Beyond Green: Toward an Environmentally Sustainable Convention

by Christopher Gribbs, Assoc. AIA
Senior director, convention

Summary: To raise awareness and do our part for sustainability, the AIA has incorporated environmentally sustainable principles into the planning and operation of the 2007 convention in San Antonio. These principles have been integrated into discussions with vendors, hoteliers, convention center staff, and other service providers. You’ll notice more positive changes in the way the exhibitors do business, how education sessions have gone “paperless,” and how the convention center operates. We are driven to reduce waste, maximize efficiency, and recycle at every opportunity.

Your participation is encouraged as well. For example: offset travel emission by participating in a “carbon balanced traveler” program such as www.my-climate.com, or www.greentagsusa.org, take public transportation or walk to the convention center, bring printouts of only the session handouts you need, and recycle your material in appropriate bins. There are many ways to support and participate, and we appreciate your help.

The following action items are a sample of key efforts during the convention. Final results of the AIA convention green initiatives will be reported post-event on the convention Web site.

Reduce

• Secure as many hotel rooms as possible within walking distance of convention center
• Print fewer promotional pieces; all printing to be on recycled, post-consumer waste paper purchased from wind-powered paper mill
• Post exhibitor kits electronically via the Web site; ship exhibitor kits on CD-ROM; include green tips and guidelines for the exhibitors in the exhibitor service manual
• Minimize packaging materials by shipping displays in reusable/recyclable crates and containers, using biodegradable shipping and packing materials
• Eliminate paper handouts at education sessions; post full education materials and resources online only; print name badge inserts on recycled, post-consumer-waste paper; recycle name badge holders
• Exhibitors to avoid large quantities of collateral and bring fewer samples or small amounts of materials and offer to send information upon request

Reuse

• Construct build-out areas for reuse and recycle; recycle/reuse all contractor supplied materials and furnishing, including: wall systems, counters, bins, platforms, truss, gallery partitions, aisle carpet, stanchions, flags, tables, chairs, etc.
• Donate excess food to community-service organizations
• Survey and identify hotel green programs and amenities, request towel and sheets reuse program, turn off air conditioning and lights when hotel rooms are empty

Recycle

• Sort and recycle over 80 percent of non-food waste (paper, cardboard, glass, aluminum, polyurethane foam, etc.)
• Expand use of renewable/recyclable materials for signage and print signage with water-based inks

Efficiency

• Minimize energy use by turning down/off lighting and air conditioning during exhibit move-in and move-out
• Purchase local talent, products, and services whenever possible
• Promote walking, use of public and mass transportation, and include “green” map in attendee kit

Air Quality

• Incorporate indoor air quality principles with displays made with environmentally responsible materials, designed to be reusable/recyclable, and use energy efficient lighting if applicable

Awareness

• Offer educational content (general sessions, workshops, seminars, and tours) on topics of green design, sustainable development, energy efficiency, community and urban planning, LEED® rating system, solar, and more
• Encourage full participation by all vendors, hoteliers, convention center, and service providers
• Exhibitors to train staff to be assertive stewards of a more sustainable environment, to promote their corporate “greening” efforts, and to participate fully in a more sustainable AIA Expo2007
• Solicit green sponsorships such as: seed paper, socially responsible fabric t-shirts, Green New Product Center, and emission credits retirement
• Establish general contractor sustainability guidelines and deliver post-event reporting.