentation of an environmental management system
SUSTAINABLE MEETINGS GUIDE Version 24
23
ANNEX 2 ndash SELECTING A CATERER
Below is suggested language for a phone conversation formal Request for Information (RFI) Request for Proposal (RFP)
or any written communication This will allow you to easily collect information about a catererrsquos products and services
they can offer you that have minimal environmental impacts It also collects information on the catererrsquos efforts to
minimize the environmental impacts of their business operations This can also be used as a guide for sustainable
catering options that you should consider for your event
The World Bank Grouprsquos Commitment to Sustainability The World Bank Group (WBG) is committed to minimizing the environmental impact of its internal business operations This includes ensuring resource efficiency minimizing waste providing healthy surroundings in which to work and giving back to local communities where we do work This approach is consistent with our mission We will achieve our objectives by working in partnership with vendors whose products and services align with our commitment to sustainability
Catering Products and Services
Basic YN Notes
Can water bottles be replaced by filtered water pitchers
Can dishware be used instead of disposable serving-ware This includes omitting to-go coffee cups and other to-go containers
Can bulk dispensers be used for sugar salt pepper cream butter
jams and other condiments
Can organic andor local food options be provided for menu selections
Are sustainable seafood options provided for menu selections If so what guideprogram is used to ensure responsible selections (such as the Monterey Bay Aquariumrsquos Seafood Watch Guide )
Is organic shade grown andor fair trade coffee and tea available
Can meals be served family style buffet or on platters rather than individually packaged
Going Further YN Notes
Are there means to collect and compost food waste as well as any biodegradable disposables and serving-ware used
Can table tents or informative signage be provided letting attendees know about sustainability efforts (such as ldquoOrganicrdquo ldquoLocalrdquo ldquoBulk to avoid packagingrdquo)
Is any portion of the catering services outsourced to socially
responsible nonprofits or other community needs groups
Is unused food donated to a local shelter or nonprofit
SUSTAINABLE MEETINGS GUIDE Version 24
24
ANNEX 3 ndash CHECKLIST FOR CATERING at HQ by RESTAURANT ASSOCIATES For meetings and events planned by HQ-based WBG staff at the Main Complex F J or H Building you are required to use the catering
services provided by Restaurant Associates Restaurant Associates is dedicated to providing excellent service at WBG properties and
can accommodate most catering needs Below is a list of suggested sustainable catering options for you to discuss with RA along
with a list of RArsquos default green products and services as an FYI
RArsquos Default Sustainable Options include
Fair Trade coffee Compostable disposables Donating excess production to DC Central Kitchen on an as-needed basis Follows sustainability guidelines in accordance with Monterey Bay Aquarium guide
CHECKLIST FOR RESTAURANT ASSOCIATES CATERING
Minimizing waste from service options Notes for Meeting Planners Cost Implications
Pitchers of water provided instead of bottled water
To request this option include instructions in the Comments Box of the online RA order form
At the IFC filtered water is served in pitchers as the default with no extra charge Please include this
request under the comments section In WB buildings the water pitcher policy is under review Details to follow in later FY12 You should always
contact your caterer directly in regards to this
Pitchers of all beverages (juices ice tea etc) can be served instead of individual bottles
To request this option for orange grapefruit and aqua fresco you can click on ldquoBeverages-
NonAlcoholicrdquo and select the pitchers of juice you like For other pitchers such as Iced Tea and apple juice include instructions in the Comments Box of
the online RA order form
$1350 per half gallon is the current pricing
Dishware can be used instead of paper or plastic serving-ware This includes omitting to-go coffee cups and other to-go containers
When ordering online include in the comments section ldquodishware onlyrdquo and possibly list a few items you do not want to have such as disposable coffee
cups plates and cutlery
Restaurant Associatersquos charge for dishware is $75 in tier two rooms but if calculating costs of disposables it is actually a savings anytime you host an event or
meeting for 20 or more people
Single-serve condiments can be eliminated from an event Alternative is to serve condiments (sugar salt pepper cream butter jams mayo mustard salad dressing etc) in bulk dispensers bowls etc
To request this option include instructions in the Comments Box of the RA order form
None
ldquoBoxed lunchesrdquo can be served on trays -rather than individual boxes- and replacing single serve condimentschips with bulk serving options
To request this option include instructions in the Comments Box of the RA online order form If there is a need for staff to bring their lunches back to their
office brown bags can be provided
None
Sustainable menu options Notes for Meeting Planners Cost Implications Organic andor locally sourced menu options are available
RA promotes the use of local and natural (no growth
hormones or additives) products based on season
and region Therefore menu options may be
limited
These items typically cost 30- 50 more
Limited (or no) meat menu can be prepared with a range of vegetarian options diverse in flavorstextures
RA can provided excellent vegetarian options upon
request Some online options are all vegetarian and
some menus can be customized with RA directly
Vegetarian options tend to cost less than meat
options
Organic wine or beer can be purchased Natura brand organic wines are available through
RA
Varies by product 30- 50 higher cost or
approximately $1195 per person
Educating attendees Notes for Meeting Planners Cost Implications
Table tents or informative signage can be
provided letting attendees know about
sustainability of foodbeverageservice
(highlighting what is local organic fair-trade
bulk serving dishware)
RA is happy to set up table tents with titles of the
food items being served at the event Just email
Michelle Perry at MPerryifcorg for your specific
requests
None
SUSTAINABLE MEETINGS GUIDE Version 24
25
ANNEX 4 ndash SELECTING A VENUE
Below is suggested language for a phone conversation formal Request for Information (RFI) Request for Proposal (RFP) or any written communication This will allow you to easily collect information about a venuersquos services that have minimal environmental impacts as well as efforts of the venue to minimize the environmental impacts of their operations This can also be used as a guide for what sustainable options that to look for when selecting a venue The World Bank Grouprsquos Commitment to Sustainability The World Bank Group (WBG) is committed to minimizing the environmental impact of its internal business operations This includes ensuring resource efficiency minimizing waste providing healthy surroundings in which to work and giving back to local communities where we do work This approach is consistent with our mission We will achieve our objectives by working in partnership with vendors whose products and services align with our commitment to sustainability
Venue
Basic YN Notes
Venue is in close proximity to public transport airport connection hotels or other
event venues
Venue provides visible and accessible reduction reuse and recycling services for
paper metal plastic and glass
The venue has an energy management program ensuring temperature is kept at
reasonable levels (such as 72 degrees Fahrenheit in summer 68 in winter) and that
this can be adjusted according to the dress code for an event
Venue instructs staff to shut off HVAClights when guests are not in meeting rooms
or other areas of the facility
Venue trains its staff to implement its environmental policies
Venue purchases environmentally preferable products (recycled paper products
green cleaning products etc)
Going Further YN Notes
Venue has an environmental policy and action plan covering sustainable
procurement energy saving catering services cleaning transport and waste
Venue is third party certified (examples in US LEED building Green Seal hotel etc)
If venue is not third party certified it follows sustainability principles such as
installed high insulation designed to maximize the use of daylight uses energy
efficient lighting and water-saving appliances in kitchen and toilets
Venue uses renewable energy on site or buys Renewable Energy Certificates
Venue separates and composts its organics or will work with organizer to instate a
program
Venue purchases environmentally responsible cleaning products for carpets floors
kitchens and bathrooms (minimum 50 percent of products are environmentally
responsible)
Venue requests that suppliers have environmentally responsible policies and
supports vendors who do
SUSTAINABLE MEETINGS GUIDE Version 24
26
ANNEX 5 ndash SELECTING A HOTEL For Overnight Guests
Below is suggested language for a phone conversation formal Request for Information (RFI) Request for Proposal (RFP) or any
written communication This will allow you to easily collect information about a hotelrsquos services that have minimal environmental
impacts as well as efforts of the hotel to minimize the environmental impacts of their operations This can also be used as a guide for
what sustainable options that to look for when selecting a hotel venue
The World Bank Grouprsquos Commitment to Sustainability The World Bank Group (WBG) is committed to minimizing the environmental impact of its internal business operations This includes ensuring resource efficiency minimizing waste providing healthy surroundings in which to work and giving back to local communities where we do work This approach is consistent with our mission We will achieve our objectives by working in partnership with vendors whose products and services align with our commitment to sustainability
Selecting a Hotel
Basic YN Notes
Hotel is located within walking distance of the meeting venue and is easily accessible by public
transport
Hotel implements water-conservation practices including low-flow showerheads and toilets
Hotel implements a recycling program
Hotel implements energy efficiency practices ensuring temperature is kept at reasonable levels
(such as 72 degrees Fahrenheit in summer 68 in winter) and HVACelectricity is turned off when
rooms are not used
Heating and air conditioning systems are easy for guests to operate (and adjust when necessary)
Hotel has a linen reuse program and place-cards in each room letting guests know of this
Hotel participates in paperless check-inout procedures
Hotel instructs staff to shut off HVAClights when guests are not in their rooms or other areas of
the facility
Going Further YN Notes
Hotel has an environmental policy and action plan covering sustainable procurement energy
saving catering services cleaning transport and waste
Hotel is third party certified (in the US examples include LEED building Green Seal hotel etc)
If Hotel is not third party certified it follows sustainability principles such as installed high
insulation designed to maximize the use of daylight uses energy efficient lighting and water-
saving appliances in kitchen and toilets
Hotel trains its staff to implement its environmental policies
Hotel uses renewable energy on site or buys Renewable Energy Certificates
Hotel separates and composts its organics or will work with organizer to instate a program
Hotel that offers bulk dispensers for shampoos and soaps in guest rooms
Hotel purchases environmentally preferable products (recycled hand towels toilet paper etc)
Hotel requests vendors to have environmentally responsible policies and supports vendors who
do
SUSTAINABLE MEETINGS GUIDE Version 24
27
Hotel purchases environmentally responsible cleaning products for carpets floors kitchens and
bathrooms (minimum 50 percent of products are environmentally responsible)
Hotel delivers newspapers to rooms only if requested and not wrapped in plastic bag
Guest laundry containers are reusable (eg baskets)
Going Even Further YN Notes
Hotel utilizes rain water andor grey water in its buildings
Hotel key cards are linked to energy appliances (ex light automatically switch off when people
leave the room)
Hotel groundsrsquo practices are sustainable (ex only local plants tolerant of local climate are used
etc)
Insulating covers are installed on all indoor and outdoor swimming pools and hot tubs to reduce
both energy and water use (ie evaporation)
Automatic controls are in place for heating and cooling with levels set to the minimum necessary
for comfort
Hotel vehicles operated are efficient and low emission
If you print this guide please only print it black and white and double-sided
ANNEX 6 - World Bank Group Approved Sustainable Vendors for Headquarters
Restaurants (close to WBG Headquarters buildings)
Company Name VIN Contact Information Website Best Used Forhellip
Founding Farmers NA 1924 Pennsylvania Ave NW
202-822-8783
Link Client LunchesDinners
Nora NA 2132 Florida Avenue NW
(202) 462-5143
Link Client LunchesDinners
Farmers and Fishers NA 3000 K Street NW
202-298-0003
Link Client LunchesDinners
Print Shops Company Name VIN Contact Information Website Best Used Forhellip
Plaza Art Store
NA 1990 K Street (2nd Floor)
202-331-7090
Purchasing Foam Poster Boards
EcoPrint 120419 Roger 301-585-7077 Link Sustainable printing needs
Giveaways amp Supplies Company Name VIN Contact Information Website Best Used Forhellip
Fairview Specialties 16952 Rick 410-242-1217 x 1602 Link Eco-Giveaways
ePromos 86267 1-877-377-6667 Link Eco-Giveaways
Advertise America 9830 1-800-579-4883 Link Eco-Giveaways
Office Max Office Max Link Environmentally-friendly office products
ReBinder Office Max Link Recycled Binders
Transportation Company Name VIN Contact Information Website Best Used Forhellip
Veolia Transportation 111458 Alex Cournol 301-965-2080 Fuel Efficient sedans SUVs motor coaches
Sunnys Executive Sedan 4517 1-800-949-0949 Fuel Efficient Sedans amp SUVs
Hotels (close to WBG Headquarters buildings) Reserve through American Express
Company Name VIN Contact Information Website Best Used Forhellip
Beacon Hotel 88406 1615 Rhode Island Avenue NW Link Hotel rooms
Washington Circle Hotel 9062 One Washington Circle NW Link Hotel rooms unique venue
