Meet Green. Sustainable Conferencing

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1 Meet Green Sustainable Conferencing 1

2 Contents 3 Welcome from the Director 5 About Us 6 Our Commitment 8 - Energy 9 - Waste Recycling 10 - Transport 11 - Paper Use 12 - Staff 13 - Organisers / Delegates 14 - Suppliers 16 - Well Being 17 - Exhibitions 18 - Feedback / Monitoring 2

3 Welcome Sustainability, carbon emissions, biodiversity, climate change, renewable energy newspapers today are full of articles and reports discussing these issues, which even twenty years ago would have been very low down on most people s agendas. The reason why such issues have become such a high priority is that we are all much more aware of our responsibility to help create a more sustainable future. We all have a personal responsibility, of course, which is why we segregate our rubbish at home, turn off lights when they are not needed, or turn down the thermostat in the hall by a degree or two. Yet this responsibility applies to businesses just as well, and ConferenceHertfordshire is committed to sharing this responsibility by ensuring that everything we do makes us more sustainable and environmentally friendly. We have also made sure that our staff are engaged fully in this process and the majority of the ideas and initiatives have been suggested and implemented by them. We want to extend that responsibility, and ask you, as a client of ours, a conference organiser or a delegate, to join us in making all events held with ConferenceHertfordshire as green as possible. So please have a look, see what we are doing and what you could be doing, and let us know if together we can get things even better! Michael Wilkinson Deputy Director (Hospitality) This document will show just what we have been doing whether it is reducing the size of our notepads so that we use less paper, making sure all meeting rooms only have the lights on when they are being used, or offering great deals on coach hire to encourage the use of public transport. 3

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5 About us ConferenceHertfordshire provides conference services, catering and residential accommodation to internal and external clients within the University of Hertfordshire. We are fully committed to managing existing and new practices at each of our venues so as to minimise the environmental impact of these services and to support the principles of sustainable development. We wholly support the Environmental Policy of the University in all our practices, policies and activities. In providing high quality conference and event facilities we recognise the importance of embedding continuous environmental improvement into our business model and ethos. We are a responsible organisation that aims to be a centre of excellence in environmental management through engagement with our staff, our customers and our suppliers to promote environmental best practice. 5

6 Our Commitment Our commitment to implementing best environmental practice is demonstrated through: Meeting, and wherever possible exceeding environmental legislation, regulations and other requirements relevant to the events industry. Reviewing all our activities on a regular basis in order to continually improve our environmental performance in relation to all activities and services. Reducing our contribution to climate change through implementing a systematic programme of projects and initiatives. Preventing pollution by reducing emissions and discharges. Reducing our use of natural resources such as energy and water. Engaging with our suppliers by promoting the University s Environmental Procurement policy in order to source cost effective, environmentally sustainable goods and services wherever possible. Engaging with our customers, whether organisers or delegates, to reduce the environmental impact of all events and all activities associated with these events. Promoting resource efficiency through preventing and minimising waste production and diverting waste from landfill through increasing re-use, recycling and recovery. Engaging with all staff to promote environmental awareness and responsibility in everything we do by providing appropriate communication and training. The Deputy Director (Hospitality) is responsible for the environmental performance of ConferenceHertfordshire. However, all staff, suppliers, customers and delegates are encouraged to share this responsibility. 6

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8 Energy ConferenceHertfordshire works hard to ensure our energy management programme is implemented across all our premises. All buildings will display Energy Certificates showing the actual energy consumed and carbon emitted in the preceding three years. In addition an Advisory report will be issued for each building identifying areas where improvements can be made. During ConferenceHertfordshire events, where possible a switch-off and turn it down policy is in operation for lighting and heating. What we are doing - Review heating systems daily to ensure maximum efficiency - Toilets are dual flush where possible - Check rooms constantly to ensure lights are off when not needed - Make sure computers are off when not in use - Room thermostats turned down by one degree - Towel reuse policy in all bedrooms - PIRs in all kitchens - Targets set for energy reduction - Car park lights turned off at night if not in use - Energy use monitored Future commitment - Improve lighting management - Investigate use of LED lighting - Encourage organisers to turn off air conditioning or heating one hour before end of meeting - Dishwashers and glass washers used only where there is a full load - All electrical goods purchased to be rated A 8

9 Waste Recycling The removal of waste throughout our facilities is managed effectively through a waste management contract and the provision of recycling facilities meaning our recycling rate remains high. Environmental performance is monitored, for example energy consumption and waste production, and projects are implemented to improve performance. What we are doing - Recycling policy introduced into housekeeping announcements - Remove all dates from documents, advertisements & marketing - Best recycling rates in the University of Hertfordshire - Compost heap at Fielder Centre for food waste - No glass waste at Fielder Centre - Use of WEEE for all equipment: - Cartridges - Electrical goods - PCs - Catering equipment - Use clear bags to improve recycling figures - All waste separated at source - University of Hertfordshire recycling strategy followed Future commitment - Investigate replacement for tetra paks - Investigate use of reusable catering disposables - Improve food waste figures 9

