How to organize sustainable events. Guide

Organising Sustainable and Equal Events

Author: Magdalena Sułek-DomańskaGender Consultants: Anna Szadkowska- Ciężka, Justyna ChorośEditor: Gabriela CichowiczTranslation: Caryl Swift, Lingua Lab, www.lingualab.plLayout: dtpart.pl

Publisher:

United Nations Development Programme (UNDP)Project Office in Polandul. Szpitalna 6/2300-031 Warsaw, Polandtel.: +48 22 827-62-45fax: +48 22 207-24-31e-mail: [email protected]

© Copyright by UNDP, 2011

All rights reserved. Excerpts from this publication may be copied, reproduced and distributed with source attributed.

The views expressed in this publication are those of the author(s) and do not necessarily represent those of the United Nations, including the UNDP and the UN Member States.

1st Edition

ISBN 978-83-933274-4-7

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Contents:

Introduction ................................................................................................................... 7

1. Selecting a venue ....................................................................................................... 8

1.1. Environmental factors .......................................................................................... 8

1.2. Architectural accessibility .................................................................................... 9

1.3. Parents and children ..........................................................................................12

1.4. Transport ............................................................................................................14

2. Catering .....................................................................................................................16

2.1. Planning ..............................................................................................................16

2.2. Selecting a caterer ..............................................................................................16

2.3. Selecting the produce .........................................................................................16

2.4. Catering arrangements .......................................................................................17

2.5. Promotion ..........................................................................................................17

3. Promotional and information materials .....................................................................18

3.1. Promoting the concept of sustainable and equal events .....................................18

3.2. Communicating with guests and speakers ...........................................................18

3.3. Printing ...............................................................................................................18

3.4. Printed materials and the disabled .....................................................................20

3.5. Promotional give-aways ......................................................................................20

3.6. Event management .............................................................................................21

4. Running an event.......................................................................................................22

4.1. Recruiting ...........................................................................................................22

4.2. Identifying the event staff ...................................................................................22

4.3. Event staff training ..............................................................................................22

4.4. Gender mainstreaming .......................................................................................22

4.5. Involving volunteers in the work .........................................................................23

5. Gender mainstreaming in event management ...........................................................24

5.1. The topic of the event .........................................................................................24

5.2. Gender and the agenda of the event ..................................................................25

5.3. Gender balance ..................................................................................................25

5.4. Professional groups.............................................................................................25

5.5. Communication strategy .....................................................................................25

5.6. Evaluating the event ...........................................................................................26

6. Check list ..................................................................................................................27

7. Bibliography ..............................................................................................................29

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BOXToys. Safety and other symbols and certificates

Certificate of EC-type examination - this confirms that the

toy meets EU legal requirements. It may only be issued

by a Notified Body. This means that the institution issuing

the certificate is independent of both manufacturers and

consumers and acts objectively, fulfilling the requirements set

out in the relevant directives.

CE - toys sold on the European market are obliged to carry this

symbol. It does not signify that the toy has been verified for

quality by an appropriate testing institution, but is placed there

by the manufacturer. This is therefore not a safety symbol, but

indicates that that the toy has been made in conformity with

the applicable norms.

EN71 - this symbol applies to toys manufactured outside the

European Union and signifies that they meet the EU’s EN71

safety standard, which stipulates the safety requirements for all

toys sold within the EU.

Fair Trade - the symbol indicates that the toy has been

manufactured with respect for the people involved in their

making and without using child labour. Fair Trade supports

craftsmen, artisans and farmers, ensuring that they receive fair

payment for their work.

The Mother and Child Institute and the National Hygiene

Institute Certificate - this symbol indicates that a toy has been

tested by specialists and is certified as meeting the safety

standards in force under Polish law.

The Global Organic Textile Standard - commonly referred to as

GOTS, the standard signifies that the textiles used in the toy’s

manufacture contain a minimum of 70% organic fibres, grown

without pesticides. The colour is either natural or the fabric is

dyed using dyes which are safe in terms of both health and the

environment.

PEFC - the Programme for the Endorsement of Forest

Certification symbol confirms the toy’s safety and the fact

that it has been manufactured in accordance with ecological,

economic and social standards.

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Dear Readers,

We are delighted to present you with the second guide prepared under the Social Innovation in Europe and the CIS programme. Following our publication of a handbook discussing the problems connected with website accessibility for people with various disabilities, we are now addressing the issues involved in organising sustainable and equal events.

The Social Innovation in Europe and the CIS programme is the basis for our operations at the United Nations Development Programme (UNDP) Projects Office in Warsaw. The office itself is a part of the Regional Office in Bratislava. Our aim is first to collect and collate know-how in the sphere of social innovation and then impart that knowledge to our partners in other countries. In this instance, our promotion of norms for the organisation of equal and sustainable events is of fundamental significance to the social activation of people with various dysfunctions, the devel-opment of local business and gender mainstreaming, as well as to ecological sustainability and awareness of our impact on the environment.

Our guiding concept whilst preparing this handbook was the notion of a holistic approach to organising a wide range of events such as conferences, workshops, seminars, concerts and ex-hibitions, to name but a few. This means that it encompasses both the environmental aspects of organising an event and the matter of architectural accessibility for every participant, as well as gender equality issues, which should also be given consideration at the organisational stage. I make no secret of the fact that the guide gives particular weight to the preparation of events in line with the needs of people with various kinds of disability. This is all the more vital in that the public media and non-governmental organisations have not collated their own knowledge and experience in this sphere, which is a serious problem for those seeking information and guid-ance.