Fairmont Hotel 7073 2401 M Street NW Link Hotel rooms
Topaz Hotel 1733 N Street NW Link Hotel rooms
Hotel Rouge 1315 16th
Street NW Link Hotel rooms
Hotel Palomar 2121 P Street NW Link Hotel rooms
Food amp Wine
Company Name VIN Contact Information Website Best Used Forhellip
Calypso Wine Distributors 114860 Beth-ann Roth 703-464-5550
1725 Eye Street NW Ste 300
Link Giveaways specialty wine at events
Note The above companies have been selected to help you get started If you have additional recommendations or
know of any other WB-approved vendors please contact Vanessa Ferragut to get these added to the next version
SUSTAINABLE MEETINGS GUIDE Version 24
29
References
1 ldquoLivestock and Climate Changerdquo World Watch Institute Retrieved from
httpwwwworldwatchorgfilespdfLivestock20and20Climate20Changepdf
2 Blue Green Meetings Retrieved from httpwwwbluegreenmeetingsorgSuppliersAccommodationshtm
3 Spatrisano A amp Wilson N (2007) Simple Steps to Green Meetings and Events United States of America
4 Tesdahl Ben (2008) Meetings Law Spelling Out lsquoGreenrsquo in Black and White Meetings Industry Megasite
Retrieved from httpwwwmimegasitecommimegasitearticlesarticle_displayjspvnu_content_id=1003849215
5 Barbara Scofidio (July 8 2009) Green It and Mean It Meetings Net Retrieved from
httpmeetingsnetcomnewsgreen-effort-meetings-0708
6 Wallace E Mathai M Heath A Convention Industry Council (2008) Convention Industry Council Manual 8th
Edition Washington DC
7 Cortese Amy (2009 September) Are We Doing Enough One Magazine September Issue
8 Hill Lori (2009) If You Green It They Will Come [PowerPoint slides] lori hill event productions Retrieved from
IFC Footprint website httpifcnetifcorgintranetfootprintnsfAttachmentsByTitlepres_EarthDay2009_IfYouGreenIt$FILEIf+You+Green+It+They+Will+Comepdf
9 UNEP ICLEI (2009) Green Meeting Guide 2009 Roll out the Green Carpet for your Participants
10 Kaplan Jonathan National Resource Defense Council ldquoEat Green Our everyday food choices affect global
warming and the environmentrdquo Retrieved from wwwnrdcorg
11 ldquoLivestockrsquos Long Shadowrdquo by Food and Agriculture Organization of the United Nations Retrieved from
httpwwwfaoorgdocrep010a0701ea0701e00HTM
12 Meeting Strategies Worldwide Retrieved from httpwwwmeetgreencom
13 Telschow Roger (2009) Guide for the Responsible Print Buyer United States of America
SUSTAINABLE MEETINGS GUIDE Version 24
21
Whatrsquos in [the material] for me If you are sourcing giveaways such as t-shirts reusable canvas bags etc consider requesting organic cotton or that your items be made of organic andor sustainable materials Materials such as organic cotton organic hemp organic wool kapok buckwheat or millet hulls or silk are comfortable and
sustainable Also make sure to ask that the product is Polyvinyl chloride (PVC) and Bisphenol A (BPA) free
Get your facts Just because your vendor is telling you the product is green may not always mean it is Remember that they are trying to sell you something There are many suppliers who obtain certifications (either for certain products or their entire business) to show they follow industry best practices vis-agrave-vis environmental and social responsibility Ask your supplier if they have obtained any such certifications or adhere to any sustainable principles that they can verify
Efficient shipping Consider having your giveaways shipped directly to the venue or hotel where yoursquoll be giving these out This saves fuel emissions and costs than having to ship twice (once to your offices and once to the venuehotel)
Make it Carbon Neutral The Corporate Responsibility and Footprint programs can help you calculate the emissions from your event and work with you to offset these emissions
If you print this guide please only print it black and white and double-sided
ANNEX 1 ndash SELECTING A PRINT SHOP
Below is suggested language for a phone conversation formal Request for Information (RFI) Request for Proposal (RFP)
or any written communication This will allow you to easily collect information about a print shoprsquos products and services
that have minimal environmental impacts as well as efforts of the print shop to minimize the environmental impacts of
their operations This can also be used as a guide for sustainable printing and paper options that you should consider for
your print jobs
The World Bank Grouprsquos Commitment to Sustainability The World Bank Group (WBG) is committed to minimizing the environmental impact of its internal business operations This includes ensuring resource efficiency minimizing waste providing healthy surroundings in which to work and giving back to local communities where we do work This approach is consistent with our mission We will achieve our objectives by working in partnership with vendors whose products and services align with our commitment to sustainability
Printing Services Checklist
Basic YN Notes
Do you offer paper options that have high recycled content (ideally 100) with post-consumer waste recycled fiber content (also ideally 100)
Do you use a certification to verify environmentally responsible pulp and paper sources such as FSC or SFI
Can files be proofed electronically
Do you have binding options that break down easily during recycling process or do not need to be removed to recycle printed piece
Do you use vegetable-based inks for printing with the lowest VOC rating
Do you offer paper that is uncoated and either totally Chlorine
Free (TCF) process chlorine free (PCF) or elemental chlorine free
(ECF)
Going Further YN Notes
Does the paper mill use renewable power sources or have other established conservation or recycling practices
Is digital lsquoprint on demandrsquo or waterless printing available
Are you an FSC-certified printer If not can you provide
documentation of an environmental management system
SUSTAINABLE MEETINGS GUIDE Version 24
23
ANNEX 2 ndash SELECTING A CATERER
Below is suggested language for a phone conversation formal Request for Information (RFI) Request for Proposal (RFP)
or any written communication This will allow you to easily collect information about a catererrsquos products and services
they can offer you that have minimal environmental impacts It also collects information on the catererrsquos efforts to
minimize the environmental impacts of their business operations This can also be used as a guide for sustainable
catering options that you should consider for your event
The World Bank Grouprsquos Commitment to Sustainability The World Bank Group (WBG) is committed to minimizing the environmental impact of its internal business operations This includes ensuring resource efficiency minimizing waste providing healthy surroundings in which to work and giving back to local communities where we do work This approach is consistent with our mission We will achieve our objectives by working in partnership with vendors whose products and services align with our commitment to sustainability
Catering Products and Services
Basic YN Notes
Can water bottles be replaced by filtered water pitchers
Can dishware be used instead of disposable serving-ware This includes omitting to-go coffee cups and other to-go containers
Can bulk dispensers be used for sugar salt pepper cream butter
jams and other condiments
Can organic andor local food options be provided for menu selections
Are sustainable seafood options provided for menu selections If so what guideprogram is used to ensure responsible selections (such as the Monterey Bay Aquariumrsquos Seafood Watch Guide )
Is organic shade grown andor fair trade coffee and tea available
Can meals be served family style buffet or on platters rather than individually packaged
Going Further YN Notes
Are there means to collect and compost food waste as well as any biodegradable disposables and serving-ware used
Can table tents or informative signage be provided letting attendees know about sustainability efforts (such as ldquoOrganicrdquo ldquoLocalrdquo ldquoBulk to avoid packagingrdquo)
Is any portion of the catering services outsourced to socially
responsible nonprofits or other community needs groups
Is unused food donated to a local shelter or nonprofit
SUSTAINABLE MEETINGS GUIDE Version 24
24
ANNEX 3 ndash CHECKLIST FOR CATERING at HQ by RESTAURANT ASSOCIATES For meetings and events planned by HQ-based WBG staff at the Main Complex F J or H Building you are required to use the catering
services provided by Restaurant Associates Restaurant Associates is dedicated to providing excellent service at WBG properties and
can accommodate most catering needs Below is a list of suggested sustainable catering options for you to discuss with RA along
with a list of RArsquos default green products and services as an FYI
RArsquos Default Sustainable Options include
Fair Trade coffee Compostable disposables Donating excess production to DC Central Kitchen on an as-needed basis Follows sustainability guidelines in accordance with Monterey Bay Aquarium guide
CHECKLIST FOR RESTAURANT ASSOCIATES CATERING
Minimizing waste from service options Notes for Meeting Planners Cost Implications
Pitchers of water provided instead of bottled water
To request this option include instructions in the Comments Box of the online RA order form
At the IFC filtered water is served in pitchers as the default with no extra charge Please include this
request under the comments section In WB buildings the water pitcher policy is under review Details to follow in later FY12 You should always
contact your caterer directly in regards to this
Pitchers of all beverages (juices ice tea etc) can be served instead of individual bottles
To request this option for orange grapefruit and aqua fresco you can click on ldquoBeverages-
NonAlcoholicrdquo and select the pitchers of juice you like For other pitchers such as Iced Tea and apple juice include instructions in the Comments Box of
the online RA order form
$1350 per half gallon is the current pricing
Dishware can be used instead of paper or plastic serving-ware This includes omitting to-go coffee cups and other to-go containers
When ordering online include in the comments section ldquodishware onlyrdquo and possibly list a few items you do not want to have such as disposable coffee
cups plates and cutlery
Restaurant Associatersquos charge for dishware is $75 in tier two rooms but if calculating costs of disposables it is actually a savings anytime you host an event or
meeting for 20 or more people
Single-serve condiments can be eliminated from an event Alternative is to serve condiments (sugar salt pepper cream butter jams mayo mustard salad dressing etc) in bulk dispensers bowls etc
To request this option include instructions in the Comments Box of the RA order form
None
ldquoBoxed lunchesrdquo can be served on trays -rather than individual boxes- and replacing single serve condimentschips with bulk serving options
To request this option include instructions in the Comments Box of the RA online order form If there is a need for staff to bring their lunches back to their
office brown bags can be provided
None
Sustainable menu options Notes for Meeting Planners Cost Implications Organic andor locally sourced menu options are available
RA promotes the use of local and natural (no growth
hormones or additives) products based on season
and region Therefore menu options may be
limited
These items typically cost 30- 50 more
Limited (or no) meat menu can be prepared with a range of vegetarian options diverse in flavorstextures
RA can provided excellent vegetarian options upon
request Some online options are all vegetarian and
some menus can be customized with RA directly
Vegetarian options tend to cost less than meat
options
Organic wine or beer can be purchased Natura brand organic wines are available through
RA
Varies by product 30- 50 higher cost or
approximately $1195 per person
Educating attendees Notes for Meeting Planners Cost Implications
Table tents or informative signage can be
provided letting attendees know about
sustainability of foodbeverageservice
(highlighting what is local organic fair-trade
bulk serving dishware)
RA is happy to set up table tents with titles of the
food items being served at the event Just email
Michelle Perry at MPerryifcorg for your specific
requests
None
SUSTAINABLE MEETINGS GUIDE Version 24
25
ANNEX 4 ndash SELECTING A VENUE
Below is suggested language for a phone conversation formal Request for Information (RFI) Request for Proposal (RFP) or any written communication This will allow you to easily collect information about a venuersquos services that have minimal environmental impacts as well as efforts of the venue to minimize the environmental impacts of their operations This can also be used as a guide for what sustainable options that to look for when selecting a venue The World Bank Grouprsquos Commitment to Sustainability The World Bank Group (WBG) is committed to minimizing the environmental impact of its internal business operations This includes ensuring resource efficiency minimizing waste providing healthy surroundings in which to work and giving back to local communities where we do work This approach is consistent with our mission We will achieve our objectives by working in partnership with vendors whose products and services align with our commitment to sustainability
Venue
Basic YN Notes
Venue is in close proximity to public transport airport connection hotels or other
event venues
Venue provides visible and accessible reduction reuse and recycling services for
paper metal plastic and glass
The venue has an energy management program ensuring temperature is kept at
reasonable levels (such as 72 degrees Fahrenheit in summer 68 in winter) and that
this can be adjusted according to the dress code for an event
Venue instructs staff to shut off HVAClights when guests are not in meeting rooms
or other areas of the facility
Venue trains its staff to implement its environmental policies
Venue purchases environmentally preferable products (recycled paper products
green cleaning products etc)
Going Further YN Notes
Venue has an environmental policy and action plan covering sustainable
procurement energy saving catering services cleaning transport and waste
Venue is third party certified (examples in US LEED building Green Seal hotel etc)
If venue is not third party certified it follows sustainability principles such as
installed high insulation designed to maximize the use of daylight uses energy
efficient lighting and water-saving appliances in kitchen and toilets
Venue uses renewable energy on site or buys Renewable Energy Certificates
Venue separates and composts its organics or will work with organizer to instate a
