Sustainability Guidance for Exhibition Stand Construction
Version 1, 2024-5-15
Table of Contents
WELCOME AND INTRODUCTION
A
Welcome & Introduction............................................................................................. 3 About This Guidance.................................................................................................... 4 Benefits.................................................................................................................................... 4 Create Your Own Checklist...................................................................................... 4
B
SUSTAINABLE PRACTICES
1. The 6 Rs of Responsible Consumption................................................... 6 2. A Commitment to Continuous Improvement...................................... 7 3. Exhibit Structures...................................................................................................... 8 4. Flooring............................................................................................................................. 9 5. Furnishings, Staging Materials, Lighting.............................................. 12 6. Electronic Display, Graphics & Signage.............................................. 13 7. Packaging......................................................................................................,,............. 14 8. Waste Management...............................................................................,............. 16 9. Supply Chain.............................................................................................................. 18 10. Logistics...................................................................................................................... 20 11. The Human Element........................................................................................... 22 12. Energy........................................................................................................................... 24 13. Communications.................................................................................................. 27
C
A SUSTAINABLITY JOURNEY
The Journey....................................................................................................................... 29 Certifications..................................................................................................................... 34
D
Methodology...................................................................................................................... 37 Acknowledgements..................................................................................................... 38 ADDITIONAL INFORMATION
© Copyright 2024 by EDPA, ESCA and EIC. All rights reserved. This information should not be considered safety, medical or legal advice and is not intended to supersede applicable governmental regulations and guidance. Due to the fast-evolving nature of sustainability and social impact science and recommended best practices, the information in this publication is subject to change at any time, with or without notice. EDPA, ESCA and EIC disclaims any liability for decisions made based on information contained in this publication.
The Sustainability Guidance for Exhibition Stand Construction is a collaboration between:
2
Version 1, 2024-5-15
A
Industry Associates,
We are excited to introduce the ESCA EDPA Booth Stand Sustainability Guidelines, a collaborative effort between the Exhibition Services & Contractors Association (ESCA) and the Exhibit Designers and Producers Association (EDPA). As leaders in the trade show industry, it's our responsibility to not only serve our members but also to contribute positively to our industry and the environment. The creation of these guidelines stems from a shared vision between our organizations. We recognized the potential synergies between ESCA and EDPA and understood that by joining forces, we could amplify our impact and provide valuable resources to our respective memberships. This project signifies our commitment to sustainability and reflects our dedication to supporting our members in adopting more environmentally responsible practices. By outlining best practices and offering guidance on sustainable booth design and construction, we aim to empower exhibitors to minimize their environmental footprint while maximizing their impact at trade shows. We believe that by working together, we can make a meaningful difference not only for our industry but also for the planet. This collaboration exemplifies the spirit of partnership and underscores our collective commitment to driving positive change.
We hope that you find these guidelines valuable and that they inspire you to join us in our sustainability efforts. Together, let's build a more sustainable future for our industry and the Earth.
Warm regards,
Dasher Lowe
Julie Kagy
Dasher Lowe
Julie Kagy
Executive Director
Executive Director
The Sustainability Guidance for Exhibition Stand Construction is a collaboration between:
3
Version 1, 2024-5-15
A
Welcome and Introduction
About this Guidance
This Guidance has been created based on the three pillars of ESG, (environmental, social and governance). The Environmental pillar is about making our environment more sustainable through your organization’s actions, procedures and products. The Social pillar is about the work your organization does in the areas of diversity, equity, inclusivity, and social impact. The Governance pillar reflects how your organization operationalizes and measures the work it does within the other two pillars. In providing this guidance the working group considered the importance or significance of each item. Those that we firmly believe need to be done, we have listed as “highly recommended” actions. Those items that we believe you should be doing, are listed as “recommended” actions. Those items that you might ask if they are acceptable are provided as “may” and last, those items that are a possibility or a capability are listed as “can”.
NOTE: Nothing in this Guidance supersedes law. Please use this link to provide any feedback or suggestions.
Benefits
We believe there are various benefits to our creating this Guidance. As the sustainability journey is unique to each of us, so are the benefits to be had. Therefore, we do not list these hierarchically, but suggestively. In adopting this Guidance members may:
Find commercial opportunities through introduction of new product inventory. See a substantial reuse of exhibit designs and/or builds at multiple events. Create efficiencies in tenancy with less working after hours or early access requirements. Experience improved customer satisfaction throughout the during build, show open, and breakdown. Require less onsite labor and materials, potentially reducing the exhibitors’ direct costs. Produce better quality exhibits with the use of more durable materials. Create less waste, mess and carbon.
☐ ☐ ☐ ☐ ☐ ☐ ☐
Create your own checklist
Beside all of the recommendations in this guidebook you’ll find an unchecked box. Together with your team. mark those that you plan to do and use this as your own customized checklist.