The handbook is divided into topic-based sections, beginning with the venue where the event is to be held, moving on to look at the provision of transport and the choice of menu and, finally, dealing with staffing matters. Information relating to the green standard and sustainability is in-termingled with information regarding the essential standards to be met in respect of the disa-bled and issues related to gender equality. What is important is that the guide be treated as an open-source text, to be supplemented by its readers’ own comments arising from their personal experience or the recommendations of their acquaintances.

All that now remains for me to do is to wish you all many a splendid event, equal and sustainable in every way!

Kamil WyszkowskiDirector, UNDP Project Office, Poland

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1. SElECTING a vENuE

When organising an event, the first, fundamental matter for our consideration is the answer to

two questions. Where? And when? The choice of venue has an enormous impact on both the

comfort of the guests and the nature of the event itself. It is therefore well worth remembering

that any event we organise should meet not only the demands of style and elegance, but also

ecological requirements and the needs of people with limited mobility.

1.1. Environmental factors

1.1.1. Selecting the localeLet us begin with the issue of the environment and sustainability1. In seeking a venue, it is worth

beginning by considering places situated in the locality from which the majority of the partici-

pants come and to which they can make their way by means of public transport.

If it is not to be a mass event, then it is well worth giving some thought to agritourist venues,

since we will thus, at one and the same time, be supporting local business, driving the develop-

ment of small-scale local enterprises and helping to build a positive image in the local community.

This principle applies to the selection of both a conference venue and accommodation. For the

former, a local arts centre can be chosen, for instance, whilst accommodation can be provided in

local pensions, rather than using a hotel and conference facilities chain.

1.1.2. Transport servicesIf the event being organised is intended for guests from all over the world, then it is worth se-

lecting a location which has good rail connections, since the CO2 emissions from railways are

significantly lower than those produced by cars and planes. It is also as well as to choose a locale

with an airport in the vicinity, in order to avoid the necessity of transporting the guests over a

considerable distance once they land.

1.1.3. The venue owner’s attitude towards the environment Another matter for consideration is the venue owner’s attitude toward the environment and sus-

tainability. It is worth checking as to whether a given venue holds any ecological certificates and

it is always worth having a look at them and verifying their credibility, as well as seeing whether

the host has environmentally friendly systems in place. A great deal of this can be verified during

a visit to the hotel, since owners who do care about the environment are happy to talk about it.

What, then, might serve as a sign of concern for the environment? The following factors are all

signals:

– the segregation of rubbish;

– clearly marked recycling containers;

1 Fundacja Aeris Futuro, Organizacja wydarzeń w zielonym standardzie, Kraków, 2010

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– the use of alternative energy sources;

– the sole use of energy-saving light bulbs;

– aerators installed on the taps; low-flush toilets;

– energy-saving multi-media equipment; this is not merely a matter of convenience, but also

of the environment, since the more equipment there is available on-site, the less the need to

transport it in for the event and thus, the fewer the CO2 emissions;

– the provision of catering services meeting the green standard;

– bicycle parking and repair;

– the secondary use of rainwater, for instance in watering the gardens;

– an on-site wastewater treatment system;

– the use of space in order to allow the maximum possible access to daylight;

– architecture reflecting or echoing the local heritage and traditions;

– an Energy Performance Certificate, giving information on the building’s energy efficiency; the

most desirable classification is ‘passive’, meaning that it uses less than 20kWh per m2 per year.

– if the hire of an additional electricity generator is necessary, the possibility of utilising one, quiet

generator, rather than several small ones;

– clearly marked containers for the segregation of guests’ waste, with explicit information as to

how it will be used.

If the accommodation is to be somewhere other than at the conference venue, then it is impor-

tant for it to be nearby and reachable on foot without too great an effort.

1.2. architectural accessibility

Apart from sustainability, another extremely vital aspect to be considered when choosing the

locale is the matter of access for the disabled. Under Polish law, every public building and facil-

ity should fulfil the requirement of easy accessibility for people with disabilities. In practice, the

situation varies widely. We tend to forget that architectural accessibility is not merely a matter of

those who use a wheelchair, but also of parents with small children, the elderly and anyone who

has temporary difficulties with mobility, such as those, for example, who have a broken leg or a

hip injury. So what should be borne in mind whilst arranging an event accessible to all?

1.2.1. Transport for the disabledCheck whether there are parking facilities by the venue with parking spaces for the disabled.

These spaces are larger than the norm because people with disabilities often need to open the

door wide in order remove a wheelchair from the car.

When drawing up the registration form for the event, it is worthwhile including a request for in-

formation about special requirements. If, for instance, someone who uses a wheelchair provides

information to that effect, then they should be provided with suitably adapted transport or with

the contact details for a local company offering such a service.

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1.2.2. Exterior infrastructureAccess to the building or facility itself should be via a hardened surface, rather than gravel or

loose stones, for example, which can be problematic even for those without disabilities, as well

as for cyclists2.

The venue should either not have steps leading to the entrance, which is inconvenient for us all,

or should have a sufficiently wide slope, without a steep rake; the gradient should be no more

than approximately 10%. It should also be remembered that the entryway should be positioned

in such as way as to allow the door to be opened without difficulty; it should not be blocked by

plants in containers, for instance.

We should avoid high thresholds, revolving doors and escalators. It is not uncommon for the only

entrance suitable for a person using a wheelchair to be the goods entrance, something which is

not restricted to old buildings, either. However, these entrances are often situated quite some

distance from the main one and are not clearly signposted.

