CATEGORIES BREAKDOWN
Covering all areas related to the development of live, digital and hybrid events.
Energy,
Water & Waste
Arrange for the use of biodegradable soaps and cleaning detergents at the primary event venue.
25 POINTS
Use recyclable or zero-waste materials for single-use items (paper/bamboo/steel/cardboard/glass)
25 POINTS
Do not offer single-use plastic
15 POINTS
Ensure responsible waste sorting at the primary event venue (recycling, compost, PPE, final waste, and cigarette receptacles).
20 POINTS
Ensure the venue has water fountains or bottle stations.
10 POINTS
Ensure that the temperature of the venue is comfortable for every body.
10 POINTS
"Provide attendees and staff with an energy-efficient checklist.
25 POINTS
Lodging, Travel & Transportation
Ensure lodging is in close proximity to the primary event venue.
10 POINTS
Ask the hotel(s) to develop and present a sustainability plan.
20 POINTS
Ensure the hotel meets/exceeds mobility and accessibility standards (The Accessibility for Ontarians with Disabilities Act).
10 POINTS
Ensure public transit is an available and convenient option to the venue, hotel, and other activity sites. Ensure public transit is timed and located conveniently to match your program. Provide your recommended options to attendees. If public transit is not an option, organize shuttle buses from select locations. Be sure to provide transit options for handicapable individuals.
10 POINTS
Food &
Beverages
Avoid processed and fried food in favour of organic, whole foods.
10 POINTS
Cater for a range of diets including kosher, halal, vegetarian, vegan, dairy-free and gluten-free. Offer non-alcholic beverage options.
10 POINTS
Try to provide local food menus and work with your supplier to provide locally-sourced and seasonal ingredients. Aim to include fair trade and certified organic foods where possible
15 POINTS.
Check the set-up of your catering zones, and ensure it is inclusive by considering the heights of buffet or cocktail tables for people with mobility devices or individuals of short stature.
20 POINTS
Partner with food banks and shelters for food and beverage donations post-event.
20 POINTS
Offer a 100% plant-based menu.
25 POINTS
People &
Culture
Ensure that the speaker programme contains an equal number of female and male speakers.
20 POINTS
Allocate reserved seating for anyone who may need or want it on the day-of the event. Consider pregnant attendees, attendees with disabilities, older attendees, interpreters, or visually or hearing-impaired attendees.
10 POINTS
Use a venue that has gender neutral bathrooms.
25 POINTS
Create an inclusion & diversity statement and code of conduct to be made available to all attendees.
10 POINTS
When selecting an event date, avoid religious or cultural holidays (Interfaith calendar). Also consider the impact of weekdays and weekends on certain demographics. Parents may be less likely to attend weekend events due to childcare needs, or some groups may find it difficult to get time off from work. Equally for events with a virtual presence, consider the time zones of your attendees when building your agenda.
10 POINTS
Ensure free feminine hygiene products are offered in the washrooms.
15 POINTS
Ensure outreach and programme communications are inclusive and non-gendered.
20 POINTS
Ask for feedback in your post-event surveys that directly relate to your inclusivity, accessibility and sustainability efforts of the event.
15 POINTS
Ensure programming represents speakers and themes that are inclusive of all communities (LGBTQ+, women, BIPOC) .
15 POINTS
Provide sufficient time between programme activities for faith-based practices, medical needs, service animal relief, etc. and people with mobility limitations. Provide people with mobility issues with early access to the session to avoid navigating through a crowd.
20 POINTS
Include acknowledgements & land recognition of indigenous communities and a statement on climate action
20 POINTS
Account for inclusive event participation and development by developing a short survey with ticket purchases:
✓ Do you use or require any interpreting services or assistive listening devices?
✓ Do you require accessible parking or seating?
✓ Do you have any dietary requirements?
✓ What are your preferred pronouns?
Based on the results of the survey, dffer captioning, sign language interpretation, and screen-reading tools as needed.
25 POINTS
Participant
Engagement
Offer participants a chance to donate onsite towards a not-for-profit organization or charity of choice.
15 POINTS
Provide a private and dedicated area for movement and stretching, spaces for quiet, prayer, and individual wellness.
20 POINTS
Offer a 'references and resources package' for participants about the sustainability & inclusivity efforts accomplished.
15 POINTS
Ensure anonymous participant feedback and engagement i.e. polls, questions, chat spaces.
10 POINTS
Create a climate action pledge and ask participants to take the pledge.
25 POINTS
Start a petition based on local social justice concerns and give participants and opportunity to sign.
25 POINTS
Establish virtual participation opportunities to better suit the needs of international attendees and attendees who would prefer to attend in a hybrid capacity.
10 POINTS
Incentivize climate action by creating a sustainability bingo card for discounts and benefits (i.e. using public transit, choosing a vegetarian meal, donating to a charity, signing a petition) (add to second package).
25 POINTS
Exhibitors
Ask exhibitors to ensure that they share their contact and company information through digital resources (LinkedIn, QR Scan).
10 POINTS
Ensure exhibitor swag and giveaways ares sustainable (no single use items, made from sustainable material, sustainable packaging).
20 POINTS
Location &
Venue
Choose a venue that has biophilic design (access to natural light and outdoor space, the presence of real indoor plants, exposed mass timber).
25 POINTS
Choose a venue that provides equal access and mobility for all participants.
15 POINTS
Choose a venue that is green/ practices sustainability (LEED, Net Zero, Boma Best Certificates, rooftop garden).
10 POINTS
Keep all activities, including offsite activities, within the same venue.
10 POINTS
Event Swag &
Gifts
Offer participants gifts that are educational and promote climate action and inclusivity i.e. books (Invisible Women).
25 POINTS
Offer sustainable gifts and giveaways to participants and attendees i.e. plants, seeds, a gift card to local businesses, and items with sustainable packaging.
15 POINTS
Marketing, Promotions, and Event Materials
Develop a sustainability committee for event development and management.
10 POINTS
Digitalize your event (all phases) and forgo the use of paper or use FSC-certified paper (QR codes, digital participant packages, shared drives for participant use).
15 POINTS
Give equal visibility to all people in your visuals and communication campaigns:
- Women
- LGBTQ2+
- BIPOC
- Handicapable
15 POINTS
In preparing any websites, emails, hardcopy mailouts, posters and all other promotional materials, the following basic accessibility principles should be observed:
✓ Larger text size
✓ Clear and easy to read font such as arial. Avoid small or italic scripts.
✓ Use high contrast colours – simple use of dark text on light background is preferred.
✓ Do not embed essential information, including the name, date, time and location of the event in a graphic. Graphics often cannot be ‘read’ by a screen reader being used by a person with a visual disability.
✓ Caption any images or videos that you do have on your website. If you can, provide a transcript alongside them or separate slides.
✓ Be careful when using symbols and motifs as these can be interpreted differently from one culture to another (and may be offensive for some).
10 POINTS
Procurement: Subcontractors, Vendors & Suppliers
Create a set of sustainability and equity requirements for vendors in RFPs:
- Local Vendors
- Vendors that offer sustainable materials
- Vendors that do climate disclosure reporting
- BIPOC-owned businesses
- Women-owned businesses
- Supporting charities through procurement
20 POINTS
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