program
Venue purchases environmentally responsible cleaning products for carpets floors
kitchens and bathrooms (minimum 50 percent of products are environmentally
responsible)
Venue requests that suppliers have environmentally responsible policies and
supports vendors who do
SUSTAINABLE MEETINGS GUIDE Version 24
26
ANNEX 5 ndash SELECTING A HOTEL For Overnight Guests
Below is suggested language for a phone conversation formal Request for Information (RFI) Request for Proposal (RFP) or any
written communication This will allow you to easily collect information about a hotelrsquos services that have minimal environmental
impacts as well as efforts of the hotel to minimize the environmental impacts of their operations This can also be used as a guide for
what sustainable options that to look for when selecting a hotel venue
The World Bank Grouprsquos Commitment to Sustainability The World Bank Group (WBG) is committed to minimizing the environmental impact of its internal business operations This includes ensuring resource efficiency minimizing waste providing healthy surroundings in which to work and giving back to local communities where we do work This approach is consistent with our mission We will achieve our objectives by working in partnership with vendors whose products and services align with our commitment to sustainability
Selecting a Hotel
Basic YN Notes
Hotel is located within walking distance of the meeting venue and is easily accessible by public
transport
Hotel implements water-conservation practices including low-flow showerheads and toilets
Hotel implements a recycling program
Hotel implements energy efficiency practices ensuring temperature is kept at reasonable levels
(such as 72 degrees Fahrenheit in summer 68 in winter) and HVACelectricity is turned off when
rooms are not used
Heating and air conditioning systems are easy for guests to operate (and adjust when necessary)
Hotel has a linen reuse program and place-cards in each room letting guests know of this
Hotel participates in paperless check-inout procedures
Hotel instructs staff to shut off HVAClights when guests are not in their rooms or other areas of
the facility
Going Further YN Notes
Hotel has an environmental policy and action plan covering sustainable procurement energy
saving catering services cleaning transport and waste
Hotel is third party certified (in the US examples include LEED building Green Seal hotel etc)
If Hotel is not third party certified it follows sustainability principles such as installed high
insulation designed to maximize the use of daylight uses energy efficient lighting and water-
saving appliances in kitchen and toilets
Hotel trains its staff to implement its environmental policies
Hotel uses renewable energy on site or buys Renewable Energy Certificates
Hotel separates and composts its organics or will work with organizer to instate a program
Hotel that offers bulk dispensers for shampoos and soaps in guest rooms
Hotel purchases environmentally preferable products (recycled hand towels toilet paper etc)
Hotel requests vendors to have environmentally responsible policies and supports vendors who
do
SUSTAINABLE MEETINGS GUIDE Version 24
27
Hotel purchases environmentally responsible cleaning products for carpets floors kitchens and
bathrooms (minimum 50 percent of products are environmentally responsible)
Hotel delivers newspapers to rooms only if requested and not wrapped in plastic bag
Guest laundry containers are reusable (eg baskets)
Going Even Further YN Notes
Hotel utilizes rain water andor grey water in its buildings
Hotel key cards are linked to energy appliances (ex light automatically switch off when people
leave the room)
Hotel groundsrsquo practices are sustainable (ex only local plants tolerant of local climate are used
etc)
Insulating covers are installed on all indoor and outdoor swimming pools and hot tubs to reduce
both energy and water use (ie evaporation)
Automatic controls are in place for heating and cooling with levels set to the minimum necessary
for comfort
Hotel vehicles operated are efficient and low emission
If you print this guide please only print it black and white and double-sided
ANNEX 6 - World Bank Group Approved Sustainable Vendors for Headquarters
Restaurants (close to WBG Headquarters buildings)
Company Name VIN Contact Information Website Best Used Forhellip
Founding Farmers NA 1924 Pennsylvania Ave NW
202-822-8783
Link Client LunchesDinners
Nora NA 2132 Florida Avenue NW
(202) 462-5143
Link Client LunchesDinners
Farmers and Fishers NA 3000 K Street NW
202-298-0003
Link Client LunchesDinners
Print Shops Company Name VIN Contact Information Website Best Used Forhellip
Plaza Art Store
NA 1990 K Street (2nd Floor)
202-331-7090
Purchasing Foam Poster Boards
EcoPrint 120419 Roger 301-585-7077 Link Sustainable printing needs
Giveaways amp Supplies Company Name VIN Contact Information Website Best Used Forhellip
Fairview Specialties 16952 Rick 410-242-1217 x 1602 Link Eco-Giveaways
ePromos 86267 1-877-377-6667 Link Eco-Giveaways
Advertise America 9830 1-800-579-4883 Link Eco-Giveaways
Office Max Office Max Link Environmentally-friendly office products
ReBinder Office Max Link Recycled Binders
Transportation Company Name VIN Contact Information Website Best Used Forhellip
Veolia Transportation 111458 Alex Cournol 301-965-2080 Fuel Efficient sedans SUVs motor coaches
Sunnys Executive Sedan 4517 1-800-949-0949 Fuel Efficient Sedans amp SUVs
Hotels (close to WBG Headquarters buildings) Reserve through American Express
Company Name VIN Contact Information Website Best Used Forhellip
Beacon Hotel 88406 1615 Rhode Island Avenue NW Link Hotel rooms
Washington Circle Hotel 9062 One Washington Circle NW Link Hotel rooms unique venue
Fairmont Hotel 7073 2401 M Street NW Link Hotel rooms
Topaz Hotel 1733 N Street NW Link Hotel rooms
Hotel Rouge 1315 16th
Street NW Link Hotel rooms
Hotel Palomar 2121 P Street NW Link Hotel rooms
Food amp Wine
Company Name VIN Contact Information Website Best Used Forhellip
Calypso Wine Distributors 114860 Beth-ann Roth 703-464-5550
1725 Eye Street NW Ste 300
Link Giveaways specialty wine at events
Note The above companies have been selected to help you get started If you have additional recommendations or
know of any other WB-approved vendors please contact Vanessa Ferragut to get these added to the next version
SUSTAINABLE MEETINGS GUIDE Version 24
29
References
1 ldquoLivestock and Climate Changerdquo World Watch Institute Retrieved from
httpwwwworldwatchorgfilespdfLivestock20and20Climate20Changepdf
2 Blue Green Meetings Retrieved from httpwwwbluegreenmeetingsorgSuppliersAccommodationshtm
3 Spatrisano A amp Wilson N (2007) Simple Steps to Green Meetings and Events United States of America
4 Tesdahl Ben (2008) Meetings Law Spelling Out lsquoGreenrsquo in Black and White Meetings Industry Megasite
Retrieved from httpwwwmimegasitecommimegasitearticlesarticle_displayjspvnu_content_id=1003849215
5 Barbara Scofidio (July 8 2009) Green It and Mean It Meetings Net Retrieved from
httpmeetingsnetcomnewsgreen-effort-meetings-0708
6 Wallace E Mathai M Heath A Convention Industry Council (2008) Convention Industry Council Manual 8th
Edition Washington DC
7 Cortese Amy (2009 September) Are We Doing Enough One Magazine September Issue
8 Hill Lori (2009) If You Green It They Will Come [PowerPoint slides] lori hill event productions Retrieved from
IFC Footprint website httpifcnetifcorgintranetfootprintnsfAttachmentsByTitlepres_EarthDay2009_IfYouGreenIt$FILEIf+You+Green+It+They+Will+Comepdf
9 UNEP ICLEI (2009) Green Meeting Guide 2009 Roll out the Green Carpet for your Participants
10 Kaplan Jonathan National Resource Defense Council ldquoEat Green Our everyday food choices affect global
warming and the environmentrdquo Retrieved from wwwnrdcorg
11 ldquoLivestockrsquos Long Shadowrdquo by Food and Agriculture Organization of the United Nations Retrieved from
httpwwwfaoorgdocrep010a0701ea0701e00HTM
12 Meeting Strategies Worldwide Retrieved from httpwwwmeetgreencom
13 Telschow Roger (2009) Guide for the Responsible Print Buyer United States of America
If you print this guide please only print it black and white and double-sided
ANNEX 1 ndash SELECTING A PRINT SHOP
Below is suggested language for a phone conversation formal Request for Information (RFI) Request for Proposal (RFP)
or any written communication This will allow you to easily collect information about a print shoprsquos products and services
that have minimal environmental impacts as well as efforts of the print shop to minimize the environmental impacts of
their operations This can also be used as a guide for sustainable printing and paper options that you should consider for
your print jobs
The World Bank Grouprsquos Commitment to Sustainability The World Bank Group (WBG) is committed to minimizing the environmental impact of its internal business operations This includes ensuring resource efficiency minimizing waste providing healthy surroundings in which to work and giving back to local communities where we do work This approach is consistent with our mission We will achieve our objectives by working in partnership with vendors whose products and services align with our commitment to sustainability
Printing Services Checklist
Basic YN Notes
Do you offer paper options that have high recycled content (ideally 100) with post-consumer waste recycled fiber content (also ideally 100)
Do you use a certification to verify environmentally responsible pulp and paper sources such as FSC or SFI
Can files be proofed electronically
Do you have binding options that break down easily during recycling process or do not need to be removed to recycle printed piece
Do you use vegetable-based inks for printing with the lowest VOC rating
Do you offer paper that is uncoated and either totally Chlorine
Free (TCF) process chlorine free (PCF) or elemental chlorine free
(ECF)
Going Further YN Notes
Does the paper mill use renewable power sources or have other established conservation or recycling practices
Is digital lsquoprint on demandrsquo or waterless printing available
Are you an FSC-certified printer If not can you provide
documentation of an environmental management system
SUSTAINABLE MEETINGS GUIDE Version 24
23
ANNEX 2 ndash SELECTING A CATERER
Below is suggested language for a phone conversation formal Request for Information (RFI) Request for Proposal (RFP)
or any written communication This will allow you to easily collect information about a catererrsquos products and services
they can offer you that have minimal environmental impacts It also collects information on the catererrsquos efforts to
minimize the environmental impacts of their business operations This can also be used as a guide for sustainable
catering options that you should consider for your event
The World Bank Grouprsquos Commitment to Sustainability The World Bank Group (WBG) is committed to minimizing the environmental impact of its internal business operations This includes ensuring resource efficiency minimizing waste providing healthy surroundings in which to work and giving back to local communities where we do work This approach is consistent with our mission We will achieve our objectives by working in partnership with vendors whose products and services align with our commitment to sustainability
Catering Products and Services
Basic YN Notes
Can water bottles be replaced by filtered water pitchers
Can dishware be used instead of disposable serving-ware This includes omitting to-go coffee cups and other to-go containers
Can bulk dispensers be used for sugar salt pepper cream butter
jams and other condiments
Can organic andor local food options be provided for menu selections
Are sustainable seafood options provided for menu selections If so what guideprogram is used to ensure responsible selections (such as the Monterey Bay Aquariumrsquos Seafood Watch Guide )
Is organic shade grown andor fair trade coffee and tea available
Can meals be served family style buffet or on platters rather than individually packaged
Going Further YN Notes
Are there means to collect and compost food waste as well as any biodegradable disposables and serving-ware used
Can table tents or informative signage be provided letting attendees know about sustainability efforts (such as ldquoOrganicrdquo ldquoLocalrdquo ldquoBulk to avoid packagingrdquo)
Is any portion of the catering services outsourced to socially
responsible nonprofits or other community needs groups
Is unused food donated to a local shelter or nonprofit
SUSTAINABLE MEETINGS GUIDE Version 24
24
ANNEX 3 ndash CHECKLIST FOR CATERING at HQ by RESTAURANT ASSOCIATES For meetings and events planned by HQ-based WBG staff at the Main Complex F J or H Building you are required to use the catering
services provided by Restaurant Associates Restaurant Associates is dedicated to providing excellent service at WBG properties and
can accommodate most catering needs Below is a list of suggested sustainable catering options for you to discuss with RA along
with a list of RArsquos default green products and services as an FYI
RArsquos Default Sustainable Options include
Fair Trade coffee Compostable disposables Donating excess production to DC Central Kitchen on an as-needed basis Follows sustainability guidelines in accordance with Monterey Bay Aquarium guide
CHECKLIST FOR RESTAURANT ASSOCIATES CATERING
Minimizing waste from service options Notes for Meeting Planners Cost Implications
Pitchers of water provided instead of bottled water
To request this option include instructions in the Comments Box of the online RA order form
At the IFC filtered water is served in pitchers as the default with no extra charge Please include this
request under the comments section In WB buildings the water pitcher policy is under review Details to follow in later FY12 You should always
contact your caterer directly in regards to this
Pitchers of all beverages (juices ice tea etc) can be served instead of individual bottles
To request this option for orange grapefruit and aqua fresco you can click on ldquoBeverages-
NonAlcoholicrdquo and select the pitchers of juice you like For other pitchers such as Iced Tea and apple juice include instructions in the Comments Box of
the online RA order form
$1350 per half gallon is the current pricing
Dishware can be used instead of paper or plastic serving-ware This includes omitting to-go coffee cups and other to-go containers
When ordering online include in the comments section ldquodishware onlyrdquo and possibly list a few items you do not want to have such as disposable coffee
