ASTM E2772-13

Standard Specification for Evaluation and Selection of Accommodations for Environmentally Sustainable Meetings, Events, Trade Shows, and Conferences

SCOPE
1.1 This specification delineates procedural requirements for evaluation and selection of accommodations for environmentally sustainable meetings, events, trade shows, or conferences (hereafter, referred to as events). The selection of accommodation is a core activity to plan an event and bring it to fruition.
1.2 There are nine specifications covering the following areas of event planning: destination selection, accommodations, food and beverage, audio visual, onsite offices, communication and marketing materials, transportation, exhibits, and venues. Within each specification are eight categories’ criteria: staff management and environmental policy, communications, waste management, energy, air quality, water, procurement, and community partners. Each category is further split into four progressive levels of achievement. Information within each specification is divided as follows: Main BodyScope, Referenced Documents, Terminology, Planner Requirements for Level 1, Supplier Requirements for Level 1, and Keywords; AnnexesPlanner Requirements for Levels 2 – 4 and Supplier Requirements for Levels 2 – 4.
1.3 All areas of performance specified under this specification may not be relevant for each event, or for each facility or provider of event services. In some cases, an event planner would use this specification in conjunction with other specifications (for example, Specifications E2741, E2742) or this specification may be used individually. In other words, elements of an event may be separated out and considered solely, or added together and considered as a unit (for example, venues used individually versus transportation, accommodations, and destination selection used in conjunction). Furthermore, the specification applies separately to each supplier for an event. This means if multiple suppliers are used within the context of a single specification, each supplier must individually meet the supplier requirements. To be considered an environmentally sustainable event at Level 1, all areas applicable to that event shall be achieved.
1.4 If higher levels are achieved in some sections, the event can only be considered environmentally sustainable at the lowest level achieved.
1.5 The use of levels within this specification recognizes the path to environmentally sustainable events is a multi-stage effort. The idea behind the levels is to provide a coherent baseline for measuring environmental performance, while being flexible enough to adapt to the needs of more advanced planners and establish a performance path that encourages further environmental performance improvement. In addition, the evolution of products and services to support events is expected allowing additional advancements and underscoring the dynamic nature of environmental sustainability. This specification primarily focuses on environmental sustainability, while some aspects of economic and social sustainability are included recognizing the complete path toward overall sustainability.
1.6 The values stated in inch-pound units are to be regarded as standard. The values given in parentheses are mathematical conversions to SI units that are provided for information only and are not considered standard.
1.7 This standard does not purport to address all of the safety concerns, if any, associated with its use. It is the responsibility of the user of this standard to establish appropriate safety and health practices and determine the applicability of regulatory limitations prior to use.

General Information

• Status: Historical
• Publication Date: 14-Feb-2013
• ICS: 03.080.20 - Services for companies
• ICS: 03.080.99 - Other services
• Technical Committee: E60 - Sustainability

Standards Content (Sample)

NOTICE: This standard has either been superseded and replaced by a new version or withdrawn.
Contact ASTM International (www.astm.org) for the latest information
Designation: E2772 −13
StandardSpecification for
Evaluation and Selection of Accommodations for
Environmentally Sustainable Meetings, Events, Trade
Shows, and Conferences
This standard is issued under the fixed designation E2772; the number immediately following the designation indicates the year of
original adoption or, in the case of revision, the year of last revision. A number in parentheses indicates the year of last reapproval. A
superscript epsilon (´) indicates an editorial change since the last revision or reapproval.
INTRODUCTION
This specification offers a way to address environmental sustainability in the meeting and event
industry. It is a tool for event planners and suppliers to understand the attributes of an environmentally
sustainable event. The goal in developing this specification is to establish common benchmarks for
environmental performance in events for both planner and supplier sectors. This specification
considers the creation of an environmentally sustainable event to be a partnership between planners
and their suppliers. Each plays a critical role in the effort.
In this specification, options are addressed for minimizing the environmental impact of face-to-face
events.Theapproachofthisspecificationistofocusonmeasurableoutcomesandpoliciesforplanners
and suppliers. This maximizes the ability of businesses to select the methods best tailored to their
needs to achieve benchmarks and measurable outcomes.