The Sustainability Guidance for Exhibition Stand Construction is a collaboration between:
4
Version 1, 2024-5-15
B
SUSTAINABLE PRACTICES
The Sustainability Guidance for Exhibition Stand Construction is a collaboration between:
5
Version 1, 2024-5-15
B.1
The 6Rs of Responsible Consumption
The Re-Design Mindset Supports Sustainable Development Goal #12 Responsible Consumption and Production, and Focuses on the “Less is More” Approach to Materials, with an Emphasis on the 6 Rs:
Refuse Are there some materials that
Rethink Is there an alternative, more sustainable approach?
Reduce Can we use less materials or produce smaller volumes?
should be avoided due to health concerns or that cannot be reused, repaired, or recyled?
Repair Are there materials that could be easily cleaned, repaired or refurbished?
Recycle After the event, if the materials are not able to be reused or donated, can they be upcycled or recycled?
Reuse What can we repurpose from previous events or from events immediately before/after ours?
The Sustainability Guidance for Exhibition Stand Construction is a collaboration between:
6
Version 1, 2024-5-15
B.2
A Commitment to Continuous Improvement
The Re-Design Mindset Supports Sustainable Development Goal #12 Responsible Consumption and Production, and helps you get started by re-thinking your approach to the way we use materials.
Getting Started: The Re-Design Decision Tree
First always look to reduce the amount of raw materials to be consumed in the design stage, 1
Second, if the design does not permit a reduction of raw material consumption, then the design should intend for materials to be reused.
2
3 Third if reduction and reuse are not possible, then materials called for in the design should be recyclable.
How to adopt a continuous improvement mindset
Adopt a continuous improvement approach to setting and achieving goals. Begin with a 35% level, and when this has been achieved, targets should be reset to reach the higher level of 55%, 75%, or 95%. This applies to: Design plans for display elements should stipulate that the elements are capable of reuse. Display elements should contain a minimum of 35% recycled content. In addition to the above, new display elements should contain a minimum of 35% recyclable materials. ☐ ☐ ☐
☐
☐
Common Sense Easy Wins Switch from heavy to light materials in design where possible. Provide guidance to exhibitors on accessible exhibit design. Focus on “designing out” waste before it is created. For example, avoiding round carpet cuts that result in wasted materials that are not easily repurposed.
☐ ☐ ☐
Tip: Remember to check what can be recycled locally. If facilities do not exist, consider switching materials, or develop a low-emissions plan to transport them to the nearest facility.
The Sustainability Guidance for Exhibition Stand Construction is a collaboration between:
7
Version 1, 2024-5-15
B.3
Exhibit Structures
Managing the Environmental Impacts of Exhibit Structures Supports Sustainable Development Goal #12 Responsible Consumption and Production.
Highly Recommended Practices
Adopt a continuous improvement approach to setting and achieving goals. This applies to:
☐
Exhibit and meeting room structures, walls, and ceilings should be designed to be either reduced, reused, or recycled. Reuse or recycle of display facilities including showcases, lightboxes and shelving. Reuse of wood from other events when renting exhibits comprised of wood. Reuse or repurpose wood from other events within manufacturing, warehouse facilities, and administrative offices, for exhibit building structures, pallets or crating. Control the volume of purchased paints, coatings, and glue that have low volatile organic compounds (VOC).
☐
☐ ☐
☐
☐
☐
Use certified forestry-based materials (such as wood and bamboo) that are certified by Forest Stewardship Council (FSC) or Program for the Endorsement of Forest Certification (PEFC), or other sustainably managed forest resources.
Recommended Practices
☐ ☐ ☐ ☐ ☐
Rent exhibit structures using standard inventory materials used throughout the year. Incorporate the use of modular exhibit systems, wherever possible. Use high-quality products to ensure longevity, especially for reusable materials. Use acrylic paint derived from plant pigments (not petrol) when using paint for construction and maintenance. Do not use sealants, coatings or adhesives to maintain the exhibit. Include the above environmentally preferable requirements in vendor contracts. Tip: Ensure that wood waste is separated from other waste and sent for recycling when using wood in the composition of exhibit/display and meeting room structure fabrication and construction.
The Sustainability Guidance for Exhibition Stand Construction is a collaboration between:
8
Version 1, 2024-5-15
B.4
Flooring
Highly Recommended Practices
Recommended Practices
Adopt a continuous improvement approach to setting and achieving goals. This applies to: Reuse of exhibit flooring. Recycling of exhibit flooring that is not reused. Post-consumer or post industrial recycled material content. Comprise all new flooring of one of the following: Reusable products with a plan on how you intend to get multiple uses. Products that are made from post-consumer or post-industrial recycled material Products that can be recycled after their intended tradeshow use. Opt for Forest Stewardship Council certified wood flooring. Reclaimed or repurposed materials.. ☐ ☐ ☐ ☐ ☐ ☐ ☐ ☐
Reuse all flooring products multiple times, should have a plan for reuse of flooring products prior to shipping to the show, and should not rely on the service contractor or facility to reuse or recycle products on your behalf. See Appendix A to this guidance for a listing of various types of flooring and an indication of their suitability for re-use. Reduce offcut waste resulting from the show-floor design, size of the gangways, and the laying technique. Cut flooring panels to size before moving them to the venue. Reuse and/or recycle LDPE/HDPE sheets used to cover and protect the carpet during event building (Move-in) and retain evidence of this effort (when carpets are used). Donate carpets that are not reused or repurposed upon the conclusion of the event and retain evidence that carpets were donated.