cups plates and cutlery
Restaurant Associatersquos charge for dishware is $75 in tier two rooms but if calculating costs of disposables it is actually a savings anytime you host an event or
meeting for 20 or more people
Single-serve condiments can be eliminated from an event Alternative is to serve condiments (sugar salt pepper cream butter jams mayo mustard salad dressing etc) in bulk dispensers bowls etc
To request this option include instructions in the Comments Box of the RA order form
None
ldquoBoxed lunchesrdquo can be served on trays -rather than individual boxes- and replacing single serve condimentschips with bulk serving options
To request this option include instructions in the Comments Box of the RA online order form If there is a need for staff to bring their lunches back to their
office brown bags can be provided
None
Sustainable menu options Notes for Meeting Planners Cost Implications Organic andor locally sourced menu options are available
RA promotes the use of local and natural (no growth
hormones or additives) products based on season
and region Therefore menu options may be
limited
These items typically cost 30- 50 more
Limited (or no) meat menu can be prepared with a range of vegetarian options diverse in flavorstextures
RA can provided excellent vegetarian options upon
request Some online options are all vegetarian and
some menus can be customized with RA directly
Vegetarian options tend to cost less than meat
options
Organic wine or beer can be purchased Natura brand organic wines are available through
RA
Varies by product 30- 50 higher cost or
approximately $1195 per person
Educating attendees Notes for Meeting Planners Cost Implications
Table tents or informative signage can be
provided letting attendees know about
sustainability of foodbeverageservice
(highlighting what is local organic fair-trade
bulk serving dishware)
RA is happy to set up table tents with titles of the
food items being served at the event Just email
Michelle Perry at MPerryifcorg for your specific
requests
None
SUSTAINABLE MEETINGS GUIDE Version 24
25
ANNEX 4 ndash SELECTING A VENUE
Below is suggested language for a phone conversation formal Request for Information (RFI) Request for Proposal (RFP) or any written communication This will allow you to easily collect information about a venuersquos services that have minimal environmental impacts as well as efforts of the venue to minimize the environmental impacts of their operations This can also be used as a guide for what sustainable options that to look for when selecting a venue The World Bank Grouprsquos Commitment to Sustainability The World Bank Group (WBG) is committed to minimizing the environmental impact of its internal business operations This includes ensuring resource efficiency minimizing waste providing healthy surroundings in which to work and giving back to local communities where we do work This approach is consistent with our mission We will achieve our objectives by working in partnership with vendors whose products and services align with our commitment to sustainability
Venue
Basic YN Notes
Venue is in close proximity to public transport airport connection hotels or other
event venues
Venue provides visible and accessible reduction reuse and recycling services for
paper metal plastic and glass
The venue has an energy management program ensuring temperature is kept at
reasonable levels (such as 72 degrees Fahrenheit in summer 68 in winter) and that
this can be adjusted according to the dress code for an event
Venue instructs staff to shut off HVAClights when guests are not in meeting rooms
or other areas of the facility
Venue trains its staff to implement its environmental policies
Venue purchases environmentally preferable products (recycled paper products
green cleaning products etc)
Going Further YN Notes
Venue has an environmental policy and action plan covering sustainable
procurement energy saving catering services cleaning transport and waste
Venue is third party certified (examples in US LEED building Green Seal hotel etc)
If venue is not third party certified it follows sustainability principles such as
installed high insulation designed to maximize the use of daylight uses energy
efficient lighting and water-saving appliances in kitchen and toilets
Venue uses renewable energy on site or buys Renewable Energy Certificates
Venue separates and composts its organics or will work with organizer to instate a
program
Venue purchases environmentally responsible cleaning products for carpets floors
kitchens and bathrooms (minimum 50 percent of products are environmentally
responsible)
Venue requests that suppliers have environmentally responsible policies and
supports vendors who do
SUSTAINABLE MEETINGS GUIDE Version 24
26
ANNEX 5 ndash SELECTING A HOTEL For Overnight Guests
Below is suggested language for a phone conversation formal Request for Information (RFI) Request for Proposal (RFP) or any
written communication This will allow you to easily collect information about a hotelrsquos services that have minimal environmental
impacts as well as efforts of the hotel to minimize the environmental impacts of their operations This can also be used as a guide for
what sustainable options that to look for when selecting a hotel venue
The World Bank Grouprsquos Commitment to Sustainability The World Bank Group (WBG) is committed to minimizing the environmental impact of its internal business operations This includes ensuring resource efficiency minimizing waste providing healthy surroundings in which to work and giving back to local communities where we do work This approach is consistent with our mission We will achieve our objectives by working in partnership with vendors whose products and services align with our commitment to sustainability
Selecting a Hotel
Basic YN Notes
Hotel is located within walking distance of the meeting venue and is easily accessible by public
transport
Hotel implements water-conservation practices including low-flow showerheads and toilets
Hotel implements a recycling program
Hotel implements energy efficiency practices ensuring temperature is kept at reasonable levels
(such as 72 degrees Fahrenheit in summer 68 in winter) and HVACelectricity is turned off when
rooms are not used
Heating and air conditioning systems are easy for guests to operate (and adjust when necessary)
Hotel has a linen reuse program and place-cards in each room letting guests know of this
Hotel participates in paperless check-inout procedures
Hotel instructs staff to shut off HVAClights when guests are not in their rooms or other areas of
the facility
Going Further YN Notes
Hotel has an environmental policy and action plan covering sustainable procurement energy
saving catering services cleaning transport and waste
Hotel is third party certified (in the US examples include LEED building Green Seal hotel etc)
If Hotel is not third party certified it follows sustainability principles such as installed high
insulation designed to maximize the use of daylight uses energy efficient lighting and water-
saving appliances in kitchen and toilets
Hotel trains its staff to implement its environmental policies
Hotel uses renewable energy on site or buys Renewable Energy Certificates
Hotel separates and composts its organics or will work with organizer to instate a program
Hotel that offers bulk dispensers for shampoos and soaps in guest rooms
Hotel purchases environmentally preferable products (recycled hand towels toilet paper etc)
Hotel requests vendors to have environmentally responsible policies and supports vendors who
do
SUSTAINABLE MEETINGS GUIDE Version 24
27
Hotel purchases environmentally responsible cleaning products for carpets floors kitchens and
bathrooms (minimum 50 percent of products are environmentally responsible)
Hotel delivers newspapers to rooms only if requested and not wrapped in plastic bag
Guest laundry containers are reusable (eg baskets)
Going Even Further YN Notes
Hotel utilizes rain water andor grey water in its buildings
Hotel key cards are linked to energy appliances (ex light automatically switch off when people
leave the room)
Hotel groundsrsquo practices are sustainable (ex only local plants tolerant of local climate are used
etc)
Insulating covers are installed on all indoor and outdoor swimming pools and hot tubs to reduce
both energy and water use (ie evaporation)
Automatic controls are in place for heating and cooling with levels set to the minimum necessary
for comfort
Hotel vehicles operated are efficient and low emission
If you print this guide please only print it black and white and double-sided
ANNEX 6 - World Bank Group Approved Sustainable Vendors for Headquarters
Restaurants (close to WBG Headquarters buildings)
Company Name VIN Contact Information Website Best Used Forhellip
Founding Farmers NA 1924 Pennsylvania Ave NW
202-822-8783
Link Client LunchesDinners
Nora NA 2132 Florida Avenue NW
(202) 462-5143
Link Client LunchesDinners
Farmers and Fishers NA 3000 K Street NW
202-298-0003
Link Client LunchesDinners
Print Shops Company Name VIN Contact Information Website Best Used Forhellip
Plaza Art Store
NA 1990 K Street (2nd Floor)
202-331-7090
Purchasing Foam Poster Boards
EcoPrint 120419 Roger 301-585-7077 Link Sustainable printing needs
Giveaways amp Supplies Company Name VIN Contact Information Website Best Used Forhellip
Fairview Specialties 16952 Rick 410-242-1217 x 1602 Link Eco-Giveaways
ePromos 86267 1-877-377-6667 Link Eco-Giveaways
Advertise America 9830 1-800-579-4883 Link Eco-Giveaways
Office Max Office Max Link Environmentally-friendly office products
ReBinder Office Max Link Recycled Binders
Transportation Company Name VIN Contact Information Website Best Used Forhellip
Veolia Transportation 111458 Alex Cournol 301-965-2080 Fuel Efficient sedans SUVs motor coaches
Sunnys Executive Sedan 4517 1-800-949-0949 Fuel Efficient Sedans amp SUVs
Hotels (close to WBG Headquarters buildings) Reserve through American Express
Company Name VIN Contact Information Website Best Used Forhellip
Beacon Hotel 88406 1615 Rhode Island Avenue NW Link Hotel rooms
Washington Circle Hotel 9062 One Washington Circle NW Link Hotel rooms unique venue
Fairmont Hotel 7073 2401 M Street NW Link Hotel rooms
Topaz Hotel 1733 N Street NW Link Hotel rooms
Hotel Rouge 1315 16th
Street NW Link Hotel rooms
Hotel Palomar 2121 P Street NW Link Hotel rooms
Food amp Wine
Company Name VIN Contact Information Website Best Used Forhellip
Calypso Wine Distributors 114860 Beth-ann Roth 703-464-5550
1725 Eye Street NW Ste 300
Link Giveaways specialty wine at events
Note The above companies have been selected to help you get started If you have additional recommendations or
know of any other WB-approved vendors please contact Vanessa Ferragut to get these added to the next version
SUSTAINABLE MEETINGS GUIDE Version 24
29
References
1 ldquoLivestock and Climate Changerdquo World Watch Institute Retrieved from
httpwwwworldwatchorgfilespdfLivestock20and20Climate20Changepdf
2 Blue Green Meetings Retrieved from httpwwwbluegreenmeetingsorgSuppliersAccommodationshtm
3 Spatrisano A amp Wilson N (2007) Simple Steps to Green Meetings and Events United States of America
4 Tesdahl Ben (2008) Meetings Law Spelling Out lsquoGreenrsquo in Black and White Meetings Industry Megasite
Retrieved from httpwwwmimegasitecommimegasitearticlesarticle_displayjspvnu_content_id=1003849215
5 Barbara Scofidio (July 8 2009) Green It and Mean It Meetings Net Retrieved from
httpmeetingsnetcomnewsgreen-effort-meetings-0708
6 Wallace E Mathai M Heath A Convention Industry Council (2008) Convention Industry Council Manual 8th
Edition Washington DC
7 Cortese Amy (2009 September) Are We Doing Enough One Magazine September Issue
8 Hill Lori (2009) If You Green It They Will Come [PowerPoint slides] lori hill event productions Retrieved from
IFC Footprint website httpifcnetifcorgintranetfootprintnsfAttachmentsByTitlepres_EarthDay2009_IfYouGreenIt$FILEIf+You+Green+It+They+Will+Comepdf
9 UNEP ICLEI (2009) Green Meeting Guide 2009 Roll out the Green Carpet for your Participants
10 Kaplan Jonathan National Resource Defense Council ldquoEat Green Our everyday food choices affect global
warming and the environmentrdquo Retrieved from wwwnrdcorg
11 ldquoLivestockrsquos Long Shadowrdquo by Food and Agriculture Organization of the United Nations Retrieved from
httpwwwfaoorgdocrep010a0701ea0701e00HTM
12 Meeting Strategies Worldwide Retrieved from httpwwwmeetgreencom
13 Telschow Roger (2009) Guide for the Responsible Print Buyer United States of America
SUSTAINABLE MEETINGS GUIDE Version 24
23
ANNEX 2 ndash SELECTING A CATERER
Below is suggested language for a phone conversation formal Request for Information (RFI) Request for Proposal (RFP)
or any written communication This will allow you to easily collect information about a catererrsquos products and services
they can offer you that have minimal environmental impacts It also collects information on the catererrsquos efforts to
minimize the environmental impacts of their business operations This can also be used as a guide for sustainable
catering options that you should consider for your event
The World Bank Grouprsquos Commitment to Sustainability The World Bank Group (WBG) is committed to minimizing the environmental impact of its internal business operations This includes ensuring resource efficiency minimizing waste providing healthy surroundings in which to work and giving back to local communities where we do work This approach is consistent with our mission We will achieve our objectives by working in partnership with vendors whose products and services align with our commitment to sustainability
Catering Products and Services
Basic YN Notes
Can water bottles be replaced by filtered water pitchers
Can dishware be used instead of disposable serving-ware This includes omitting to-go coffee cups and other to-go containers
Can bulk dispensers be used for sugar salt pepper cream butter
jams and other condiments
Can organic andor local food options be provided for menu selections
Are sustainable seafood options provided for menu selections If so what guideprogram is used to ensure responsible selections (such as the Monterey Bay Aquariumrsquos Seafood Watch Guide )
Is organic shade grown andor fair trade coffee and tea available
Can meals be served family style buffet or on platters rather than individually packaged
Going Further YN Notes
Are there means to collect and compost food waste as well as any biodegradable disposables and serving-ware used
Can table tents or informative signage be provided letting attendees know about sustainability efforts (such as ldquoOrganicrdquo ldquoLocalrdquo ldquoBulk to avoid packagingrdquo)
