Planning
- Organize a pre-conference planning meeting on sustainability
- Agree on sustainability goals at the meeting
- Assign leads for sustainability initiatives
Communications
- List green initiatives on the event website
- Use an online registration system with electronic invitations and reminders
- Create QR codes to link to conference materials (schedule, menus, etc.)
- Use a free QR code generator
- Inform guests in the invitation that they’re participating in a sustainable event
- Explain and emphasize your sustainability goals to vendors
- Brief all volunteers prior to the event about the sustainability aspects of the event
Location/Accommodations
- If possible, try to host some events outdoors or in a room with good natural lighting
- Book outdoor spaces though Conventions and Reservations
- Encourage guests to choose sustainability-minded hotels and sustainable restaurants
- Try to keep the activities on the same campus (main, Lees or RGN)
- Choose a location that’s accessible via bike with ample bike racks near the event site
- Bike parking at uOttawa
- uOttawa bike rack map
- Encourage local guest speakers, lecturers or performers to attend
- Provide a list of local bed and breakfasts and hotels within walking distance (try to get a conference price)
Transportation
- Encourage participants to carpool to the event if possible
- Carpooling at uOttawa
- If participants are travelling less than 500 km, encourage them to use the train or bus
- Via Rail offers group travel rebates for conferences and events
- Intercity bus travel to uOttawa is offered by BookARide and Flixbus
- For many attendees coming from one area or shuttle service to an off-campus event, charter a bus through Bus.com
Food
- Ask attendees to bring their own plates, utensils, cups, containers, etc.
- Check with your caterer about food donation policies and what they donate to
- Know how many guests you’ll have before ordering food and beverages
- Request pitchers or carafes for drinks, rather than individually-bottled drinks
- Try to order seasonal food options
- Request locally-produced food and beverages to cut transportation emissions
Waste
- Request bulk containers for items like salad dressings and condiments
- Consider food options that don’t require utensils (e.g., pizza, sandwiches)
- Provide the caterer with a list materials that are recyclable or compostable on campus
- Request smaller food platters to preserve leftovers for donation
- Ask the caterer not to provide disposable wares (straws, stir sticks or individual creamers)
- Provide reusable containers for participants to bring home leftovers
- Avoid individually-packaged condiments (use bulk dispensers instead)
- Avoid individual boxed lunches
- Identify ways to cut out unnecessary materials, even if they can be recycled or composted
- Create a list of preferred swag and share with vendors and exhibitors
- Ask participants to bring their own coffee mugs, utensils, reusable bottles, paper and pens
Energy and climate change
- Avoid scheduling your events mid- to late afternoon, when energy demand peaks
- Hold your event in LEED-certified buildings
Equity and health
- Register to have your event fair trade certified
- Ensure spaces and amenities are barrier free
- Ensure documents and presentation materials follow accessibility guidelines
- Include voices of diverse populations in your event
- See the list of approved rooms for ceremonial practices (such as smudging ceremonies)
- Ensure a variety of dietary needs are accommodated (ask during event registration)
- When applicable, try to offer a flexible price model