1. Scope 1.3 All areas of performance specified under this specifica-
tion may not be relevant for each event, or for each facility or
1.1 This specification delineates procedural requirements
provider of event services. In some cases, an event planner
for evaluation and selection of accommodations for envirom-
would use this specification in conjunction with other specifi-
mentally sustainable meetings, events, trade shows, or confer-
cations (for example, Specifications E2741, E2742) or this
ences (hereafter, referred to as events). The selection of
specification may be used individually. In other words, ele-
accommodation is a core activity to plan an event and bring it
ments of an event may be separated out and considered solely,
to fruition.
or added together and considered as a unit (for example,
1.2 There are nine specifications covering the following
venues used individually versus transportation,
areas of event planning: destination selection,
accommodations, and destination selection used in conjunc-
accommodations, food and beverage, audio visual, onsite
tion). Furthermore, the specification applies separately to each
offices, communication and marketing materials,
supplier for an event.This means if multiple suppliers are used
transportation, exhibits, and venues. Within each specification
within the context of a single specification, each supplier must
are eight categories’ criteria: staff management and environ-
individually meet the supplier requirements. To be considered
mentalpolicy,communications,wastemanagement,energy,air
an environmentally sustainable event at Level 1, all areas
quality, water, procurement, and community partners. Each
applicable to that event shall be achieved.
category is further split into four progressive levels of achieve-
1.4 If higher levels are achieved in some sections, the event
ment. Information within each specification is divided as
can only be considered environmentally sustainable at the
follows: Main Body—Scope, Referenced Documents,
lowest level achieved.
Terminology, Planner Requirements for Level 1, Supplier
1.5 Theuseoflevelswithinthisspecificationrecognizesthe
Requirements for Level 1, and Keywords; Annexes—Planner
path to environmentally sustainable events is a multi-stage
Requirements for Levels2–4and Supplier Requirements for
effort. The idea behind the levels is to provide a coherent
Levels2–4.
baseline for measuring environmental performance, while
being flexible enough to adapt to the needs of more advanced
This specification is under the jurisdiction of ASTM Committee E60 on
planners and establish a performance path that encourages
Sustainability and is the direct responsibility of Subcommittee E60.02 on Hospital-
further environmental performance improvement. In addition,
ity.
the evolution of products and services to support events is
Current edition approved Feb. 15, 2013. Published March 2013. DOI: 1031520/
E2772-13. expected allowing additional advancements and underscoring
Copyright © ASTM International, 100 Barr Harbor Drive, PO Box C700, West Conshohocken, PA 19428-2959. United States
E2772 − 13
the dynamic nature of environmental sustainability.This speci- down into carbon dioxide, water, inorganic compounds, and
fication primarily focuses on environmental sustainability, biomass, at a rate appropriate for such program.
while some aspects of economic and social sustainability are
3.1.4 corporate social responsibility (CSR), n—a policy that
included recognizing the complete path toward overall sustain-
functions as self-regulating mechanism whereby the organiza-
ability.
tion monitors and ensures its support of legal and ethical
1.6 The values stated in inch-pound units are to be regarded standards, and international norms addressing activities affect-
as standard. The values given in parentheses are mathematical ing the environment, consumers, employees, communities,
conversions to SI units that are provided for information only stakeholders, and all other members of the public sphere.
and are not considered standard.
3.1.4.1 Discussion—CSR is the deliberate inclusion of pub-
lic interest into corporate decision-making and the honoring of
1.7 This standard does not purport to address all of the
the ‘triple bottom line:’People, Planet, and Profit.Also known
safety concerns, if any, associated with its use. It is the
as corporate responsibility, corporate citizenship, responsible
responsibility of the user of this standard to establish appro-
business, sustainable responsible business (SRB), or corporate
priate safety and health practices and determine the applica-
social performance, is a form of corporate self-regulation
bility of regulatory limitations prior to use.
integrated into a business model.