Is any portion of the catering services outsourced to socially
responsible nonprofits or other community needs groups
Is unused food donated to a local shelter or nonprofit
SUSTAINABLE MEETINGS GUIDE Version 24
24
ANNEX 3 ndash CHECKLIST FOR CATERING at HQ by RESTAURANT ASSOCIATES For meetings and events planned by HQ-based WBG staff at the Main Complex F J or H Building you are required to use the catering
services provided by Restaurant Associates Restaurant Associates is dedicated to providing excellent service at WBG properties and
can accommodate most catering needs Below is a list of suggested sustainable catering options for you to discuss with RA along
with a list of RArsquos default green products and services as an FYI
RArsquos Default Sustainable Options include
Fair Trade coffee Compostable disposables Donating excess production to DC Central Kitchen on an as-needed basis Follows sustainability guidelines in accordance with Monterey Bay Aquarium guide
CHECKLIST FOR RESTAURANT ASSOCIATES CATERING
Minimizing waste from service options Notes for Meeting Planners Cost Implications
Pitchers of water provided instead of bottled water
To request this option include instructions in the Comments Box of the online RA order form
At the IFC filtered water is served in pitchers as the default with no extra charge Please include this
request under the comments section In WB buildings the water pitcher policy is under review Details to follow in later FY12 You should always
contact your caterer directly in regards to this
Pitchers of all beverages (juices ice tea etc) can be served instead of individual bottles
To request this option for orange grapefruit and aqua fresco you can click on ldquoBeverages-
NonAlcoholicrdquo and select the pitchers of juice you like For other pitchers such as Iced Tea and apple juice include instructions in the Comments Box of
the online RA order form
$1350 per half gallon is the current pricing
Dishware can be used instead of paper or plastic serving-ware This includes omitting to-go coffee cups and other to-go containers
When ordering online include in the comments section ldquodishware onlyrdquo and possibly list a few items you do not want to have such as disposable coffee
cups plates and cutlery
Restaurant Associatersquos charge for dishware is $75 in tier two rooms but if calculating costs of disposables it is actually a savings anytime you host an event or
meeting for 20 or more people
Single-serve condiments can be eliminated from an event Alternative is to serve condiments (sugar salt pepper cream butter jams mayo mustard salad dressing etc) in bulk dispensers bowls etc
To request this option include instructions in the Comments Box of the RA order form
None
ldquoBoxed lunchesrdquo can be served on trays -rather than individual boxes- and replacing single serve condimentschips with bulk serving options
To request this option include instructions in the Comments Box of the RA online order form If there is a need for staff to bring their lunches back to their
office brown bags can be provided
None
Sustainable menu options Notes for Meeting Planners Cost Implications Organic andor locally sourced menu options are available
RA promotes the use of local and natural (no growth
hormones or additives) products based on season
and region Therefore menu options may be
limited
These items typically cost 30- 50 more
Limited (or no) meat menu can be prepared with a range of vegetarian options diverse in flavorstextures
RA can provided excellent vegetarian options upon
request Some online options are all vegetarian and
some menus can be customized with RA directly
Vegetarian options tend to cost less than meat
options
Organic wine or beer can be purchased Natura brand organic wines are available through
RA
Varies by product 30- 50 higher cost or
approximately $1195 per person
Educating attendees Notes for Meeting Planners Cost Implications
Table tents or informative signage can be
provided letting attendees know about
sustainability of foodbeverageservice
(highlighting what is local organic fair-trade
bulk serving dishware)
RA is happy to set up table tents with titles of the
food items being served at the event Just email
Michelle Perry at MPerryifcorg for your specific
requests
None
SUSTAINABLE MEETINGS GUIDE Version 24
25
ANNEX 4 ndash SELECTING A VENUE
Below is suggested language for a phone conversation formal Request for Information (RFI) Request for Proposal (RFP) or any written communication This will allow you to easily collect information about a venuersquos services that have minimal environmental impacts as well as efforts of the venue to minimize the environmental impacts of their operations This can also be used as a guide for what sustainable options that to look for when selecting a venue The World Bank Grouprsquos Commitment to Sustainability The World Bank Group (WBG) is committed to minimizing the environmental impact of its internal business operations This includes ensuring resource efficiency minimizing waste providing healthy surroundings in which to work and giving back to local communities where we do work This approach is consistent with our mission We will achieve our objectives by working in partnership with vendors whose products and services align with our commitment to sustainability
Venue
Basic YN Notes
Venue is in close proximity to public transport airport connection hotels or other
event venues
Venue provides visible and accessible reduction reuse and recycling services for
paper metal plastic and glass
The venue has an energy management program ensuring temperature is kept at
reasonable levels (such as 72 degrees Fahrenheit in summer 68 in winter) and that
this can be adjusted according to the dress code for an event
Venue instructs staff to shut off HVAClights when guests are not in meeting rooms
or other areas of the facility
Venue trains its staff to implement its environmental policies
Venue purchases environmentally preferable products (recycled paper products
green cleaning products etc)
Going Further YN Notes
Venue has an environmental policy and action plan covering sustainable
procurement energy saving catering services cleaning transport and waste
Venue is third party certified (examples in US LEED building Green Seal hotel etc)
If venue is not third party certified it follows sustainability principles such as
installed high insulation designed to maximize the use of daylight uses energy
efficient lighting and water-saving appliances in kitchen and toilets
Venue uses renewable energy on site or buys Renewable Energy Certificates
Venue separates and composts its organics or will work with organizer to instate a
program
Venue purchases environmentally responsible cleaning products for carpets floors
kitchens and bathrooms (minimum 50 percent of products are environmentally
responsible)
Venue requests that suppliers have environmentally responsible policies and
supports vendors who do
SUSTAINABLE MEETINGS GUIDE Version 24
26
ANNEX 5 ndash SELECTING A HOTEL For Overnight Guests
Below is suggested language for a phone conversation formal Request for Information (RFI) Request for Proposal (RFP) or any
written communication This will allow you to easily collect information about a hotelrsquos services that have minimal environmental
impacts as well as efforts of the hotel to minimize the environmental impacts of their operations This can also be used as a guide for
what sustainable options that to look for when selecting a hotel venue
The World Bank Grouprsquos Commitment to Sustainability The World Bank Group (WBG) is committed to minimizing the environmental impact of its internal business operations This includes ensuring resource efficiency minimizing waste providing healthy surroundings in which to work and giving back to local communities where we do work This approach is consistent with our mission We will achieve our objectives by working in partnership with vendors whose products and services align with our commitment to sustainability
Selecting a Hotel
Basic YN Notes
Hotel is located within walking distance of the meeting venue and is easily accessible by public
transport
Hotel implements water-conservation practices including low-flow showerheads and toilets
Hotel implements a recycling program
Hotel implements energy efficiency practices ensuring temperature is kept at reasonable levels
(such as 72 degrees Fahrenheit in summer 68 in winter) and HVACelectricity is turned off when
rooms are not used
Heating and air conditioning systems are easy for guests to operate (and adjust when necessary)
Hotel has a linen reuse program and place-cards in each room letting guests know of this
Hotel participates in paperless check-inout procedures
Hotel instructs staff to shut off HVAClights when guests are not in their rooms or other areas of
the facility
Going Further YN Notes
Hotel has an environmental policy and action plan covering sustainable procurement energy
saving catering services cleaning transport and waste
Hotel is third party certified (in the US examples include LEED building Green Seal hotel etc)
If Hotel is not third party certified it follows sustainability principles such as installed high
insulation designed to maximize the use of daylight uses energy efficient lighting and water-
saving appliances in kitchen and toilets
Hotel trains its staff to implement its environmental policies
Hotel uses renewable energy on site or buys Renewable Energy Certificates
Hotel separates and composts its organics or will work with organizer to instate a program
Hotel that offers bulk dispensers for shampoos and soaps in guest rooms
Hotel purchases environmentally preferable products (recycled hand towels toilet paper etc)
Hotel requests vendors to have environmentally responsible policies and supports vendors who
do
SUSTAINABLE MEETINGS GUIDE Version 24
27
Hotel purchases environmentally responsible cleaning products for carpets floors kitchens and
bathrooms (minimum 50 percent of products are environmentally responsible)
Hotel delivers newspapers to rooms only if requested and not wrapped in plastic bag
Guest laundry containers are reusable (eg baskets)
Going Even Further YN Notes
Hotel utilizes rain water andor grey water in its buildings
Hotel key cards are linked to energy appliances (ex light automatically switch off when people
leave the room)
Hotel groundsrsquo practices are sustainable (ex only local plants tolerant of local climate are used
etc)
Insulating covers are installed on all indoor and outdoor swimming pools and hot tubs to reduce
both energy and water use (ie evaporation)
Automatic controls are in place for heating and cooling with levels set to the minimum necessary
for comfort
Hotel vehicles operated are efficient and low emission
If you print this guide please only print it black and white and double-sided
ANNEX 6 - World Bank Group Approved Sustainable Vendors for Headquarters
Restaurants (close to WBG Headquarters buildings)
Company Name VIN Contact Information Website Best Used Forhellip
Founding Farmers NA 1924 Pennsylvania Ave NW
202-822-8783
Link Client LunchesDinners
Nora NA 2132 Florida Avenue NW
(202) 462-5143
Link Client LunchesDinners
Farmers and Fishers NA 3000 K Street NW
202-298-0003
Link Client LunchesDinners
Print Shops Company Name VIN Contact Information Website Best Used Forhellip
Plaza Art Store
NA 1990 K Street (2nd Floor)
202-331-7090
Purchasing Foam Poster Boards
EcoPrint 120419 Roger 301-585-7077 Link Sustainable printing needs
Giveaways amp Supplies Company Name VIN Contact Information Website Best Used Forhellip
Fairview Specialties 16952 Rick 410-242-1217 x 1602 Link Eco-Giveaways
ePromos 86267 1-877-377-6667 Link Eco-Giveaways
Advertise America 9830 1-800-579-4883 Link Eco-Giveaways
Office Max Office Max Link Environmentally-friendly office products
ReBinder Office Max Link Recycled Binders
Transportation Company Name VIN Contact Information Website Best Used Forhellip
Veolia Transportation 111458 Alex Cournol 301-965-2080 Fuel Efficient sedans SUVs motor coaches
Sunnys Executive Sedan 4517 1-800-949-0949 Fuel Efficient Sedans amp SUVs
Hotels (close to WBG Headquarters buildings) Reserve through American Express
Company Name VIN Contact Information Website Best Used Forhellip
Beacon Hotel 88406 1615 Rhode Island Avenue NW Link Hotel rooms
Washington Circle Hotel 9062 One Washington Circle NW Link Hotel rooms unique venue
Fairmont Hotel 7073 2401 M Street NW Link Hotel rooms
Topaz Hotel 1733 N Street NW Link Hotel rooms
Hotel Rouge 1315 16th
Street NW Link Hotel rooms
Hotel Palomar 2121 P Street NW Link Hotel rooms
Food amp Wine
Company Name VIN Contact Information Website Best Used Forhellip
Calypso Wine Distributors 114860 Beth-ann Roth 703-464-5550
1725 Eye Street NW Ste 300
Link Giveaways specialty wine at events
Note The above companies have been selected to help you get started If you have additional recommendations or
know of any other WB-approved vendors please contact Vanessa Ferragut to get these added to the next version
SUSTAINABLE MEETINGS GUIDE Version 24
29
References
1 ldquoLivestock and Climate Changerdquo World Watch Institute Retrieved from
httpwwwworldwatchorgfilespdfLivestock20and20Climate20Changepdf
2 Blue Green Meetings Retrieved from httpwwwbluegreenmeetingsorgSuppliersAccommodationshtm
3 Spatrisano A amp Wilson N (2007) Simple Steps to Green Meetings and Events United States of America
4 Tesdahl Ben (2008) Meetings Law Spelling Out lsquoGreenrsquo in Black and White Meetings Industry Megasite
Retrieved from httpwwwmimegasitecommimegasitearticlesarticle_displayjspvnu_content_id=1003849215
5 Barbara Scofidio (July 8 2009) Green It and Mean It Meetings Net Retrieved from
httpmeetingsnetcomnewsgreen-effort-meetings-0708
6 Wallace E Mathai M Heath A Convention Industry Council (2008) Convention Industry Council Manual 8th
Edition Washington DC
7 Cortese Amy (2009 September) Are We Doing Enough One Magazine September Issue
8 Hill Lori (2009) If You Green It They Will Come [PowerPoint slides] lori hill event productions Retrieved from
IFC Footprint website httpifcnetifcorgintranetfootprintnsfAttachmentsByTitlepres_EarthDay2009_IfYouGreenIt$FILEIf+You+Green+It+They+Will+Comepdf
9 UNEP ICLEI (2009) Green Meeting Guide 2009 Roll out the Green Carpet for your Participants
10 Kaplan Jonathan National Resource Defense Council ldquoEat Green Our everyday food choices affect global
warming and the environmentrdquo Retrieved from wwwnrdcorg
11 ldquoLivestockrsquos Long Shadowrdquo by Food and Agriculture Organization of the United Nations Retrieved from