☐
☐
☐
☐
☐
☐
☐
The Sustainability Guidance for Exhibition Stand Construction is a collaboration between:
9
Version 1, 2024-5-15
B.4
Flooring
Reusability of Commonly Used Flooring Materials
The tables below show commonly used flooring materials, and if they are reusable. Opting to reuse flooring materials can significantly reduce waste.
Flooring Covering - Carpet
Carpet - Tufted (Floor)
Reusable?
Yes
Standard Carpet - tradeshow spec - 10' wide - nylon
Yes
Standard Carpet - tradeshow spec - 10' wide - polypropylene
Potentially
Plush Carpet - tradeshow spec - 10' wide - nylon
Potentially
Plush Carpet - tradeshow spec - 10' wide - PET/polyester
Potentially
Plush Carpet - tradeshow spec - 10' wide - polypropylene
Potentially
Standard Carpet - tradeshow spec - 10' wide - PET/polyester
No
Carpet - builder spec - 12' - nylon
No
Carpet - builder spec - 12' - PET/Polyester
No
Nylon (Polyamide) carpet tiles, pile weight 900g/m2
Carpet - Needlefelt/non-woven (Floor)
Reusable?
Yes
Needlefelt Tile
No
Needlefelt - Polyester
No
Needlefelt - Polypropylene
Vinyl (Floor)
Reusable?
Yes
Vinyl Flooring (Roll)
Potentially
Luxury Vinyl Tile (LVT)
The Sustainability Guidance for Exhibition Stand Construction is a collaboration between:
10
Version 1, 2024-5-15
B.4
Flooring
Reusability of Commonly Used Flooring Materials
Flooring Covering - Carpet (Continued)
Artificial Grass/Turf (Floor)
Reusable?
Potentially
Artificial Grass - Nylon
Potentially
Artificial Grass - Polypropylene
Potentially
Artificial Grass - Polyester
Potentially
Landscape Turf - Polyester
Underlay
Underlay (Floor)
Reusable?
Yes
Fiber Padding
Potentially
Foam Padding
Potentially
Rebond Padding
Potentially
Urethane Padding
Subfloor / Platform
Platform/Sub (Construction)
Reusable?
Yes
Adjustable frame (22kg/sqm) - For above component
Yes
Elevated floor steel bar stands
Yes
Pre-Fab Floor Panel
Yes
Recycled plastic high re-use raised exhibition floor (tile) (22kg/sqm)
Yes
Wood l Beam
Potentially
Chipboard
The Sustainability Guidance for Exhibition Stand Construction is a collaboration between:
11
Version 1, 2024-5-15
B.5
Furnishings, Staging Materials, Exhibit Lighting
B.5.a. Furnishings
Highly Recommended Practices
Reuse or recycle furniture and equipment including counters, chairs, tables, sofas, coffee tables, cabinets, flyer stands, LED walls, TVs, AV equipment etc.
☐
Recommended Practices
Encourage the use of rental items.
☐
B.5.b. Staging Materials
Recommended Practices
Reduce staging materials by using rented staging components, reusable sets, or alternative staging methods e.g., stage mapping or stage projection instead of one-time builds. Reuse or recycle rigged structures including lighting gantries or other structural elements. Use non-toxic and sustainably produced material options when renting or providing rentals of staging materials.
☐
☐ ☐
B.5.c. Exhibit Lighting
Highly Recommended Practices
Recommended Practices
Reuse or recycle lighting, including all kinds of lighting in the exhibit and showcases and only replace bulbs upon burnout.
Use LEDs instead of incandescent bulbs.
☐
☐
The Sustainability Guidance for Exhibition Stand Construction is a collaboration between:
12
Version 1, 2024-5-15
B.6
Electronic Display, Graphics & Signage
B.6.a Electronic Display
Highly Recommended Practices
Utilize electronic display equipment that meets the Energy Star qualifications or other equivalent energy efficiency standards. Whenever possible, opt for units with serviceable, non-custom parts to maximize their lifecycle and ensure sustainability.
☐
B.6.b. Graphics & Signage
Highly Recommended Practices
Plan the design phase efficiently to reduce multiple prints due to design changes or errors and ensure signage size is correct. Adopt a continuous improvement approach to setting and achieving goals. This applies to: Production of new graphics and signage on a minimum of 35% recyclable substrate or of recycled materials as a first step to phase out use of foam core, PVC materials, or polystyrene. Use environmentally friendly inks like water-based products and avoid polluting products like solvents at a minimum of 35%. ☐ ☐
☐
☐
Use email and web-based communication to minimize paper flow. Encourage customers to reuse materials, such as prints, multiple times.