10 Transport ConferenceHertfordshire encourages its staff and delegates to use public transport wherever possible. We promote a car sharing scheme for all staff to get to their workplace by implementing a travel plan to encourage reduced dependency on single occupancy car travel.conferencehertfordshire provides all its delegates with directions to the university by rail, bus and road. What we are doing - Encourage delegates to use public transport - Shuttle buses offered as part of the total package Future initiatives - Taxi share information point at all venues - Investigate discount for use of public transport - Add car pooling scheme for delegates to website 10

11 Paper Use The majority of ConferenceHertfordshire communication with its customers is via or via the telephone thereby reducing the need for paperwork. We have recently launched a new brochure and soon this will also be available to send out electronically to prospective clients, posting out hard copies only when specifically requested. Within the department, all photocopies and printers have been set to double sided copying as a default and all written matter that is printed out is on a double sided sheet. What we are doing - Online marketing reduces use of paper in promotional material - Brochures all available online - Pads reduced from A4 to A5, with fewer sheets 80% reduction in paper - All pens and pencils are biogradable - Flipchart pads all recycled paper - Procedures online - Offer organisers members area for handouts to reduce paper use Future commitment - Investigate paperless meetings - Charge organisers for photocopying to reduce paper use - Make all booking contracts and Terms and Conditions online using electronic signatures 11

12 Staff ConferenceHertfordshire employs approximately 35 core members of staff as well as 72 members of casual operational staff, mostly in the Catering division. The turnover of ConferenceHertfordshire core staff is low and all staff are made fully aware of the importance of sustainability across our facilities. Staff are one of the most important parts of helping us to deliver our sustainability agenda. What we are doing - Management encourage staff participation in sustainable agenda - ConferenceHertfordshire supports Operations Manager in professional development in sustainability - Staff consulted to this document - Sustainability to become standing item on all agendas Future commitment - Publicise utility bill information to assist with staff understanding - Eco champions amongst staff - Suggestion scheme for staff - Further liaison with UH Environment team 12

13 Organisers / Delegates All organisers and delegates are provided with pre-arrival visitor information packs prior to their arrival with details of how to get to our facilities by road, rail or air. These are either hard copy or can be sent electronically. It also gives information of what we provide to all our delegates during their stay. In addition we have launched a ConferenceHertfordshire members Login site. This has been specifically established for conference organisers on one of our main sites, to have quick access to all of the tools and information required to run a successful conference/event. This members area allows the organiser to access the information at source, thereby negating the need for a lot of printing and mailing. What we are doing - Offer free shuttle bus service from station for large conferences Future commitment - Use of publicity to promote sustainability agenda - Encourage participation with organisers and delegates through: - s - Online information - Members area 13

14 Suppliers ConferenceHertfordshire works in partnership with the Environmental Association for Universities and Colleges and the Southern Universities Purchasing consortium to improve sustainable procurement. Included in all procurement is a link to the environmental policy to which all suppliers must adhere. Our suppliers must comply with current environmental legislation. We also work with them to bring about changes and improve sustainability throughout the supply chain. This includes appropriate consideration being given to the costs and benefits of environmentally and socially preferable products and services What we are doing - University of Hertfordshire Sustainable Procurement strategy followed - Reduced deliveries following consolidation of suppliers - Local companies used where possible - Use of concentrated cleaning materials - Discuss policy with all suppliers - Sustainable fish supplies Future commitment - Engage further with all suppliers - Improve seasonal offering on menus - Encourage reuse of packaging by suppliers 14

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16 Well Being ConferenceHertfordshire provide delegates with a healthy and sustainable diet with food locally sourced where possible thereby keeping food miles to a minimum. We also cater for a variety of dietary and religious requirements. We are committed to using Fairtrade products where practicable. What we are doing - Organic milk used at Fielder Centre - All toiletries at de Havilland in 100% biodegradable packaging - Participating in University of Hertfordshire scheme to use cooking oil for biofuel - Herb garden at Fielder Centre - Extensive vegetarian range in all buffets - Bottled water uses tap water, no glass bottles needed Future commitment - ConferenceHertfordshire to follow FoodHertfordshire in rolling out nutritional labelling - Serve wedges not chips - Extend range of organic foods - Extend range of healthy options 16

17 Exhibitions ConferenceHertfordshire offers flexible exhibition space over a number of sites totalling approximately 1500 sq m. We accommodate anything from shell scheme to smaller pop up exhibition stands and poster boards with tables. Shell scheme exhibition stands are erected by external events company who have been selected as approved suppliers. An exhibitor s manual is provided electronically to each organiser setting out information form A to Z as well as Health and Safety guidelines and key requirements for all exhibitors. What we are doing - Recycle all packaging - Exhibitor manual encourages: - Deliver on time, not early - Remove unused publicity material - Recycle packaging material Future commitment - Charge exhibitors for storage - Charge exhibitors for disposal of publicity material - Charge extra for catering disposables 17

18 Feedback / Monitoring Customer feedback and monitoring is important to us at ConferenceHertfordshire as we are constantly striving to improve the level of service we provide to our customers. Each delegate is asked to complete a feedback form at the end of their stay. This gives us the opportunity to collate information, identify trends and areas to be improved. What we are doing - Customer feedback seeks information about: - Transport (to monitor use of public transport) - Sustainability improvements and suggestions from organisers and delegates Future commitment - Set sustainability KPIs - Set goals for energy usage and monitor - Feedback forms to be available online 18

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