httpwwwfaoorgdocrep010a0701ea0701e00HTM
12 Meeting Strategies Worldwide Retrieved from httpwwwmeetgreencom
13 Telschow Roger (2009) Guide for the Responsible Print Buyer United States of America
SUSTAINABLE MEETINGS GUIDE Version 24
24
ANNEX 3 ndash CHECKLIST FOR CATERING at HQ by RESTAURANT ASSOCIATES For meetings and events planned by HQ-based WBG staff at the Main Complex F J or H Building you are required to use the catering
services provided by Restaurant Associates Restaurant Associates is dedicated to providing excellent service at WBG properties and
can accommodate most catering needs Below is a list of suggested sustainable catering options for you to discuss with RA along
with a list of RArsquos default green products and services as an FYI
RArsquos Default Sustainable Options include
Fair Trade coffee Compostable disposables Donating excess production to DC Central Kitchen on an as-needed basis Follows sustainability guidelines in accordance with Monterey Bay Aquarium guide
CHECKLIST FOR RESTAURANT ASSOCIATES CATERING
Minimizing waste from service options Notes for Meeting Planners Cost Implications
Pitchers of water provided instead of bottled water
To request this option include instructions in the Comments Box of the online RA order form
At the IFC filtered water is served in pitchers as the default with no extra charge Please include this
request under the comments section In WB buildings the water pitcher policy is under review Details to follow in later FY12 You should always
contact your caterer directly in regards to this
Pitchers of all beverages (juices ice tea etc) can be served instead of individual bottles
To request this option for orange grapefruit and aqua fresco you can click on ldquoBeverages-
NonAlcoholicrdquo and select the pitchers of juice you like For other pitchers such as Iced Tea and apple juice include instructions in the Comments Box of
the online RA order form
$1350 per half gallon is the current pricing
Dishware can be used instead of paper or plastic serving-ware This includes omitting to-go coffee cups and other to-go containers
When ordering online include in the comments section ldquodishware onlyrdquo and possibly list a few items you do not want to have such as disposable coffee
cups plates and cutlery
Restaurant Associatersquos charge for dishware is $75 in tier two rooms but if calculating costs of disposables it is actually a savings anytime you host an event or
meeting for 20 or more people
Single-serve condiments can be eliminated from an event Alternative is to serve condiments (sugar salt pepper cream butter jams mayo mustard salad dressing etc) in bulk dispensers bowls etc
To request this option include instructions in the Comments Box of the RA order form
None
ldquoBoxed lunchesrdquo can be served on trays -rather than individual boxes- and replacing single serve condimentschips with bulk serving options
To request this option include instructions in the Comments Box of the RA online order form If there is a need for staff to bring their lunches back to their
office brown bags can be provided
None
Sustainable menu options Notes for Meeting Planners Cost Implications Organic andor locally sourced menu options are available
RA promotes the use of local and natural (no growth
hormones or additives) products based on season
and region Therefore menu options may be
limited
These items typically cost 30- 50 more
Limited (or no) meat menu can be prepared with a range of vegetarian options diverse in flavorstextures
RA can provided excellent vegetarian options upon
request Some online options are all vegetarian and
some menus can be customized with RA directly
Vegetarian options tend to cost less than meat
options
Organic wine or beer can be purchased Natura brand organic wines are available through
RA
Varies by product 30- 50 higher cost or
approximately $1195 per person
Educating attendees Notes for Meeting Planners Cost Implications
Table tents or informative signage can be
provided letting attendees know about
sustainability of foodbeverageservice
(highlighting what is local organic fair-trade
bulk serving dishware)
RA is happy to set up table tents with titles of the
food items being served at the event Just email
Michelle Perry at MPerryifcorg for your specific
requests
None
SUSTAINABLE MEETINGS GUIDE Version 24
25
ANNEX 4 ndash SELECTING A VENUE
Below is suggested language for a phone conversation formal Request for Information (RFI) Request for Proposal (RFP) or any written communication This will allow you to easily collect information about a venuersquos services that have minimal environmental impacts as well as efforts of the venue to minimize the environmental impacts of their operations This can also be used as a guide for what sustainable options that to look for when selecting a venue The World Bank Grouprsquos Commitment to Sustainability The World Bank Group (WBG) is committed to minimizing the environmental impact of its internal business operations This includes ensuring resource efficiency minimizing waste providing healthy surroundings in which to work and giving back to local communities where we do work This approach is consistent with our mission We will achieve our objectives by working in partnership with vendors whose products and services align with our commitment to sustainability
Venue
Basic YN Notes
Venue is in close proximity to public transport airport connection hotels or other
event venues
Venue provides visible and accessible reduction reuse and recycling services for
paper metal plastic and glass
The venue has an energy management program ensuring temperature is kept at
reasonable levels (such as 72 degrees Fahrenheit in summer 68 in winter) and that
this can be adjusted according to the dress code for an event
Venue instructs staff to shut off HVAClights when guests are not in meeting rooms
or other areas of the facility
Venue trains its staff to implement its environmental policies
Venue purchases environmentally preferable products (recycled paper products
green cleaning products etc)
Going Further YN Notes
Venue has an environmental policy and action plan covering sustainable
procurement energy saving catering services cleaning transport and waste
Venue is third party certified (examples in US LEED building Green Seal hotel etc)
If venue is not third party certified it follows sustainability principles such as
installed high insulation designed to maximize the use of daylight uses energy
efficient lighting and water-saving appliances in kitchen and toilets
Venue uses renewable energy on site or buys Renewable Energy Certificates
Venue separates and composts its organics or will work with organizer to instate a
program
Venue purchases environmentally responsible cleaning products for carpets floors
kitchens and bathrooms (minimum 50 percent of products are environmentally
responsible)
Venue requests that suppliers have environmentally responsible policies and
supports vendors who do
SUSTAINABLE MEETINGS GUIDE Version 24
26
ANNEX 5 ndash SELECTING A HOTEL For Overnight Guests
Below is suggested language for a phone conversation formal Request for Information (RFI) Request for Proposal (RFP) or any
written communication This will allow you to easily collect information about a hotelrsquos services that have minimal environmental
impacts as well as efforts of the hotel to minimize the environmental impacts of their operations This can also be used as a guide for
what sustainable options that to look for when selecting a hotel venue
The World Bank Grouprsquos Commitment to Sustainability The World Bank Group (WBG) is committed to minimizing the environmental impact of its internal business operations This includes ensuring resource efficiency minimizing waste providing healthy surroundings in which to work and giving back to local communities where we do work This approach is consistent with our mission We will achieve our objectives by working in partnership with vendors whose products and services align with our commitment to sustainability
Selecting a Hotel
Basic YN Notes
Hotel is located within walking distance of the meeting venue and is easily accessible by public
transport
Hotel implements water-conservation practices including low-flow showerheads and toilets
Hotel implements a recycling program
Hotel implements energy efficiency practices ensuring temperature is kept at reasonable levels
(such as 72 degrees Fahrenheit in summer 68 in winter) and HVACelectricity is turned off when
rooms are not used
Heating and air conditioning systems are easy for guests to operate (and adjust when necessary)
Hotel has a linen reuse program and place-cards in each room letting guests know of this
Hotel participates in paperless check-inout procedures
Hotel instructs staff to shut off HVAClights when guests are not in their rooms or other areas of
the facility
Going Further YN Notes
Hotel has an environmental policy and action plan covering sustainable procurement energy
saving catering services cleaning transport and waste
Hotel is third party certified (in the US examples include LEED building Green Seal hotel etc)
If Hotel is not third party certified it follows sustainability principles such as installed high
insulation designed to maximize the use of daylight uses energy efficient lighting and water-
saving appliances in kitchen and toilets
Hotel trains its staff to implement its environmental policies
Hotel uses renewable energy on site or buys Renewable Energy Certificates
Hotel separates and composts its organics or will work with organizer to instate a program
Hotel that offers bulk dispensers for shampoos and soaps in guest rooms
Hotel purchases environmentally preferable products (recycled hand towels toilet paper etc)
Hotel requests vendors to have environmentally responsible policies and supports vendors who
do
SUSTAINABLE MEETINGS GUIDE Version 24
27
Hotel purchases environmentally responsible cleaning products for carpets floors kitchens and
bathrooms (minimum 50 percent of products are environmentally responsible)
Hotel delivers newspapers to rooms only if requested and not wrapped in plastic bag
Guest laundry containers are reusable (eg baskets)
Going Even Further YN Notes
Hotel utilizes rain water andor grey water in its buildings
Hotel key cards are linked to energy appliances (ex light automatically switch off when people
leave the room)
Hotel groundsrsquo practices are sustainable (ex only local plants tolerant of local climate are used
etc)
Insulating covers are installed on all indoor and outdoor swimming pools and hot tubs to reduce
both energy and water use (ie evaporation)
Automatic controls are in place for heating and cooling with levels set to the minimum necessary
for comfort
Hotel vehicles operated are efficient and low emission
If you print this guide please only print it black and white and double-sided
ANNEX 6 - World Bank Group Approved Sustainable Vendors for Headquarters
Restaurants (close to WBG Headquarters buildings)
Company Name VIN Contact Information Website Best Used Forhellip
Founding Farmers NA 1924 Pennsylvania Ave NW
202-822-8783
Link Client LunchesDinners
Nora NA 2132 Florida Avenue NW
(202) 462-5143
Link Client LunchesDinners
Farmers and Fishers NA 3000 K Street NW
202-298-0003
Link Client LunchesDinners
Print Shops Company Name VIN Contact Information Website Best Used Forhellip
Plaza Art Store
NA 1990 K Street (2nd Floor)
202-331-7090
Purchasing Foam Poster Boards
EcoPrint 120419 Roger 301-585-7077 Link Sustainable printing needs
Giveaways amp Supplies Company Name VIN Contact Information Website Best Used Forhellip
Fairview Specialties 16952 Rick 410-242-1217 x 1602 Link Eco-Giveaways
ePromos 86267 1-877-377-6667 Link Eco-Giveaways
Advertise America 9830 1-800-579-4883 Link Eco-Giveaways
Office Max Office Max Link Environmentally-friendly office products
ReBinder Office Max Link Recycled Binders
Transportation Company Name VIN Contact Information Website Best Used Forhellip
Veolia Transportation 111458 Alex Cournol 301-965-2080 Fuel Efficient sedans SUVs motor coaches
Sunnys Executive Sedan 4517 1-800-949-0949 Fuel Efficient Sedans amp SUVs
Hotels (close to WBG Headquarters buildings) Reserve through American Express
Company Name VIN Contact Information Website Best Used Forhellip
Beacon Hotel 88406 1615 Rhode Island Avenue NW Link Hotel rooms
Washington Circle Hotel 9062 One Washington Circle NW Link Hotel rooms unique venue
Fairmont Hotel 7073 2401 M Street NW Link Hotel rooms
Topaz Hotel 1733 N Street NW Link Hotel rooms
Hotel Rouge 1315 16th
Street NW Link Hotel rooms
Hotel Palomar 2121 P Street NW Link Hotel rooms
Food amp Wine
Company Name VIN Contact Information Website Best Used Forhellip
Calypso Wine Distributors 114860 Beth-ann Roth 703-464-5550
1725 Eye Street NW Ste 300
Link Giveaways specialty wine at events
Note The above companies have been selected to help you get started If you have additional recommendations or
know of any other WB-approved vendors please contact Vanessa Ferragut to get these added to the next version
SUSTAINABLE MEETINGS GUIDE Version 24
29
References
1 ldquoLivestock and Climate Changerdquo World Watch Institute Retrieved from
httpwwwworldwatchorgfilespdfLivestock20and20Climate20Changepdf
2 Blue Green Meetings Retrieved from httpwwwbluegreenmeetingsorgSuppliersAccommodationshtm
3 Spatrisano A amp Wilson N (2007) Simple Steps to Green Meetings and Events United States of America
4 Tesdahl Ben (2008) Meetings Law Spelling Out lsquoGreenrsquo in Black and White Meetings Industry Megasite
Retrieved from httpwwwmimegasitecommimegasitearticlesarticle_displayjspvnu_content_id=1003849215
5 Barbara Scofidio (July 8 2009) Green It and Mean It Meetings Net Retrieved from
httpmeetingsnetcomnewsgreen-effort-meetings-0708
6 Wallace E Mathai M Heath A Convention Industry Council (2008) Convention Industry Council Manual 8th
Edition Washington DC
7 Cortese Amy (2009 September) Are We Doing Enough One Magazine September Issue
8 Hill Lori (2009) If You Green It They Will Come [PowerPoint slides] lori hill event productions Retrieved from
IFC Footprint website httpifcnetifcorgintranetfootprintnsfAttachmentsByTitlepres_EarthDay2009_IfYouGreenIt$FILEIf+You+Green+It+They+Will+Comepdf
9 UNEP ICLEI (2009) Green Meeting Guide 2009 Roll out the Green Carpet for your Participants
10 Kaplan Jonathan National Resource Defense Council ldquoEat Green Our everyday food choices affect global
warming and the environmentrdquo Retrieved from wwwnrdcorg
11 ldquoLivestockrsquos Long Shadowrdquo by Food and Agriculture Organization of the United Nations Retrieved from