If the entrance to the venue is inaccessible, then an accessible bell should be provided in order to

summon the staff. It should be situated at a height of around 130 cm above the ground. If there

are doors adapted to the needs of the disabled elsewhere, then they should be clearly signposted.

1.2.3. Interior infrastructureDoors and corridors

Every door in the building should be at least 90 cm wide, the optimal width being 100 cm.

Where the doors are double-leafed, or more, then at least one section should meet this crite-

rion. When there is a double set of doors, then it should be ensured that a wheelchair can be

manoeuvred freely and that there is no danger of anyone using the doors colliding in the space

between them. It is recommended that manually operated doors are equipped with a power-

assisted opening system and a handle which will allow every user to open the door freely.

Plain glass doors should be marked so that no one will bump into them accidentally.

Winding corridors should have a minimum width of 120 cm, to enable a person in a wheelchair

to navigate the bends without difficulty.

Reception

Organise the reception area in a way that will enable people in wheelchairs and those with limb

disabilities to put their bags and briefcases down and register on the list of participants. The same

principle applies to the cloakroom, where this can be achieved, for example, by lowering a sec-

tion of the counter.

2 Kowalski K. Projektowanie bez barier – wytyczne

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To permit free passage, the space between registration tables should be at least 1.5 metres. The

tabletops should be between 80 and 120 cm high.

The source of light should not be located behind the person registering the guests, but above

them and the lighting should be bright enough to enable people who are deaf or hearing-im-

paired to lip-read.

Toilets

At the very least, the selected venue should have one toilet adapted to the needs of people with

disabilities. It should be situated close to the conference room or hotel restaurant. The point is

that it should be located within a reasonable distance, so that anyone using a wheelchair is not

put in a position where they have to roam about from one floor to the next or along lengthy

corridors in search of a toilet adapted to their needs. The route to the toilet should be clearly

marked.

Signs

Routes and corridors should be cleared marked in such as way as to ensure that people who are

blind and sight-impaired will have no problem with finding their way. In this case, one excellent

solution is the use of tactile or 3D floor plans.

Lifts, notices, information packs and electronic maps should all be equipped with an alternative

to print, such as Braille, audio and visualised versions.

Flat surfaces

Carpets and rugs should be fastened to the floor. The edges must be finished in such a way as to

present no threat of curling and causing people to stumble. It is best if their surfaces are level

with those alongside, without a significant drop. The depth of the pile should not exceed 15 cm.

Slippery marble floors should be avoided, since they can easily cause falls. It is also important

that floors have a distinctive element, such as stripes in contrasting colours running the length of

a corridor, in order to make it easier for someone with a sight-impairment to keep their bearings.

We should remember that shiny surfaces are not only slippery, but that they also reflect the light.

In the same way, care should be taken when introducing a mirror into any space.

Seating for people with disabilities

If we are expecting larger numbers of people using wheelchairs, then we need to remember to

leave the front row free. For example, if we are organising a theatre trip, then we can enquire

into the possibility of removing some of the seats in the first row, as long as access to them is

not rendered impossible by steps, of course. At the same time, it should be remembered that

people using a wheelchair often have a carer to help them and that a seat for the carer needs to

be reserved alongside the person who needs their assistance. For large sporting events, a special

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sector in the stands is usually set aside for people with disabilities. Passing over the fact that,

unfortunately, this seating fairly frequently offers an extremely poor view and, even worse, fails

to take wheelchair parametres into account, what is absolutely vital is the role played by security

and service personnel in reaching the sector.

If we are allowing for the possibility that guests from the floor might speak during a conference,

then we either need to provide access to the stage for people in wheelchairs or ensure that there

is a microphone that can be used from the floor.

If the venue for our event is a large one, such as, for example, a stadium, then we need to prepare

a hospitality area. Moreover, when organising conferences or workshops, it is worth taking care

to ensure that there are sufficient breaks of a suitable length; 30 minutes is appropriate for a cof-

fee break, while the lunch break should be at least an hour long.

Safety and additional facilities

Any decorations and other features brought into the venue, such as barriers, for instance, should

be stable and clearly marked.

If disabled people or children will be present, then radiators and other heaters should be pro-

vided with a protective covering.

If it is at all possible, we should try to select a venue equipped with an audio induction loop. This

is an assisstive listening system which enhances the quality of the sound received by people who

are deaf and hard of hearing.(Source: Kamil Kowalski, Design without Barriers. Guidelines)

Irregardless of whether a venue meets the most rigorous of accessibility requirements or does

quite the opposite, it is always worth providing people to assist the disabled and training every-

one who will be working at the event to be able to help guests with a variety of disabilities.

1.3 Parents and children

Another element which can prove decisive in selecting a conference venue is the possibility of providing a room for parents with children, where nappies can be changed and the child can be fed without stress and where, if necessary, children can be left in the care of a childminder. The optimal solution is a room fitted with a soft carpet and equipped with furniture of a suitable size, made using child-friendly materials. Lamps at the children’s work spaces should be fixed at the appropriate height. Toys should bear a certified safety symbol and those which have small parts that can easily be pulled off and swallowed by a child should be avoided.

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Toys. Safety and other symbols and certificates

Certificate of EC-type examination – this confirms that the toy meets EU legal requirements.

It may only be issued by a Notified Body. This means that the institution issuing the

certificate is independent of both manufacturers and consumers and acts objectively,

fulfilling the requirements set out in the relevant directives.