☐ ☐
Recommended Practices
Reuse or recycle: Fascia and overhead signage including branding, fascia, company logo on top of the exhibit structure. Graphics and decorative items including exhibit graphics that are either wall mounted or floor standing (not overhead) and any other decorative items such as plants and flowers. Use floral arrangements which include native plants, low-water intensive plant-life and reusable centerpieces. Use graphics on fabric material used at other shows and which contain at least 50% recycled content. Not use items such as balloons and confetti. Biodegradable alternatives do not necessarily result in waste reduction and their use should be avoided. ☐ ☐
☐
☐ ☐ ☐
Tip: Companies MAY use digital signage (LED preferred) and direct-to-substrate printers where possible. However, consider the lifespan of the digital signage and the environmental impact of its production. If there is an alternative with less environmental impact, it should be used.
The Sustainability Guidance for Exhibition Stand Construction is a collaboration between:
13
Version 1, 2024-5-15
PACKAGING
The Sustainability Guidance for Exhibition Stand Construction is a collaboration between:
14
Version 1, 2024-5-15
B.7
Packaging
Managing the Environmental Impacts of Packaging Supports Sustainable Development Goal #12 Responsible Consumption and Production.
Recommended Practices B.7.a Reduce and Reuse Packaging
☐ ☐
Reduce packaging to an appropriate minimum where possible. Switch to reusable packaging where necessary. Focus on proper labelling of packaging to ensure the correct disposal.
B.7.b Pack-in/Pack-out Program
Recommended Practices
Before the event, receive and adhere to communication from the event organizer regarding the pack-in/pack-out program. Communicate the pack-in and pack-out (or move-in and move-out) policy to exhibitors and local labor prior to the event. Undertake initiatives to reduce waste generated during pack-in/pack-out, including: Documenting measures taken to reduce and reuse packaging materials. Documenting measures taken to optimize shipping. Limiting packaging to the minimum required to protect products. Consolidating shipments and avoiding individually wrapped or packaged items. Documenting the type and quantity of materials donated to beneficiaries after the event, which can include bags, carpets, furniture, and hardware. Incorporate environmentally preferred options for shrink wrap: ☐ ☐ ☐ ☐ ☐
☐
☐
Opt for shrink wraps made from Polyolefin or bio-based materials, as these are preferable to PVC types. Many distributors have transitioned to Polyolefin films, but it's important to continuously monitor this switch. Select shrink wrap with a thinner gauge to reduce material consumption by approximately 20-25%, thereby minimizing environmental impact.
☐
☐
The Sustainability Guidance for Exhibition Stand Construction is a collaboration between:
15
Version 1, 2024-5-15
WASTE MANAGEMENT
The Sustainability Guidance for Exhibition Stand Construction is a collaboration between:
16
Version 1, 2024-5-15
B.8
Waste Management
Managing the Environmental Impacts of Waste Management Supports Sustainable Development Goal #12 Responsible Consumption and Production.
B.8.a Waste Management
Recommended and Highly Recommended Practices
Within their manufacturing, warehouse facilities, and administrative offices, it is highly recommended companies: Create and communicate a clear waste management policy and practices to both internal and external stakeholders. Emphasize recycling streams to ensure all recyclable materials are recycled. Refer to applicable regulations for provisions on proper storage and disposal of hazardous waste. Offer separate internal waste collection stations for composting, recycling, and landfill disposal. Audit waste production to establish baselines, resulting targets, and calculate an annual landfill and incineration diversion rate. Proper training of team members on the usage of products is essential, as it aids in minimizing waste and optimizes resource use Thereafter it is recommended companies: Measure waste and recycling monthly. ☐ ☐ ☐ ☐ ☐ ☐
☐ ☐
Conduct at least one waste audit annually of their operations. - An internal team or a contracted third party should conduct a process review to analyze the quantity and types of waste generated. This can be done by physically going through waste to identify its sources and composition. The objective is to gain insights into the types and volumes of waste generated within a specific timeframe, typically a week. Produce a waste audit report and a plan for implementing waste reduction.
☐
It is recommended companies purchase consumable products made with environmentally and socially preferable materials such as tape, batteries, office supplies, pens, etc. “Environmentally preferable” can include post-consumer recycled, biodegradable, and/or easily recyclable content. “Socially preferable” can include non-toxic and locally produced. Recommended Practices B.8.b Consumable Products ☐ ☐
The Sustainability Guidance for Exhibition Stand Construction is a collaboration between:
17
Version 1, 2024-5-15
B
SUPPLY CHAIN
The Sustainability Guidance for Exhibition Stand Construction is a collaboration between:
18
Version 1, 2024-5-15
B.9
Supply Chain
Managing the Environmental Impacts of Supply Chain Practices Supports Sustainable Development Goal #12 Responsible Consumption and Production.
B.9.a Procurement
It is highly recommended companies: Assess which criteria of the Guidance apply to your organization's supply chain. Clearly communicate the requirements of this Guidance to suppliers, who should demonstrate their capability to comply. It is recommended companies conduct an annual review of their company’s sustainable procurement criteria both internally and with suppliers. Recommended and Highly Recommended Practices ☐ ☐
Highly Recommended Practices B.9.b Supply Chain Engagement
It is highly recommended companies: Establish sustainable material supply chains within the exhibition industry. With the sustainable supply chains in place, collaborate with supply chains to increase capacity for sustainable/reusable alternatives. ☐ ☐
Encourage supply chains to manage emissions in their production facilities. Continually invest in research on more sustainable material alternatives. Phase out and consider banning problematic materials such as: Wood based products with high formaldehyde emissions.