httpwwwfaoorgdocrep010a0701ea0701e00HTM
12 Meeting Strategies Worldwide Retrieved from httpwwwmeetgreencom
13 Telschow Roger (2009) Guide for the Responsible Print Buyer United States of America
SUSTAINABLE MEETINGS GUIDE Version 24
25
ANNEX 4 ndash SELECTING A VENUE
Below is suggested language for a phone conversation formal Request for Information (RFI) Request for Proposal (RFP) or any written communication This will allow you to easily collect information about a venuersquos services that have minimal environmental impacts as well as efforts of the venue to minimize the environmental impacts of their operations This can also be used as a guide for what sustainable options that to look for when selecting a venue The World Bank Grouprsquos Commitment to Sustainability The World Bank Group (WBG) is committed to minimizing the environmental impact of its internal business operations This includes ensuring resource efficiency minimizing waste providing healthy surroundings in which to work and giving back to local communities where we do work This approach is consistent with our mission We will achieve our objectives by working in partnership with vendors whose products and services align with our commitment to sustainability
Venue
Basic YN Notes
Venue is in close proximity to public transport airport connection hotels or other
event venues
Venue provides visible and accessible reduction reuse and recycling services for
paper metal plastic and glass
The venue has an energy management program ensuring temperature is kept at
reasonable levels (such as 72 degrees Fahrenheit in summer 68 in winter) and that
this can be adjusted according to the dress code for an event
Venue instructs staff to shut off HVAClights when guests are not in meeting rooms
or other areas of the facility
Venue trains its staff to implement its environmental policies
Venue purchases environmentally preferable products (recycled paper products
green cleaning products etc)
Going Further YN Notes
Venue has an environmental policy and action plan covering sustainable
procurement energy saving catering services cleaning transport and waste
Venue is third party certified (examples in US LEED building Green Seal hotel etc)
If venue is not third party certified it follows sustainability principles such as
installed high insulation designed to maximize the use of daylight uses energy
efficient lighting and water-saving appliances in kitchen and toilets
Venue uses renewable energy on site or buys Renewable Energy Certificates
Venue separates and composts its organics or will work with organizer to instate a
program
Venue purchases environmentally responsible cleaning products for carpets floors
kitchens and bathrooms (minimum 50 percent of products are environmentally
responsible)
Venue requests that suppliers have environmentally responsible policies and
supports vendors who do
SUSTAINABLE MEETINGS GUIDE Version 24
26
ANNEX 5 ndash SELECTING A HOTEL For Overnight Guests
Below is suggested language for a phone conversation formal Request for Information (RFI) Request for Proposal (RFP) or any
written communication This will allow you to easily collect information about a hotelrsquos services that have minimal environmental
impacts as well as efforts of the hotel to minimize the environmental impacts of their operations This can also be used as a guide for
what sustainable options that to look for when selecting a hotel venue
The World Bank Grouprsquos Commitment to Sustainability The World Bank Group (WBG) is committed to minimizing the environmental impact of its internal business operations This includes ensuring resource efficiency minimizing waste providing healthy surroundings in which to work and giving back to local communities where we do work This approach is consistent with our mission We will achieve our objectives by working in partnership with vendors whose products and services align with our commitment to sustainability
Selecting a Hotel
Basic YN Notes
Hotel is located within walking distance of the meeting venue and is easily accessible by public
transport
Hotel implements water-conservation practices including low-flow showerheads and toilets
Hotel implements a recycling program
Hotel implements energy efficiency practices ensuring temperature is kept at reasonable levels
(such as 72 degrees Fahrenheit in summer 68 in winter) and HVACelectricity is turned off when
rooms are not used
Heating and air conditioning systems are easy for guests to operate (and adjust when necessary)
Hotel has a linen reuse program and place-cards in each room letting guests know of this
Hotel participates in paperless check-inout procedures
Hotel instructs staff to shut off HVAClights when guests are not in their rooms or other areas of
the facility
Going Further YN Notes
Hotel has an environmental policy and action plan covering sustainable procurement energy
saving catering services cleaning transport and waste
Hotel is third party certified (in the US examples include LEED building Green Seal hotel etc)
If Hotel is not third party certified it follows sustainability principles such as installed high
insulation designed to maximize the use of daylight uses energy efficient lighting and water-
saving appliances in kitchen and toilets
Hotel trains its staff to implement its environmental policies
Hotel uses renewable energy on site or buys Renewable Energy Certificates
Hotel separates and composts its organics or will work with organizer to instate a program
Hotel that offers bulk dispensers for shampoos and soaps in guest rooms
Hotel purchases environmentally preferable products (recycled hand towels toilet paper etc)
Hotel requests vendors to have environmentally responsible policies and supports vendors who
do
SUSTAINABLE MEETINGS GUIDE Version 24
27
Hotel purchases environmentally responsible cleaning products for carpets floors kitchens and
bathrooms (minimum 50 percent of products are environmentally responsible)
Hotel delivers newspapers to rooms only if requested and not wrapped in plastic bag
Guest laundry containers are reusable (eg baskets)
Going Even Further YN Notes
Hotel utilizes rain water andor grey water in its buildings
Hotel key cards are linked to energy appliances (ex light automatically switch off when people
leave the room)
Hotel groundsrsquo practices are sustainable (ex only local plants tolerant of local climate are used
etc)
Insulating covers are installed on all indoor and outdoor swimming pools and hot tubs to reduce
both energy and water use (ie evaporation)
Automatic controls are in place for heating and cooling with levels set to the minimum necessary
for comfort
Hotel vehicles operated are efficient and low emission
If you print this guide please only print it black and white and double-sided
ANNEX 6 - World Bank Group Approved Sustainable Vendors for Headquarters
Restaurants (close to WBG Headquarters buildings)
Company Name VIN Contact Information Website Best Used Forhellip
Founding Farmers NA 1924 Pennsylvania Ave NW
202-822-8783
Link Client LunchesDinners
Nora NA 2132 Florida Avenue NW
(202) 462-5143
Link Client LunchesDinners
Farmers and Fishers NA 3000 K Street NW
202-298-0003
Link Client LunchesDinners
Print Shops Company Name VIN Contact Information Website Best Used Forhellip
Plaza Art Store
NA 1990 K Street (2nd Floor)
202-331-7090
Purchasing Foam Poster Boards
EcoPrint 120419 Roger 301-585-7077 Link Sustainable printing needs
Giveaways amp Supplies Company Name VIN Contact Information Website Best Used Forhellip
Fairview Specialties 16952 Rick 410-242-1217 x 1602 Link Eco-Giveaways
ePromos 86267 1-877-377-6667 Link Eco-Giveaways
Advertise America 9830 1-800-579-4883 Link Eco-Giveaways
Office Max Office Max Link Environmentally-friendly office products
ReBinder Office Max Link Recycled Binders
Transportation Company Name VIN Contact Information Website Best Used Forhellip
Veolia Transportation 111458 Alex Cournol 301-965-2080 Fuel Efficient sedans SUVs motor coaches
Sunnys Executive Sedan 4517 1-800-949-0949 Fuel Efficient Sedans amp SUVs
Hotels (close to WBG Headquarters buildings) Reserve through American Express
Company Name VIN Contact Information Website Best Used Forhellip
Beacon Hotel 88406 1615 Rhode Island Avenue NW Link Hotel rooms
Washington Circle Hotel 9062 One Washington Circle NW Link Hotel rooms unique venue
Fairmont Hotel 7073 2401 M Street NW Link Hotel rooms
Topaz Hotel 1733 N Street NW Link Hotel rooms
Hotel Rouge 1315 16th
Street NW Link Hotel rooms
Hotel Palomar 2121 P Street NW Link Hotel rooms
Food amp Wine
Company Name VIN Contact Information Website Best Used Forhellip
Calypso Wine Distributors 114860 Beth-ann Roth 703-464-5550
1725 Eye Street NW Ste 300
Link Giveaways specialty wine at events
Note The above companies have been selected to help you get started If you have additional recommendations or
know of any other WB-approved vendors please contact Vanessa Ferragut to get these added to the next version
SUSTAINABLE MEETINGS GUIDE Version 24
29
References
1 ldquoLivestock and Climate Changerdquo World Watch Institute Retrieved from
httpwwwworldwatchorgfilespdfLivestock20and20Climate20Changepdf
2 Blue Green Meetings Retrieved from httpwwwbluegreenmeetingsorgSuppliersAccommodationshtm
3 Spatrisano A amp Wilson N (2007) Simple Steps to Green Meetings and Events United States of America
4 Tesdahl Ben (2008) Meetings Law Spelling Out lsquoGreenrsquo in Black and White Meetings Industry Megasite
Retrieved from httpwwwmimegasitecommimegasitearticlesarticle_displayjspvnu_content_id=1003849215
5 Barbara Scofidio (July 8 2009) Green It and Mean It Meetings Net Retrieved from
httpmeetingsnetcomnewsgreen-effort-meetings-0708
6 Wallace E Mathai M Heath A Convention Industry Council (2008) Convention Industry Council Manual 8th
Edition Washington DC
7 Cortese Amy (2009 September) Are We Doing Enough One Magazine September Issue
8 Hill Lori (2009) If You Green It They Will Come [PowerPoint slides] lori hill event productions Retrieved from
IFC Footprint website httpifcnetifcorgintranetfootprintnsfAttachmentsByTitlepres_EarthDay2009_IfYouGreenIt$FILEIf+You+Green+It+They+Will+Comepdf
9 UNEP ICLEI (2009) Green Meeting Guide 2009 Roll out the Green Carpet for your Participants
10 Kaplan Jonathan National Resource Defense Council ldquoEat Green Our everyday food choices affect global
warming and the environmentrdquo Retrieved from wwwnrdcorg
11 ldquoLivestockrsquos Long Shadowrdquo by Food and Agriculture Organization of the United Nations Retrieved from
httpwwwfaoorgdocrep010a0701ea0701e00HTM
12 Meeting Strategies Worldwide Retrieved from httpwwwmeetgreencom
13 Telschow Roger (2009) Guide for the Responsible Print Buyer United States of America
SUSTAINABLE MEETINGS GUIDE Version 24
26
ANNEX 5 ndash SELECTING A HOTEL For Overnight Guests
Below is suggested language for a phone conversation formal Request for Information (RFI) Request for Proposal (RFP) or any
written communication This will allow you to easily collect information about a hotelrsquos services that have minimal environmental
impacts as well as efforts of the hotel to minimize the environmental impacts of their operations This can also be used as a guide for
what sustainable options that to look for when selecting a hotel venue
The World Bank Grouprsquos Commitment to Sustainability The World Bank Group (WBG) is committed to minimizing the environmental impact of its internal business operations This includes ensuring resource efficiency minimizing waste providing healthy surroundings in which to work and giving back to local communities where we do work This approach is consistent with our mission We will achieve our objectives by working in partnership with vendors whose products and services align with our commitment to sustainability
Selecting a Hotel
Basic YN Notes
Hotel is located within walking distance of the meeting venue and is easily accessible by public
transport
Hotel implements water-conservation practices including low-flow showerheads and toilets
Hotel implements a recycling program
Hotel implements energy efficiency practices ensuring temperature is kept at reasonable levels
(such as 72 degrees Fahrenheit in summer 68 in winter) and HVACelectricity is turned off when
rooms are not used
Heating and air conditioning systems are easy for guests to operate (and adjust when necessary)
Hotel has a linen reuse program and place-cards in each room letting guests know of this
Hotel participates in paperless check-inout procedures
Hotel instructs staff to shut off HVAClights when guests are not in their rooms or other areas of
the facility
Going Further YN Notes
Hotel has an environmental policy and action plan covering sustainable procurement energy
saving catering services cleaning transport and waste
Hotel is third party certified (in the US examples include LEED building Green Seal hotel etc)
If Hotel is not third party certified it follows sustainability principles such as installed high
insulation designed to maximize the use of daylight uses energy efficient lighting and water-
saving appliances in kitchen and toilets
Hotel trains its staff to implement its environmental policies
Hotel uses renewable energy on site or buys Renewable Energy Certificates
Hotel separates and composts its organics or will work with organizer to instate a program
Hotel that offers bulk dispensers for shampoos and soaps in guest rooms
Hotel purchases environmentally preferable products (recycled hand towels toilet paper etc)
Hotel requests vendors to have environmentally responsible policies and supports vendors who
do
SUSTAINABLE MEETINGS GUIDE Version 24
27
Hotel purchases environmentally responsible cleaning products for carpets floors kitchens and
bathrooms (minimum 50 percent of products are environmentally responsible)
Hotel delivers newspapers to rooms only if requested and not wrapped in plastic bag
Guest laundry containers are reusable (eg baskets)
Going Even Further YN Notes
Hotel utilizes rain water andor grey water in its buildings
Hotel key cards are linked to energy appliances (ex light automatically switch off when people
leave the room)
Hotel groundsrsquo practices are sustainable (ex only local plants tolerant of local climate are used
etc)
Insulating covers are installed on all indoor and outdoor swimming pools and hot tubs to reduce
both energy and water use (ie evaporation)
Automatic controls are in place for heating and cooling with levels set to the minimum necessary
for comfort
Hotel vehicles operated are efficient and low emission
If you print this guide please only print it black and white and double-sided