CE – toys sold on the European market are obliged to carry this symbol. It does not sig-

nify that the toy has been verified for quality by an appropriate testing institution, but is

placed there by the manufacturer. This is therefore not a safety symbol, but indicates that

that the toy has been made in conformity with the applicable norms.

EN71 – this symbol applies to toys manufactured outside the European Union and signi-

fies that they meet the EU’s EN71 safety standard, which stipulates the safety require-

ments for all toys sold within the EU.

Fair Trade – the symbol indicates that the toy has been manufactured with respect for the

people involved in their making and without using child labour. Fair Trade supports crafts-

men, artisans and farmers, ensuring that they receive fair payment for their work.

The Mother and Child Institute and the National Hygiene Institute Certificate – this sym-

bol indicates that a toy has been tested by specialists and is certified as meeting the

safety standards in force under Polish law.

The Global Organic Textile Standard – commonly referred to as GOTS, the standard signifies

that the textiles used in the toy’s manufacture contain a minimum of 70% organic fibres,

grown without pesticides. The colour is either natural or the fabric is dyed using dyes

which are safe in terms of both health and the environment.

PEFC – the Programme for the Endorsement of Forest Certification symbol confirms the

toy’s safety and the fact that it has been manufactured in accordance with ecological,

economic and social standards.

TÜV – this is an example of a certificate issued by independent laboratories and

organisations. The symbol confirms that the substances used in the manufacturing

process are certified as being safe for children.

FSC – the Forest Stewardship Council symbol is placed on wooden products and confirms

that the wood used in their manufacture comes from forests managed responsibly and in

line with strict criteria, established with a view to protecting the natural environment.

Source: www.dziecisawazne.pl (accessed on 10.06.2011)

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1.4. Transport

Finally, just a few more words about transport. The locale of an event should depend to a large extent on the ease with which it can be reached by means of public transport.

1.4.1. Selecting the means of transportThis is an absolutely essential issue. The journeys made by guests and speakers alike is one of the least ecologically sound aspects of any event. Road transport, including private cars, is responsi-ble for 85% of all transport-related CO2 emissions3. The greatest emission of harmful gases come from aeroplanes. In this case, the main fuel combustion occurs on take-off and landing and the quantity of harmful substances emitted depends on the size of the plane, the number of passen-gers it seats and so forth. It is therefore better to select that mode of transport for long journeys and settle on overland transport for shorter ones. The best choice in this category is to travel by rail.

It is also worth considering the possibility of providing coaches or buses to transport the guests from a collection point. This could be a bus, coach or railway station, or an airport. It does, of course, require forward planning, since the participants will have to be informed of the arrange-ments and the transport providers’ timetables will have to be forwarded to the guests by e-mail, along with recommended connections and so forth.

1.4.2. CarpoolingCarpooling, which is also known as car sharing, is a method of travel which is steadily gaining in popularity. It involves using a spare place in someone else’s car or offering other people a spare place in your own car. It is not a difficult thing to arrange. When drawing up the registration form, simply add a carpooling rubric where every participant can enter their transport requirements and/or state that they can offer a seat or seats in their car. Once registration is complete, a table detailing names, telephone numbers and/or e-mail addresses, the number of free places and the starting points of those with places to spare can be sent to those who have expressed an inter-est in carpooling. In this way, they will be able to make contact with any given car owner in their vicinity.

1.4.3. Eco drivingIt is worth acquainting the drivers amongst the guests with the principles of eco driving. Free courses, hints and tips can often be found on the Internet. For instance, by driving smoothly and switching the engine off, rather than leaving it idling during long stationary periods, we can not only save fuel, but also reduce the harmful effects our car is having on the environment.

Naturally, the most environmentally friendly options are to arrive on foot or by bike, thus ben-efiting both nature and our own bodies. It is therefore necessary to arrange for secure bicycle parking at the venue.

1.4.4. Carbon offsettingNo means of transport has zero emissions, apart from the bicycle, of course. However, it is pos-sible try undertaking a carbon offset. This is a reduction in emission of CO2 made in order to com-pensate for, or offset, emissions made elsewhere; in this case, those which occur as a result of the event being organised. It involves sponsoring a project that reduces the emission of greenhouse gases in the short, medium or long term. It may be a forest-planting or renewable energy project,

3 „Organizacja wydarzeń w zielonym standardzie”, Fundacja Aeris Futuro, Kraków, 2010

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or a project aimed at improving energy efficiency. Numerous carbon footprint calculators can be found on the Internet; the World Wildlife Fund provides one, for instance, at http://footprint.wwf.org.uk/. There are organisations in various countries which can undertake to prepare pro-grammes like this on behalf of others. Or, of course, we can always initiate one ourselves.

1.4.5. alternatives to organising an event in one place.It is always worth giving some thought to the possibility of organising a video conference or teleconference, which minimises the CO2 emissions connected with transport to almost zero. Of course, the usefulness of this method is limited, given the need for the right equipement and phone or Internet connections, the signal transmission delay, both audio and visual, which inter-feres with the smooth reception of information and the complications arising from interpreting during multilingual conferences and so forth. It thus only lends itself to specific types of events, such as committee-type deliberations, training or business meetings.

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2. CaTERING

As every person who has ever organised a conference or any other kind of event knows only too well, the lack of proper catering or a sufficient quantity of appealing dishes can ruin the overall good impression. When it comes to sustainable events, ‘proper catering’ undoubtedly takes on a slightly different meaning from the widespread understanding of the concept. In our case, what we take into consideration are not only the attributes of flavour, but also, and perhaps, primarily, the impact that our order might have on the environment. So, what does that mean in practical terms?