2. Referenced Documents
3.1.5 diversion rate, n—the rate or percentage of waste
2.1 ASTM Standards:
materials diverted from traditional disposal such as landfills or
D3960 PracticeforDeterminingVolatileOrganicCompound
incineration to be recycled, composted, or reused.
(VOC) Content of Paints and Related Coatings
3.1.5.1 Discussion—Diverted waste materials include ev-
E2114 Terminology for Sustainability Relative to the Perfor-
erything that is recycled, biodegraded, composted, reused, or
mance of Buildings
donated.
E2741 Specification for Evaluation and Selection of Desti-
3.1.6 environmentally preferable products, n—products or
nations for Environmentally Sustainable Meetings,
services that have a lesser or reduced effect on human health
Events, Trade Shows, and Conferences
and the environment when compared with competing products
E2742 SpecificationforEvaluationandSelectionofExhibits
or services that serve the same purpose.
for Environmentally Sustainable Meetings, Events, Trade
3.1.6.1 Discussion—This comparison applies to raw
Shows, and Conferences
3 materials, manufacturing, packaging, distribution, use, reuse,
2.2 Federal Statutes:
operation, maintenance, and disposal. These products may
Federal Hazardous Substances Act Labeling and Banning
possess biodegradable, organic, reusable, recycled, or recy-
Requirements for Chemicals and Other Hazardous Sub-
clable attributes.
stances 15 U.S.C. § 1261 and 16 C.F.R. Part 1500
3.1.7 environmentally sustainable, adj—environmental fo-
United States Clean Air Act
cusoncomponents,functionsandsystemsthatmeetstheneeds
2.3 Other Documents:
of the present without compromising the ability of future
APEX Glossary
generations to meet their own needs.
3. Terminology
3.1.8 exhibitor, n—an exhibitor is someone who organizes
3.1 Definitions:
an exhibit for others to see.
3.1.1 accommodations,, n—sleeping room(s) at a hotel and
3.1.9 hazardous air pollutants (HAPs), n—toxic air pollut-
rooming arrangements; usually specifying the hotel classifica-
ants as identified in Title III of the Clean Air Act.
tion in terms of its amenities, facilities, level of service, and
U.S. Clean Air Act
cost. APEX
3.1.10 hazardous materials, n—anymaterialorcombination
3.1.1.1 Discussion—Also referred to as hotel accommoda-
of materials that because of their quantity, concentration, or
tions.
physical or chemical characteristics poses an unreasonable risk
3.1.2 biodegradable, adj—capable of decomposing under
to the health and safety of persons or the environment, or both.
natural conditions into elements found in nature. E2114
3.1.10.1 Discussion—Hazardous materials may require spe-
3.1.3 compostable, adj—capable of undergoing biological
cial handling during storage, manufacture, processing,
decomposition in a compost site as part of an available
packaging, use, disposal, or transportation due to one or more
program where facilities exist, such that the material breaks
of the following characteristics: poisonous, explosive, chemi-
cally active, corrosive, toxic, or radioactive.
For referenced ASTM standards, visit the ASTM website, www.astm.org, or
3.1.11 high-effıciency fixtures, n—plumbing fixtures
contact ASTM Customer Service at [e-mail]. For Annual Book of ASTM
(faucets, toilets, urinals and showerheads) that meet the fol-
Standards volume information, refer to the standard’s Document Summary page on
the ASTM website. lowing minimum performance characteristics:
AvailablefromU.S.GovernmentPrintingOfficeSuperintendentofDocuments,
3.1.11.1 lavatory faucet—The maximum flow rate shall not
732 N. Capitol St., NW, Mail Stop: SDE, Washington, DC 20401, http://
www.access.gpo.gov. exceed 1.5 gal (5.6 L) per minute (gpm).
Convention Industry Council, “APEX Industry Glossary—2011 Edition,”
3.1.11.2 single flush toilets—The effective flush volume
Online, Available: http://www.conventionindustry.org/StandardsPractices/APEX/
glossary.aspx, 12 September 2011. shall not exceed 1.28 gal (4.8 L).