ANNEX 6 - World Bank Group Approved Sustainable Vendors for Headquarters
Restaurants (close to WBG Headquarters buildings)
Company Name VIN Contact Information Website Best Used Forhellip
Founding Farmers NA 1924 Pennsylvania Ave NW
202-822-8783
Link Client LunchesDinners
Nora NA 2132 Florida Avenue NW
(202) 462-5143
Link Client LunchesDinners
Farmers and Fishers NA 3000 K Street NW
202-298-0003
Link Client LunchesDinners
Print Shops Company Name VIN Contact Information Website Best Used Forhellip
Plaza Art Store
NA 1990 K Street (2nd Floor)
202-331-7090
Purchasing Foam Poster Boards
EcoPrint 120419 Roger 301-585-7077 Link Sustainable printing needs
Giveaways amp Supplies Company Name VIN Contact Information Website Best Used Forhellip
Fairview Specialties 16952 Rick 410-242-1217 x 1602 Link Eco-Giveaways
ePromos 86267 1-877-377-6667 Link Eco-Giveaways
Advertise America 9830 1-800-579-4883 Link Eco-Giveaways
Office Max Office Max Link Environmentally-friendly office products
ReBinder Office Max Link Recycled Binders
Transportation Company Name VIN Contact Information Website Best Used Forhellip
Veolia Transportation 111458 Alex Cournol 301-965-2080 Fuel Efficient sedans SUVs motor coaches
Sunnys Executive Sedan 4517 1-800-949-0949 Fuel Efficient Sedans amp SUVs
Hotels (close to WBG Headquarters buildings) Reserve through American Express
Company Name VIN Contact Information Website Best Used Forhellip
Beacon Hotel 88406 1615 Rhode Island Avenue NW Link Hotel rooms
Washington Circle Hotel 9062 One Washington Circle NW Link Hotel rooms unique venue
Fairmont Hotel 7073 2401 M Street NW Link Hotel rooms
Topaz Hotel 1733 N Street NW Link Hotel rooms
Hotel Rouge 1315 16th
Street NW Link Hotel rooms
Hotel Palomar 2121 P Street NW Link Hotel rooms
Food amp Wine
Company Name VIN Contact Information Website Best Used Forhellip
Calypso Wine Distributors 114860 Beth-ann Roth 703-464-5550
1725 Eye Street NW Ste 300
Link Giveaways specialty wine at events
Note The above companies have been selected to help you get started If you have additional recommendations or
know of any other WB-approved vendors please contact Vanessa Ferragut to get these added to the next version
SUSTAINABLE MEETINGS GUIDE Version 24
29
References
1 ldquoLivestock and Climate Changerdquo World Watch Institute Retrieved from
httpwwwworldwatchorgfilespdfLivestock20and20Climate20Changepdf
2 Blue Green Meetings Retrieved from httpwwwbluegreenmeetingsorgSuppliersAccommodationshtm
3 Spatrisano A amp Wilson N (2007) Simple Steps to Green Meetings and Events United States of America
4 Tesdahl Ben (2008) Meetings Law Spelling Out lsquoGreenrsquo in Black and White Meetings Industry Megasite
Retrieved from httpwwwmimegasitecommimegasitearticlesarticle_displayjspvnu_content_id=1003849215
5 Barbara Scofidio (July 8 2009) Green It and Mean It Meetings Net Retrieved from
httpmeetingsnetcomnewsgreen-effort-meetings-0708
6 Wallace E Mathai M Heath A Convention Industry Council (2008) Convention Industry Council Manual 8th
Edition Washington DC
7 Cortese Amy (2009 September) Are We Doing Enough One Magazine September Issue
8 Hill Lori (2009) If You Green It They Will Come [PowerPoint slides] lori hill event productions Retrieved from
IFC Footprint website httpifcnetifcorgintranetfootprintnsfAttachmentsByTitlepres_EarthDay2009_IfYouGreenIt$FILEIf+You+Green+It+They+Will+Comepdf
9 UNEP ICLEI (2009) Green Meeting Guide 2009 Roll out the Green Carpet for your Participants
10 Kaplan Jonathan National Resource Defense Council ldquoEat Green Our everyday food choices affect global
warming and the environmentrdquo Retrieved from wwwnrdcorg
11 ldquoLivestockrsquos Long Shadowrdquo by Food and Agriculture Organization of the United Nations Retrieved from
httpwwwfaoorgdocrep010a0701ea0701e00HTM
12 Meeting Strategies Worldwide Retrieved from httpwwwmeetgreencom
13 Telschow Roger (2009) Guide for the Responsible Print Buyer United States of America
SUSTAINABLE MEETINGS GUIDE Version 24
27
Hotel purchases environmentally responsible cleaning products for carpets floors kitchens and
bathrooms (minimum 50 percent of products are environmentally responsible)
Hotel delivers newspapers to rooms only if requested and not wrapped in plastic bag
Guest laundry containers are reusable (eg baskets)
Going Even Further YN Notes
Hotel utilizes rain water andor grey water in its buildings
Hotel key cards are linked to energy appliances (ex light automatically switch off when people
leave the room)
Hotel groundsrsquo practices are sustainable (ex only local plants tolerant of local climate are used
etc)
Insulating covers are installed on all indoor and outdoor swimming pools and hot tubs to reduce
both energy and water use (ie evaporation)
Automatic controls are in place for heating and cooling with levels set to the minimum necessary
for comfort
Hotel vehicles operated are efficient and low emission
If you print this guide please only print it black and white and double-sided
ANNEX 6 - World Bank Group Approved Sustainable Vendors for Headquarters
Restaurants (close to WBG Headquarters buildings)
Company Name VIN Contact Information Website Best Used Forhellip
Founding Farmers NA 1924 Pennsylvania Ave NW
202-822-8783
Link Client LunchesDinners
Nora NA 2132 Florida Avenue NW
(202) 462-5143
Link Client LunchesDinners
Farmers and Fishers NA 3000 K Street NW
202-298-0003
Link Client LunchesDinners
Print Shops Company Name VIN Contact Information Website Best Used Forhellip
Plaza Art Store
NA 1990 K Street (2nd Floor)
202-331-7090
Purchasing Foam Poster Boards
EcoPrint 120419 Roger 301-585-7077 Link Sustainable printing needs
Giveaways amp Supplies Company Name VIN Contact Information Website Best Used Forhellip
Fairview Specialties 16952 Rick 410-242-1217 x 1602 Link Eco-Giveaways
ePromos 86267 1-877-377-6667 Link Eco-Giveaways
Advertise America 9830 1-800-579-4883 Link Eco-Giveaways
Office Max Office Max Link Environmentally-friendly office products
ReBinder Office Max Link Recycled Binders
Transportation Company Name VIN Contact Information Website Best Used Forhellip
Veolia Transportation 111458 Alex Cournol 301-965-2080 Fuel Efficient sedans SUVs motor coaches
Sunnys Executive Sedan 4517 1-800-949-0949 Fuel Efficient Sedans amp SUVs
Hotels (close to WBG Headquarters buildings) Reserve through American Express
Company Name VIN Contact Information Website Best Used Forhellip
Beacon Hotel 88406 1615 Rhode Island Avenue NW Link Hotel rooms
Washington Circle Hotel 9062 One Washington Circle NW Link Hotel rooms unique venue
Fairmont Hotel 7073 2401 M Street NW Link Hotel rooms
Topaz Hotel 1733 N Street NW Link Hotel rooms
Hotel Rouge 1315 16th
Street NW Link Hotel rooms
Hotel Palomar 2121 P Street NW Link Hotel rooms
Food amp Wine
Company Name VIN Contact Information Website Best Used Forhellip
Calypso Wine Distributors 114860 Beth-ann Roth 703-464-5550
1725 Eye Street NW Ste 300
Link Giveaways specialty wine at events
Note The above companies have been selected to help you get started If you have additional recommendations or
know of any other WB-approved vendors please contact Vanessa Ferragut to get these added to the next version
SUSTAINABLE MEETINGS GUIDE Version 24
29
References
1 ldquoLivestock and Climate Changerdquo World Watch Institute Retrieved from
httpwwwworldwatchorgfilespdfLivestock20and20Climate20Changepdf
2 Blue Green Meetings Retrieved from httpwwwbluegreenmeetingsorgSuppliersAccommodationshtm
3 Spatrisano A amp Wilson N (2007) Simple Steps to Green Meetings and Events United States of America
4 Tesdahl Ben (2008) Meetings Law Spelling Out lsquoGreenrsquo in Black and White Meetings Industry Megasite
Retrieved from httpwwwmimegasitecommimegasitearticlesarticle_displayjspvnu_content_id=1003849215
5 Barbara Scofidio (July 8 2009) Green It and Mean It Meetings Net Retrieved from
httpmeetingsnetcomnewsgreen-effort-meetings-0708
6 Wallace E Mathai M Heath A Convention Industry Council (2008) Convention Industry Council Manual 8th
Edition Washington DC
7 Cortese Amy (2009 September) Are We Doing Enough One Magazine September Issue
8 Hill Lori (2009) If You Green It They Will Come [PowerPoint slides] lori hill event productions Retrieved from
IFC Footprint website httpifcnetifcorgintranetfootprintnsfAttachmentsByTitlepres_EarthDay2009_IfYouGreenIt$FILEIf+You+Green+It+They+Will+Comepdf
9 UNEP ICLEI (2009) Green Meeting Guide 2009 Roll out the Green Carpet for your Participants
10 Kaplan Jonathan National Resource Defense Council ldquoEat Green Our everyday food choices affect global
warming and the environmentrdquo Retrieved from wwwnrdcorg
11 ldquoLivestockrsquos Long Shadowrdquo by Food and Agriculture Organization of the United Nations Retrieved from
httpwwwfaoorgdocrep010a0701ea0701e00HTM
12 Meeting Strategies Worldwide Retrieved from httpwwwmeetgreencom
13 Telschow Roger (2009) Guide for the Responsible Print Buyer United States of America
If you print this guide please only print it black and white and double-sided
ANNEX 6 - World Bank Group Approved Sustainable Vendors for Headquarters
Restaurants (close to WBG Headquarters buildings)
Company Name VIN Contact Information Website Best Used Forhellip
Founding Farmers NA 1924 Pennsylvania Ave NW
202-822-8783
Link Client LunchesDinners
Nora NA 2132 Florida Avenue NW
(202) 462-5143
Link Client LunchesDinners
Farmers and Fishers NA 3000 K Street NW
202-298-0003
Link Client LunchesDinners
Print Shops Company Name VIN Contact Information Website Best Used Forhellip
Plaza Art Store
NA 1990 K Street (2nd Floor)
202-331-7090
Purchasing Foam Poster Boards
EcoPrint 120419 Roger 301-585-7077 Link Sustainable printing needs
Giveaways amp Supplies Company Name VIN Contact Information Website Best Used Forhellip
Fairview Specialties 16952 Rick 410-242-1217 x 1602 Link Eco-Giveaways
ePromos 86267 1-877-377-6667 Link Eco-Giveaways
Advertise America 9830 1-800-579-4883 Link Eco-Giveaways
Office Max Office Max Link Environmentally-friendly office products
ReBinder Office Max Link Recycled Binders
Transportation Company Name VIN Contact Information Website Best Used Forhellip
Veolia Transportation 111458 Alex Cournol 301-965-2080 Fuel Efficient sedans SUVs motor coaches
Sunnys Executive Sedan 4517 1-800-949-0949 Fuel Efficient Sedans amp SUVs
Hotels (close to WBG Headquarters buildings) Reserve through American Express
Company Name VIN Contact Information Website Best Used Forhellip
Beacon Hotel 88406 1615 Rhode Island Avenue NW Link Hotel rooms
Washington Circle Hotel 9062 One Washington Circle NW Link Hotel rooms unique venue
Fairmont Hotel 7073 2401 M Street NW Link Hotel rooms
Topaz Hotel 1733 N Street NW Link Hotel rooms
Hotel Rouge 1315 16th
Street NW Link Hotel rooms
Hotel Palomar 2121 P Street NW Link Hotel rooms
Food amp Wine
Company Name VIN Contact Information Website Best Used Forhellip
Calypso Wine Distributors 114860 Beth-ann Roth 703-464-5550
1725 Eye Street NW Ste 300
Link Giveaways specialty wine at events
Note The above companies have been selected to help you get started If you have additional recommendations or
know of any other WB-approved vendors please contact Vanessa Ferragut to get these added to the next version
SUSTAINABLE MEETINGS GUIDE Version 24
29
References
1 ldquoLivestock and Climate Changerdquo World Watch Institute Retrieved from
httpwwwworldwatchorgfilespdfLivestock20and20Climate20Changepdf
2 Blue Green Meetings Retrieved from httpwwwbluegreenmeetingsorgSuppliersAccommodationshtm
3 Spatrisano A amp Wilson N (2007) Simple Steps to Green Meetings and Events United States of America
4 Tesdahl Ben (2008) Meetings Law Spelling Out lsquoGreenrsquo in Black and White Meetings Industry Megasite
Retrieved from httpwwwmimegasitecommimegasitearticlesarticle_displayjspvnu_content_id=1003849215
5 Barbara Scofidio (July 8 2009) Green It and Mean It Meetings Net Retrieved from
httpmeetingsnetcomnewsgreen-effort-meetings-0708
6 Wallace E Mathai M Heath A Convention Industry Council (2008) Convention Industry Council Manual 8th
Edition Washington DC
7 Cortese Amy (2009 September) Are We Doing Enough One Magazine September Issue
8 Hill Lori (2009) If You Green It They Will Come [PowerPoint slides] lori hill event productions Retrieved from
IFC Footprint website httpifcnetifcorgintranetfootprintnsfAttachmentsByTitlepres_EarthDay2009_IfYouGreenIt$FILEIf+You+Green+It+They+Will+Comepdf
9 UNEP ICLEI (2009) Green Meeting Guide 2009 Roll out the Green Carpet for your Participants
10 Kaplan Jonathan National Resource Defense Council ldquoEat Green Our everyday food choices affect global
warming and the environmentrdquo Retrieved from wwwnrdcorg
11 ldquoLivestockrsquos Long Shadowrdquo by Food and Agriculture Organization of the United Nations Retrieved from
httpwwwfaoorgdocrep010a0701ea0701e00HTM
12 Meeting Strategies Worldwide Retrieved from httpwwwmeetgreencom
13 Telschow Roger (2009) Guide for the Responsible Print Buyer United States of America
SUSTAINABLE MEETINGS GUIDE Version 24
29
References
1 ldquoLivestock and Climate Changerdquo World Watch Institute Retrieved from
httpwwwworldwatchorgfilespdfLivestock20and20Climate20Changepdf
2 Blue Green Meetings Retrieved from httpwwwbluegreenmeetingsorgSuppliersAccommodationshtm
3 Spatrisano A amp Wilson N (2007) Simple Steps to Green Meetings and Events United States of America
4 Tesdahl Ben (2008) Meetings Law Spelling Out lsquoGreenrsquo in Black and White Meetings Industry Megasite
Retrieved from httpwwwmimegasitecommimegasitearticlesarticle_displayjspvnu_content_id=1003849215
5 Barbara Scofidio (July 8 2009) Green It and Mean It Meetings Net Retrieved from
httpmeetingsnetcomnewsgreen-effort-meetings-0708
6 Wallace E Mathai M Heath A Convention Industry Council (2008) Convention Industry Council Manual 8th
Edition Washington DC
7 Cortese Amy (2009 September) Are We Doing Enough One Magazine September Issue
8 Hill Lori (2009) If You Green It They Will Come [PowerPoint slides] lori hill event productions Retrieved from
IFC Footprint website httpifcnetifcorgintranetfootprintnsfAttachmentsByTitlepres_EarthDay2009_IfYouGreenIt$FILEIf+You+Green+It+They+Will+Comepdf
9 UNEP ICLEI (2009) Green Meeting Guide 2009 Roll out the Green Carpet for your Participants
10 Kaplan Jonathan National Resource Defense Council ldquoEat Green Our everyday food choices affect global
warming and the environmentrdquo Retrieved from wwwnrdcorg
11 ldquoLivestockrsquos Long Shadowrdquo by Food and Agriculture Organization of the United Nations Retrieved from
httpwwwfaoorgdocrep010a0701ea0701e00HTM
12 Meeting Strategies Worldwide Retrieved from httpwwwmeetgreencom
13 Telschow Roger (2009) Guide for the Responsible Print Buyer United States of America