2.1. Planning

The number of covers required should be precisely calculated in order to avoid their going to waste. Collect information from the participants as to their dietary preferences so that they can be included in the menu. Never forget about ordering vegetarian and vegan dishes, not only on account of the participants’ individual preferences, but also because they are very environmen-tally friendly.

2.2. Selecting a caterer

Order your catering from local suppliers, giving particular consideration to social economy or-ganisations. Should it prove necessary, it is worth splitting the order so that small, local non-governmental organisations, social cooperatives, social enterprises or organisations engaged in initiatives to increase employability will be able to cope with meeting it.

As defined by EMES: the European Research Network, “Social economy enterprises and organisa-tions are economic and social players active in all sectors of society; they are set up in response to people’s needs. They are characterised principally by their aims and methods: a different way of doing business which continuously associates the general interest, economic performance and democratic operation. Social economy includes co-operatives, mutual societies, associations and foundations as well as other types of enterprises that share the values defined in the principles of the Social Economy Charter.”4

Before placing the catering order for the event, a meeting should be held with the supplier or suppliers with a view to ensuring that all the parties involved are aware of the assumptions un-derlying the notion of green catering.

2.3. Selecting the produce

Select dishes prepared using seasonal produce, preferable produced using ecological methods. Avoid out-of-season and imported fruit and vegetables, including juices and preserves.

If it is at all possible, choose local varieties of fruit and vegetables. For example, when organising one of our events, we asked the organisation supplying the cakes to make their apple cake using

4 The EMES definition can be found at http://www.socialeconomy.eu.org/spip.php?rubrique10 and the Social Econo-

my Charter at http://www.socialeconomy.eu.org/spip.php?article263.

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a variety of apple traditionally grown locally, a request which was met with outright enthusiasm. Remember that, when we buy fruit and vegetables at the local market, we are saving on the amount of fuel required to transport them, supporting local entrepreneurs and doing away with unnecessary packaging.

When ordering coffee, tea and snacks, try to select produce carrying the Fair Trade Certification Mark. This means that the employees involved in their production will have been paid a decent wage and are provided with safe working conditions, child and slave labour will not have been used and the producers will reinvest part of their profits in the local community.

When ordering fish dishes, check to ensure that fish being used are not on the list of endangered species. Information of this kind is available from the International Union for the Conservation of Nature (IUCN) Red List, for example, which can be found at http://www.iucnredlist.org/, or the Greenpeace International Red List, at http://www.greenpeace.org/international/seafood/red-list-of-species/how-on-the-red-list.

Instead of providing individual bottles of water, use water from bulk containers and set it on the table in elegant jugs. The same can be done with cream and milk for coffee and tea.

Serve seasonal fruit and vegetables rather than sweets for dessert.

2.4. The catering arrangements

All meals and refreshments should be served on ordinary china or glass crockery. Avoid the use of disposable, plastic items.

After the event, leftovers can either be donated to a local organisation such as a food bank or given to the participants.

Anything which is not fit to be handed over should be used for compost.

2.5. Promotion

Once again, the educational aspect of preparing the catering in line with ecological requirements should be stressed. We should not feel in the least constrained about displaying information regarding the origins of the produce, the criteria for selecting the suppliers and so forth in the dining area.

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3. PROMOTIONal aND INFORMaTION MaTERIalS

Is there anyone at all today who could conceive of an event unembellished by colourful brochures, booklets, banners and give-aways? Sustainable events in no way contravene these customs. What they do, however, is encourage people to look into advertising materials produced in a way which will have positive effects on the environment.

For the majority of you reading this guide, many of the elements in this section will be both famil-iar and obvious, since offices are seeing a steady increase in the use of environmentally friendly paper and the observation of guidelines as regards double-sided printing and so forth. The items that follow should thus be treated as a reminder and a means of organising your know-how.

3.1. Promoting the concept of sustainable events

First and foremost, inform the guests, speakers and suppliers of the principles underlying the organisation of the event. For instance, if you are interested in arranging for the catering to be provided in a restaurant, then the chefs need to be informed of the principles you are applying, the green assumptions and so forth. Who knows? Maybe the next time they meet a client organ-ising an event, they will suggest this approach to arranging a unique occasion. It is always worth emphasising the benefits that these assumptions give rise to; the benefits to the local community arising from new jobs, the support for small businesses, the benefits to image and the environ-mental benefits, such as, for instance, reduced emissions of transport-related greenhouse gases, not to mention the benefits within their own organisation, the employees’ pride and their adop-tion of good practices in their everyday lives.

3.2. Communicating with guests and speakers

Carry out all your communications with guests, speakers and suppliers in electronic form. Al-though printed invitations are attractive and elegant, it is worth giving them up in favour of pro-tecting the environment. Moreover, invitations, registration forms, confirmations of receipt and organisational information alike can be sent more easily and more efficiently by e-mail.

3.3. Printing

When ordering printed materials, there are three principles to bear in mind: Only use environmentally friendly paper; in other words, paper entirely or primarily produced from either recycled materials or raw materials obtained from renewable sources such as, for instance, hemp, cotton, pressed sugar cane, mango, banana, straw and copra fibres, not to men-tion the fibre present in elephant dung. The packaging should display the TCF (totally chlorine free) symbol. It should be remembered that not every printing company will undertake printing on this kind of paper, since it is less durable, which might prove to be a serious problem in a fully-automated printing firm.