☐ ☐ ☐
☐ ☐ ☐ ☐ ☐ ☐ ☐ ☐ ☐
Acrylic paint derived from petrol. Sealants, coatings and adhesives. High volatile organic compounds. Toxic materials. Foam core, PVC materials, or polystyrene. Solvents. Incandescent light bulbs. Balloons and confetti.
The Sustainability Guidance for Exhibition Stand Construction is a collaboration between:
19
Version 1, 2024-5-15
B
LOGISTICS
The Sustainability Guidance for Exhibition Stand Construction is a collaboration between:
20
Version 1, 2024-5-15
B.10
Logistics
Managing the Environmental Impacts of Supply Chain Practices Supports Sustainable Development Goal #13 Climate Action. B.10.a Logistics
Recommended and Highly Recommended Practices
It is highly recommended that within their manufacturing, warehouse facilities, administrative offices and venues that companies: Enforce a no-idling policy for vehicles and do not leave vehicle engines running. Improve collaboration and information sharing between organizers, venues, and logistics operators to reduce inefficiencies for unloading, reloading, as well as mounting and dismantling processes. It is recommended that companies: Localize fabrication of exhibits within the city or country of event to minimize shipping or transportation. Load trucks efficiently, allowing enough time for unloading and storage. Communicate, internally and externally, their emission savings resulting from switching to more sustainable solutions. Prominently display policy guidelines in all loading docks, truck marshalling yards and other applicable areas. Switch to electric or hybrid vehicles and ensure charging infrastructure is available, including for forklifts. ☐ ☐ ☐ ☐ ☐ ☐ ☐ ☐
It is highly recommended that companies: Combine delivery orders to reduce greenhouse gas emissions and transportation costs. Consider the proximity of warehouses to venues, and the general traffic on routes between them. It is recommended that companies: Introduce company-wide policies on accepted load efficiencies. Increase communication with exhibitors about the sustainability benefits of different means of transport. Recommended and Highly Recommended Practices B.10.b Remote and Last Mile Logistics ☐ ☐ ☐ ☐
Highly Recommended Practices B.10.c Traffic Management and Smart Cities
☐ ☐ Perform regular maintenance and inspections of all business vehicles. Use water efficient vehicle washing practices. Reduce the number of trips to and from show sites. Manage the movements of vehicles and plan for spread-out arrival times (avoiding rush hours where possible) thus minimizing emissions. Companies may also: Incentivize non-peak hour arrivals, such as pricing adjustments. Demand the use of smart navigation technology to reduce time spent in traffic and favor more emission efficient routes. Collaborate with cities on creating transport corridors with exclusive truck lanes or train tracks.
☐ ☐ ☐ ☐
☐
☐
The Sustainability Guidance for Exhibition Stand Construction is a collaboration between:
21
Version 1, 2024-5-15
B
THE HUMAN ELEMENT
The Sustainability Guidance for Exhibition Stand Construction is a collaboration between:
22
Version 1, 2024-5-15
B.11
The Human Element
Managing the Human Element Supports Sustainable Development Goal #8 Decent Work and Economic Growth. B.11.a Resource Commitment
It is highly recommended that companies’ top management: Demonstrate leadership and commitment to the event sustainability plan by ensuring resources are available to operate sustainably. Ensure those designated person(s) have the commensurate qualifications, skills and training. Include awareness of the organization's policy, plan and commitment to conforming to this Guidance in their training program. Guarantee that responsible individuals are aware of the implications of non-conformance for the organization. Retain documentation of competency and training in accordance with the company’s HR policies. It is recommended that companies: Designate a person or persons responsible for the implementation of the sustainability and social impact policy, plan, and conformance to this Guidance. Recommended and Highly Recommended Practices It is recommended that companies: Whenever asked, provide documentary evidence pertaining to the material safety of the build, such as material specification data sheets and proof of purchases. Train new and existing staff annually on human trafficking awareness. Offer employee wellness programs. Purchase cleaning chemicals for their manufacturing, warehouse facilities, and administrative offices, which are certified for their human health and safety and environmental impacts. Recommended Practices B.11.b Personnel ☐ ☐ ☐ ☐ ☐ ☐ ☐ ☐ ☐ ☐ ☐
Companies may: Publish a public-facing diversity, equity and inclusion statement. Implement diversity in the workplace program. Install diverse organizational leadership. Provide training for staff on creating inclusive and welcoming environments. Operate a supplier diversity program. Recommended Practices B.11.c Diversity, Equity and Inclusion ☐ ☐ ☐ ☐ ☐
LEARN MORE about Diversity, Equity and Inclusion by visiting the EIC Centre for Sustainability and Social Impact’s Equity Acceleration Plan: https://www.eventscouncil.org/ Sustainability/Equity-Acceleration-Plan
The Sustainability Guidance for Exhibition Stand Construction is a collaboration between:
23
Version 1, 2024-5-15
B
ENERGY
The Sustainability Guidance for Exhibition Stand Construction is a collaboration between:
23
Version 1, 2024-5-15
B.12
Energy
Managing Energy Usage and Sources for an Exhibition Supports Sustainable Development Goal #13 Climate Action.
B.12.a Energy Usage
Recommended and Highly Recommended Practices
It is highly recommended that companies: Ensure equipment, lighting, air-conditioners, and heaters are turned off when the space is not in use. For the HVAC, when the space is not occupied but local climate conditions would require more energy to restart the process in order to restore temperature to the space when it is again occupied, Instead of shutting off the cooling, adjust the cooling to no lower than 28 degrees Celsius or 82 degrees Fahrenheit. Alternatively, rather than shutting off the heating, adjust the heating to no higher than 17 degrees Celsius or 62 degrees Fahrenheit. Otherwise, when the space is occupied and air conditioning is in use, set air-conditioners to no lower than 24 degrees Celsius or 75 degrees Fahrenheit. Operate energy efficient rated monitors, projectors, equipment, and appliances. It is recommended that companies: Consider retrofitting inefficient HVAC systems. Use energy-efficient (LED or better) lighting within their manufacturing, warehouse facilities, and administrative offices, to reduce power consumption. ☐ ☐ ☐ ☐ ☐ ☐ ☐ ☐
Use light sensors within their manufacturing, warehouse facilities, and administrative offices, to enable automatic light management and reduce light when it is not needed (e.g., because of high levels of natural light, or non-occupied areas). Implement energy monitoring tools to track and analyze energy consumption within their manufacturing, warehouse facilities, and administrative offices.
☐
☐
Companies may: Endeavor to switch to renewable energy sources. ☐
Consider phasing out gas and fuel oil and replacing them with heat pumps in facilities. Consider creating rooftop gardens as they can insulate buildings while providing local foods and restoring biodiversity.
☐
☐
The Sustainability Guidance for Exhibition Stand Construction is a collaboration between:
25
Version 1, 2024-5-15
B.12
Energy
Managing the Information Technology Impacts of an Exhibition Supports Sustainable Development Goal #13 Climate Action. B.12.b Sustainable Information Technology (IT)
Recommended and Highly Recommended Practices
Within their manufacturing, warehouse facilities, and administrative offices, it is highly recommended companies: Enable power-saving features and implement power management settings on devices. Regularly maintain and clean computer hardware and cooling systems to optimize energy efficiency. Develop a policy for responsible disposal and recycling of IT equipment. Prioritize energy-efficient and environmentally friendly IT equipment during procurement. Implement paperless manufacturing workflows to reduce impact on environment from printers, inks, materials. Review and discard "dark" data storage - files that have not been utilized within the last 5 years. Within their manufacturing, warehouse facilities, and administrative offices, it is recommended that companies: Use energy-efficient IT hardware, such as servers, desktops, laptops, and networking equipment. ☐ ☐ ☐ ☐
Consider adopting thin clients or energy-efficient computing devices. Optimize data center cooling and airflow management for energy efficiency. Consolidate servers and equipment to maximize hardware resource utilization. Partner with certified e-waste recyclers to handle the proper disposal of hardware. Choose vendors and suppliers with sustainable practices and certifications. Encourage vendors to provide take-back or recycling programs for IT equipment.
☐ ☐ ☐ ☐ ☐ ☐
Companies may : Consider server and storage virtualization (particularly using clouds run by renewable energy) and consolidation to reduce the number of physical servers. Evaluate the lifecycle environmental impact of products, including packaging and manufacturing processes. Companies can : Use Data Center Infrastructure Management (DCIM) tools to monitor and optimize resource usage. Regularly monitor and maintain data center infrastructure to identify and address inefficiencies. Explore renewable energy options for powering data centers. ☐ ☐ ☐ ☐ ☐ ☐
The Sustainability Guidance for Exhibition Stand Construction is a collaboration between:
26
Version 1, 2024-5-15
B
COMMUNICATIONS
The Sustainability Guidance for Exhibition Stand Construction is a collaboration between:
27
Version 1, 2024-5-15
B.13
Communications
Managing Communications for an Exhibition Supports Sustainable Development Goal #17: Partnerships for the Goals.