Steer clear of print-enhancing technologies; in other words, UV coating, the application of film, laminating, metallising, gold leafing and so forth. All of these methods create an additional envi-ronmental burden and, in more than one instance, it is a very substantial one.

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Minimise the print run; always remember to give serious thought to the exact number of leaflet or flyers that will really be required, to whether they are actually necessary all and to whether it would not be better to prepare, for example, notepads, since they always come in handy and the information printed on the cover will have a much longer life than any leaflet ever could.

It goes without saying that any printed material should be either double-sided or in a brochure

format, with four pages to one sheet of paper. In addition, rather than printing, a poster can be

projected as a slide.

If a writing board is required, then it is better to use a dry erase whiteboard and avoid the kind

that is equipped with a sheaf of paper.

The choice of printing company is crucial. In so far as is possible, place your order with a social

economy organisation, such as, for example, a non-governmental organisation where people who

are either in danger of social exclusion or have become socially excluded, such as those who are

homeless or disabled or former prisoners, for instance, will be participating in the printing proc-

ess. In this practical way, you will be contributing to the improvement of their circumstances.

EcolabelsThe Blue Angel is a German certificate for environmentally-friendly products.

Food and other products certified as meeting EU ecological standards carry the German BIO symbol.

The CN certificate is awarded to organisations whose CO2 emission have been measured and reduced to zero in line with the CarbonNeutral Protocol.

The Ecogarantie symbol signifies compliance with the strictest ecological criteria in the world for personal care, washing and cleaning products. The label is awarded by the Belgian PROBILA UNITRAB institute and verified by ECOCERT, a Belgian certification body for sustainable development.

As the very name suggests, the Fair Trade label is awarded to products made in accordance with the principles of fair trade

The Forest Stewardship Council’s FSC symbol is placed on wooden products and

certifies that the wood used in their manufacture comes from forests managed

responsibly and in line with strict criteria, established with a view to protecting

the natural environment.

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Green Seal, which operates solely in the Unites States, is a private programme for labelling ecological products. It indicates compliance with environmental standards in products such as paper and paints.

The Nordic Swan, or Nordic Ecolabel, is the best-known environmental symbol in Norway, Sweden, Denmark, Finland and Iceland.

The European Daisy symbol is the EU’s ecolabel.

The Oeko-Tex Standard label signifies the safe manufacture of textiles and textile

products which are free of harmful substances in concentrations which can have

a negative effect on human health, including pesticides, chlorophenol, formalde-

hyde, allergens in the form of dyes, prohibited azo dyes and heavy metal extracts.

The OK Compost symbol certifies that a given product or packaging is biodegrad-

able.

A Windpower symbol indicates that a product has been certified as manufac-

tured using electricity generated by wind farms.

3.4. Printed materials and the disabled

Consider printing a Braille version of the information for people who are blind and sight-impaired.

Given that this kind of printed material normally takes up more space than an ordinary text, it

sometimes suffices to produce a website address in Braille. The address should take the blind

or sight-impaired person to an accessible website where we have published all the information.

A website reader programme will assist them to familiarise themselves with the contents. A guide

to building accessible websites can be found at http://www.un.org/webaccessibility/guidelines.

shtml

Remember to ensure that any films to be shown are subtitled and have an audio description to

enable people who are deaf, hard of hearing, blind and sight-impaired to enjoy them to the full.

3.5. Promotional give-aways

When preparing give-aways, we should try to ensure that they are as environmentally friendly,

useful and unique as is possible. One example of good practice is to give pen-drives bearing your

company logo and with the conference material saved onto them, rather than folders or bags

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of documents. In this way, we avoid the unnecessary use of paper and give the guests a useful

gift and one which will serve them for a long time. It is also possible to order unique and eye-

catching give-aways marked with your company logo, such as, for instance, an elegant cardboard

box for collecting used batteries, or wooden pencils, bearing the FSC symbol, of course, or paper

ballpoint pens. What is most important is to bear in mind who made the item and under what

circumstances, how it has made its way from the manufacturer to you and how long it will last.

At this point, it is also worth making further mention of social economy organisations, which

often specialise in meeting orders for conference give-aways. For instance, a great many social

cooperatives make conference folders and linen bags, and conference bags made from recycled

materials such as old advertising banners.

In addition, prepare your notice boards so that they can be re-used.

3.6. Event management

Advise participants that they will be asked to return their name badges at the end of the event

for reasons of sustainability.

Any printed and paper materials not handed out during the conference should be given to a re-

cycling company.

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4. RuNNING aN EvENT

One matter of enormous importance is that the people who will be helping to run the conference

are properly prepared. It is in people that the strength of a well-organised event lies, particularly

those held in the open air. It is thus well worth planning the recruitment and training of the team

well in advance.

4.1. Recruitment

In so far as is possible, recruit the people who will provide the services locally. They could be stu-

dents, whom you will thus be helping by providing them with their first professional experience,

and people who are unemployed or disabled and whose involvement may well provide them with

reserves of self-confidence. During the recruitment process, remember the principle of equal op-

portunities, in particular with regard to gender and disability.

4.2. Identifying the event staff

Event staff should be clearly identifiable. For example, they can be issued with cotton T-shirts,

produced, if at all possible, in accordance with the principles of fair trade, of course. Instead of

having the T-shirts screen-printed, you can order a painted symbol or logo, created using special

fabric paints, from a local craftsperson. This will help the guests to find someone to assist them,

as well as making it easier for the personnel to communicate with each other.