B.13.a Communication
Recommended Practices
It is recommended that companies: Implement a communications program within their organizations to convey its sustainability initiatives. It is recommended that communications include, where appropriate, the following: The organization's commitment to sustainability. Issues, objectives and targets. Progress in relation to performance. Feedback from interested parties or stakeholders. It is recommended that companies communicate with customers to: Consider sustainable options and their benefits. Also, highlight the problems of less sustainable options, such as disposable exhibits. Propose the use of sustainable materials. ☐ ☐ ☐ ☐ ☐ ☐ ☐
B.13.b Marketing
Recommended Practices
It is recommended that companies: Provide materials such as contracts, sales kits, and specification guides to clients electronically. Provide onsite exhibitor materials in electronic format. ☐ ☐
The Sustainability Guidance for Exhibition Stand Construction is a collaboration between:
28
Version 1, 2024-5-15
C
A SUSTAINABILITY JOURNEY
The Sustainability Guidance for Exhibition Stand Construction is a collaboration between:
29
Version 1, 2024-5-15
C
A Sustainability Journey
The Journey Embarking on this journey involves navigating through multiple steps. To guide you through it effectively, EDPA and ESCA formed a working group of stakeholders - your peers - to assess global standards and tailor a path that best serves the needs of our association’s membership. Here is our recommendation for successful advancement:
Step 1: Environmental Aspects and Impacts
Once you have identified the environmental aspects of your products, activities, and services, determine which aspects could have significant impacts on the environment and assign a significance factor to each.
The relationship between aspects and impacts is one of cause and effect. What results from your aspects are "environmental impacts". For example, the “aspect” of heating or cooling a facility using an energy source that burns fossil fuels produces the “impact” of carbon emissions.
The term “aspects” is neutral; your environmental aspects could be either positive (such as making a product out of recycled materials) or negative (such as discharge of toxic materials).
This self-assessment should include the elements of raw material acquisition, design, production, freight and shipping, end-of life treatment and final disposal. Consideration should be given to impact on energy, air, water, land, natural resources, and waste.
Once you have identified the environmental aspects of your products, activities, and services, you should determine which aspects could have significant impacts on the environment and you should assign a significance factor to each.
Step 2: Stakeholder Engagement The EDPA and ESCA have considered general aspects and impacts while creating this Guidance, but sustainability heavily relies on stakeholder input. Therefore, we recommend that your organization creates and documents a list of stakeholders detailing the stakeholder engagement process and documenting the identified needs of each, along with determining when these needs can be addressed. This information is then used to inform the company’s sustainability policy and to set targets/goals. We at EDPA and ESCA are guiding what should be done, but each organization will have unique needs based on its respective stakeholders. This input will help you determine the extent to which you apply this Guidance.
REFERENCE GUIDE: Accountability's AA1000SES (Stakeholder Engagement Standard) https://www.accountability.org/standards/aa1000-stakeholder-engagement-standard/
The Sustainability Guidance for Exhibition Stand Construction is a collaboration between:
30
Version 1, 2024-5-15
C
A Sustainability Journey
Step 3: Boundaries and Scope
With stakeholder input received and documented, you will be prepared to establish what is “out-of-bounds” of your sustainability journey and what is “in-bounds” and will be addressed. We call this “setting boundaries”. Your organization is not expected to manage issues outside its sphere of influence or “out-of-bounds”. For example, while your organization may have control over its fleet of vehicles and emissions, it may have less control over emissions of employee commuting and the uptake of electric vehicles. What is “in-bounds” or within boundaries? Boundaries can have several dimensions including organizational, operational, geographic, business unit, and target boundaries. For example, your company may decide it will start its sustainability journey with its US operations but declare its operations in Asia as out-of-bounds at this time. Alternatively declare that a joint venture operation is “out-of- bounds” due to the level of control it has over that venture. Therefore, boundaries at different levels can include: a) Territorial Level: a physically defined territory, such as a country, region, county, city or other administrative unit. b) Sectoral Level: a commercial or industrial sector, such as events only in the food sector, or events where only exhibit construction is required of your company. c) Organizational Level: a legally defined entity, such as an entire company.
d) Portfolio Level: a non-physically defined activity such as a division that is not limited to sectors. e) Asset Level: related to the life-cycle emissions of a physically defined unit, such as a building.
It is up to your organization to define its boundaries: You may choose to implement this Guidance throughout the entire organization for those aspects impacting events, or only in specific part(s) of the organization. Regardless, senior management must have operational control over what is included in the boundary. The scope of your company’s event sustainability efforts provides clarity on what is covered by the company’s efforts, defining the operational boundaries of environmental impacts on events. Scoping should not exclude areas of operations which significantly contribute to the organization's environmental impact on events. For example, a company may declare that its current inventory of unsustainable carpeting has a predicted remaining life cycle of two years and, therefore, flooring will not be in scope while the company seeks a supplier of environmentally friendly carpeting. As carpet reaches the end of its useful life, it is replaced with “sustainable” carpeting. As sustainable carpeting increases, the company may declare that carpeting is in scope.
Both “Boundary” and “Scope” shall be transparently declared as part of the organization's master sustainability plan.
REFERENCE GUIDE: Greenhouse Gas Protocol, A Corporate Accounting and Reporting Standard https://www.accountability.org/standards/aa1000-stakeholder-engagement-standard/
The Sustainability Guidance for Exhibition Stand Construction is a collaboration between:
31
Version 1, 2024-5-15
C
A Sustainability Journey
Step 4: Sustainability Policy
Based on stakeholder input of both environmental and social considerations, your company’s environmental aspects and impacts, and the determined boundaries and scope, the organization formulates and documents its governing principles of sustainable development. This is done through a statement of purpose and values that specifically address activities, products, and services related to events. This statement becomes the organization’s “sustainability and social impact policy”. The policy should contain evidence of executive level support and include a commitment to comply with this Guidance within the organization’s declared boundaries and to continually improve. The policy should demonstrate executive-level support and include a commitment to adhere to this Guidance within the organization’s declared boundaries and to pursue continuous improvement. The policy should be made publicly available and updated annually.