4.3. Event staff training

Train the members of the team. In the case of sustainable and equal events, this will involve more

than simply informing them of the event agenda and the location of the most important points

within the venue. Every single person employed should be able to say at least a few words about

why a given event is being referred to as sustainable and equal. What is extraordinarily important

is that they should also be trained as regards contact with people with various kinds of disability

and thus acquire the ability to give directions to those who are blind and sight-impaired, for in-

stance, and to communicate with people who are deaf and hard of hearing. If, for example, clear

instructions need to be given to guests on registration, then a sign language interpreter should

be hired.

4.4. Gender mainstreaming

It is important to make the speakers, panellists, moderators, interpreters and anyone else involved

in running the conference aware of the fact that gender mainstreaming is a significant aspect of

the event and one that should be incorporated into discussions, presentations and seminar talks.

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4.5. Involving volunteers in the work

Involve the people working on the event in its organisation. Once they are themselves convinced

of the value of acting in an environmentally friendly way, they will undoubtedly carry a great

many of the principles applied in preparing for the event over into their daily lives. Involve them

in offset activities of benefit to the local community.

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5. Gender mainstreaming in event management

Gender mainstreaming is a strategy to ensure that gender perspectives and the goal of gender

equality are central to any activities being undertaken. Moreover, it is a factor in equal develop-

ment and, as such, should be borne in mind when planning, carrying out and evaluating the

activities.

Gender is a set of characteristics, attributes, attitudes, social roles and social expectations con-

nected with the fact of being a woman or a man in the biological, physiological sense. Biological

sex concerns the anatomical differences between the male and female bodies from which we are

born. Gender is formed socially; we ‘learn it’ during the processes of socialisation, education and

upbringing. Gender changes with time and place5.

What, then, needs to be done in order to apply the strategy of gender mainstreaming when or-

ganising events?

5.1. The topic of the event

Look at the topic of the event from the perspective of gender. This may not be in the least straight-

forward; indeed, it undoubtedly will not be. There is a widely-held belief that there are topics and

issues where the gender perspective is completely irrelevant, such as, for instance, transport, or

terrorism. When subjected to closer scrutiny, however, it transpires that the experiences of men

and women in connection with what would appear to be an entirely neutral policy, law or social

practice, are diametrically different. Gender analysis frequently reveals the existence of inequali-

ties which have previously remained hidden, For this reason, it is vital to:

– collect statistical data and information in respect of division by gender and identify existing

inequalities and the ways in which they are overcome;

– analyse women’s and men’s various experiences in relation to the topic of the event you are

planning;

– analyse the various impacts which the event could have on women and men;

– pay heed to every potential benefit to equal opportunities that might arise from the event.

Remember that, in carrying out this process you could, and should, engage the services of a

gender expert!

5 M. Branka, M. Rawłuszko, A. Siekiera Zasada równych szans kobiet i mężczyzn w projektach Programu Operacyjnego Kapitał Ludzki. Poradnik.

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5.2. Gender and the agenda of the event

Ensure that the issue of gender has been incorporated into the agenda of the event you are plan-

ning. This will be a clear signal that your organisation or institution takes the matter of gender

equality seriously. Remember, too, to ensure that the issue is also made visible in the conference

materials and publications.

It is also worth remembering to scrutinise both the agenda and the materials prepared for the

participants carefully in order to avoid any unintentional linguistic slips or recycling of gender

stereotypes.

5.3. Gender balance

Pay heed to the gender balance among the speakers. In many fields, a preponderance of male

speakers seems completely ‘natural’ at the majority of official gatherings. Nonetheless, it is well

worth taking the trouble to obtain female representatives in the field that interests you. Equally

as important is to seek a balance in terms of the authors whose works are quoted, as well as giv-

ing attention to linguistic parity amongst the speakers, with consideration being given to the mas-

culine and feminine forms of job titles, social roles and so forth. Remember, too, that paying heed

to the gender balance of the participants serves to legitimise the event and gives it credibility. In

this aspect of the planning, it might well prove helpful to find a partner organisation working in

the equal opportunities field.

5.4. Professional groups

If the representation of women in a given professional or topic-related group is still scant, it is

worth giving some thought to arranging a special session and/or workshop designed solely for

the female section of the audience. This will support both formal and informal networking, which

might, in consequence, lead to the strengthening of the under-represented group’s position. The

same procedure can also be followed in the case of an event where female participants will pre-

dominate, during which, it would be desirable to create conditions for the men to meet alone and

exchange experiences.

5.5. Communication strategy

Ensure that your communication strategy incorporates the gender perspective. This will be an

exceptional opportunity to bring it into sharp relief, as well as increasing social awareness of the

matter. Gender mainstreaming can also be emphasised in dealings with the press by the selection

of the people to be interviewed, proper photo documentation and documents including reports

and data from research carried out in terms of the gender variable.

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5.6 Evaluating the event

Carry out an evaluation of the event from the equal opportunities perspective and include it in

the final report summing up the event.

Remember, there are no issues or topics which are blind or indifferent to gender. No matter what

the event you are organising deals with, it is always worth contacting an organization involved in

the politics of equal opportunities and consulting them as regards the inclusion of gender issues.

Your organisation can also gain from this. The experience acquired during the conference/semi-

nar can subsequently be applied and implemented there, something from which your working

environment can only benefit, becoming both fairer and more equal.

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6. CHECk lIST

Transport:– the conference is held in the place from which the majority of the guests come;

– guests can reach the venue easily by means of public transport, particulary by rail;

– coaches/buses transporting people from a collection point and/or carpooling;

– drivers familiar with the principles of eco driving;

– organising a video conference or teleconference, rather than holding the event in one place.

Selecting a venue:– holding the event at an agritourist holding or a local arts centre;

– a venue with an ecological certificate;

– the venue owner’s attitude towards the environment and sustainability; segregation of waste,

use of alternative energy sources, energy-saving light bulbs, aerators installed on the taps, using

rainwater to water the garden and so forth;

– parking for bicycles and people with disabilities.

1.2 architectural accessibility:– a building either without stairs and thresholds at the entrance or with a sloping entryway;

– the entrance door a minimum width of 90 cm;

– reception in a convenient and comfortable place, with the counter at an appropriate height;

– at least one toilet for people with disabilities;

– clear signposting for people who are blind and sight-impaired;

– avoid slippery, flat surfaces and deep-pile carpets;

– provision of seating in the auditorium for people using wheelchairs;

– provision of a hospitality area;

– securing decorations;

– arranging for assistants to be on hand;

– a parent-and-child room, equipped with safety-certified toys.

Catering:– carefully calculated number of covers;

– meat, vegetarian and vegan dishes;

– catering ordered from social economy organisations and local suppliers;

– dishes made using seasonal produce and local varieties of fruit and vegetables;

– fair trade coffee and tea;

– fish dishes using fish which are not on the list of endangered species;

– beverages such as juices, water and milk bought in bulk containers and served in jugs;

– seasonal fruit and vegetables, rather than sweets;

– meals and snacks served on normal crockery and not disposable;

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– surplus food given to charitable organisations;

– organic waste used for compost.

Promotion:– informing guests of the assumptions underlying the sustainable and equal event;

– printing on environmentally friendly paper, double-sided printing, unenhanced;

– keeping printed material to a minimum;

– communicating with guests and speakers and sending invitations, registration forms, confirma-

tions and so forth by e-mail;

– use slides instead of posters;

– use dry erase white boards and not sheaves of paper;

– choose a printing company which assists people who are socially excluded; a social economic

organisation;

– produce a version of the information that can be read by people who are blind and sight-

impaired;

– give-aways based on ecological and fair trade assumptions;

– returning name badges to the organisers after the event, so that they can be used again;

– recycle unused printed materials.

Running the event:– event staff drawn from the local community; students and people in danger of social exclu-

sion;

– apply the principle of equal opportunities during recruitment;

– train the event staff as regards the assumptions of green marketing and assisting the disabled;

– identifying the staff; name badges, T-shirts and so forth;

– involving volunteers in the organisation of the event.

Gender mainstreaming:– incorporating gender mainstreaming into the conference topic;

– engaging the services of a gender expert;

– avoiding linguistic slips and the recycling of stereotypes;

– gender balance among the speakers;

– applying the principles of gender equality in communications;

– including gender in the post-conference report and evaluation.

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BIBlIOGRaPHy

1. Jolanta Budny Jak dostosować budynek, Stowarzyszenie Przyjaciół Integracja, Warszawa

2004

2. Jolanta Budny Projektowanie dla wszystkich, published on the www.niepelnosprawni.pl, web-

site, 2004

3. Maja Branka, Marta Rawłuszko, Agnieszka Siekiera Zasada równości szans kobiet i mężczyzn

w projektach Programu Operacyjnego Kapitał Ludzki. Poradnik., Ministry of Regional Devel-

opment, Department for Coordination of the Implementation of the EU Funds, available at

www.efs.gov.pl

4. Marcin Gerwin Zrównoważone spotkania biznesowe, published on the www.eventspace.pl

Internet portal, 2010

5. Maria Huma, Małgorzata Krzastkiewicz Kupuj odpowiedzialnie! Twoje pieniądze kształtują

świat, Polska Zielona Sieć, Kraków 2008

6. Kamil Kowalski Projektowanie bez barier – wytyczne, available at www.niepelnosprawni.pl web-

site

7. Ewa Kuryłowicz Projektowanie uniwersalne. Sztokholm miasto dla wszystkich, Stowarzyszenie

Przyjaciół Integracji, 2005

8. Przemysław Oczyp Organizacja zrównoważonych eventów – ekologia i nie tylko, 2011, avail-

able at www.odpowiedzialnybiznes.pl website

9. Magdalena Sułek-Domańska Niezrównoważone zrównoważone spotkania, 2011, available on

www.ekonomiaspoleczna.pl website

10. Architektura dla wszystkich. Przyjazne Przestrzenie zbiorowe, a collection of writings, Sto-

warzyszenie Przyjacioł Integracji, Warszawa 2009

11. Gender Mainstreaming in OSCE Events, OSCE 2006, available at www.osce.org

12. Kupuj odpowiedzialnie zabawki, Polska Zielona Sieć, 2009

13. Organizacja wydarzeń w zielonym standardzie, Fundacja Aeris Futuro, Kraków, 2010

14. Sprawiedliwy Handel Fairtrade. Jak wspierać sprawiedliwy handel, Koalicja Sprawiedliwego

Handlu

15. The Greenpeace Polish website, www.greenpeace.org

16. The World Wildlife Fund Polish website, www.wwfpl.panda.org

17. The www.dziecisawazne.pl Internet portal

18. The www.ekonomiaspoleczna.pl Internet portal

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Documents

How to organize sustainable events. Guide