Templates for developing a sustainability policy are provided through the EIC Sustainability and Social Impact Foundations Programme: https://www.eventscouncil.org/Sustainability/Foundations-Certificate
Optionally the organization may take the Net Zero Carbon Events pledge https://www.netzerocarbonevents.org/the-pledge/ and disclose having done so in its public facing policy statement.
Step 5: Sustainability Plan
With the policy established and stakeholder needs translated into targets or goals for reducing the organization’s environmental impact on events, the organization must devise a plan to achieve these targets and goals over a defined period. The plan should encompass actions to address the elements outlined in this Guidance and meet stakeholder needs that were not covered. Overall, the plan should establish objectives and numeric targets for energy and water consumption reduction, as well as increasing waste diversion at business locations. Additionally, it should outline steps to monitor the effectiveness and outcomes of these actions. In the event of operational changes that could affect compliance with this Guidance, the organization should review its policy, plans and actions to determine what must occur to remain in compliance, or change the boundaries and scope of the organization's sustainability commitment.
Templates for developing a sustainability plan are provided through the EIC Sustainability and Social Impact Foundations Programme: https://www.eventscouncil.org/Sustainability/Foundations-Certificate
The Sustainability Guidance for Exhibition Stand Construction is a collaboration between:
32
Version 1, 2024-5-15
C
A Sustainability Journey
Step 6: Implementation Evaluation
In implementing compliance with this Guidance, the organization should monitor and measure its performance against the criteria herein. Senior management should review the organization's event sustainability performance no less than annually by virtue of an internal audit of performance. These are critical to ensure the organization continues performing in accordance with the organization’s policy, plans and this Guidance.
Management’s review should include: the status of actions from previous management reviews changes in external and internal issues that are relevant to event sustainability performance internal audit results opportunities for continual improvement evaluations of compliance with this Guidance communications with stakeholders status of corrective and preventive action ☐ ☐ ☐ ☐ ☐ ☐ ☐
The results of these audits should be documented and retained. When insights are gained from events, a feedback loop should be established to funnel the knowledge into the planning and execution of future events.
Step 7: Continuous Improvement
When a nonconformity occurs, whether through natural discovery, internal audit, or management review, the organization shall identify it, take action to rectify it, address outcomes, evaluate the need for further action, and minimize the likelihood of recurrence.
.Results of these discoveries shall be documented and retained. When you find that you conform and targets are realized, the plan should be for continuous improvement and reset goals to the next higher target.
Step 8: Repeat
When the seven steps are complete, begin the cycle anew and start with a refresh of step 1.
The Sustainability Guidance for Exhibition Stand Construction is a collaboration between:
33
Version 1, 2024-5-15
C
CERTIFICATIONS
The Sustainability Guidance for Exhibition Stand Construction is a collaboration between:
34
Version 1, 2024-5-15
C
Certifications
Managing Certifications for an Exhibition Supports Sustainable Development Goal #17: Partnerships for the Goals.
About the EIC Sustainable Event Standards
While this Guidance does not offer a certification program, companies are encouraged to obtain third-party audited sustainability certification to industry sustainability standards like the Events Industry Council’s Sustainable Event Standards or others. Additionally, team members may hold the Events Industry Council's Sustainable Event Professional Certificate or comparable certificate program. The EIC Sustainable Event Standards are a collection of eight (8) specific standards that assess events and industry suppliers on various sustainability aspects to promote environmental and social responsibility. Third-party verification ensures transparency and accountability in complying with these standards.
The standards are a framework for collaboration, and they provide guidance and metrics to support event professionals in implementing and measuring sustainable practices at all stages of their sustainability journey. Each sector is assessed in the areas of:
In order to reach a certification level, applicants will be required to demonstrate their achievement of the criteria. Based on the percentage of completion, and on the maximum number of points for each specific sector, certification will be awarded as follows:
Learn more about certification: https://insights.eventscouncil.org/Sustainability/Sustainability-Events-Standards
The Sustainability Guidance for Exhibition Stand Construction is a collaboration between:
36
Version 1, 2024-5-15
Page 1 Page 2 Page 3 Page 4 Page 5 Page 6 Page 7 Page 8 Page 9 Page 10 Page 11 Page 12 Page 13 Page 14 Page 15 Page 16 Page 17 Page 18 Page 19 Page 20 Page 21 Page 22 Page 23 Page 24 Page 25 Page 26 Page 27 Page 28 Page 29 Page 30 Page 31 Page 32 Page 33 Page 34 Page 35 Page 36 Page 37 Page 38 Page 39 Page 40 Page 41 Page 42Made with FlippingBook Annual report