E2772 − 13
3.1.11.3 dual flush toilets—The effective flush volume shall this specification applies to planners and their suppliers which
not exceed 1.28 gal (4.8 L). The effective flush volume is provide event products and services. Recycling, as defined,
defined as the composite, average flush volume of two reduced does not extend to the activities of the suppliers’ vendors or
flushes and one full flush. suppliers.
3.1.11.4 urinal—Flushing urinals shall use no more than 0.5
3.1.20 recycled content products, n—products that contain
gal (1.8 L) per flush (gpf) and comply with existing standards pre-consumer or post-consumer materials as all or part of their
for flushing urinals.
feedstock. E2114
3.1.20.1 Discussion—Recycled-content products may con-
3.1.11.5 showerheads—The maximum flow rate shall not
tain some pre-consumer waste, some post-consumer waste or
use more than 2.0 gal (7.5 L) per minute (gpm).
both. A product does not have to contain 100 % recovered
3.1.12 local, adj—relating to or applicable to a city or town
materials to be considered “recycled,” but clearly the higher
or district rather than a larger area.
the percentage of recycled content, the greater the amount of
3.1.12.1 Discussion—The exact distance for purposes of
waste that is diverted from disposal.
sourcing goods (including food and beverage), services, and
3.1.21 reduced toxic materials, n—products or services that
personnel will be determined by the planner or supplier, or
have lesser or reduced toxicity levels when compared with
both, and be based upon the event location adjusting for
competing products or services that serve the same purpose.
locationsizeandseason.Nostandarddefinitionexiststodefine
3.1.21.1 Discussion—This comparison applies to raw
local, inherent in this practice is the philosophy to use sources
materials, manufacturing, packaging, distribution, use, reuse,
geographically proximate to the event and be practical given
operation, maintenance, and disposal. Environmentally pre-
wide dispersion of services and products across geographic
ferred products will have non-toxic, biodegradable, organic,
areas.
reusable, recycled, or recyclable attributes.
3.1.13 no-idling policy, n—a written statement that sets
3.1.22 request for proposal (RFP), n—an invitation for
limits on the maximum idling time for engines or motors of all
suppliers,oftenthroughabiddingprocess,tosubmitaproposal
vehicles.
on a specific commodity or service.
3.1.14 planner, n—person whose job it is to oversee and
3.1.23 renewable energy, n—energy obtained from renew-
arrange every aspect of an event; an employee or hired ad hoc
able or perpetual resources, including wind, solar, ocean
by large companies, professional associations, or trade asso-
(including tidal, wave, current, and thermal), geothermal,
ciations to plan, organize, implement, and control events,
biomass, and hydroelectric energy resources. E2114
conventions, and other events.
3.1.14.1 Discussion—Planners may include professionals
3.1.24 stakeholder, n—individuals, organizations or other
who work for government, association, corporate, or indepen-
entities that directly affect or are directly affected by the
dent agencies. The planner is the buyer of event services.
planning and execution of a specific event.
3.1.24.1 Discussion—Stakeholders in the event industry
3.1.15 post-consumer, adj—refers to materials that are re-
include but are not limited to: event organizer, event planner,
claimed from products that have already served their intended
surrounding community, convention and visitors bureau, labor
end-use as consumer items.
unions, news media, government, attendees, hotels, airlines,
3.1.15.1 Discussion—Waste from industrial processes are
maintenance personnel, material handlers, local transportation
not considered post-consumer. Post-consumer materials are a
companies and warehouses, florists, photographers, security
subset of recovered materials.
companies, medical facilities, registration companies,
3.1.16 pre-consumer material, adj—refers to material that
restaurants, gas stations, recycling facilities, utility companies,
are reclaimed from manufacturing and other industrial pro-
caterers, audio visual providers, printers, ad specialty brokers,
cesses and products which have not served their intended
laundries, grocery stores, farmers, fisheries, fisherman,
end-use as a consumer item. E2114
pharmacies, and bakeries.
3.1.16.1 Discussion—Pre-consumer materials include:
3.1.25 sustainable development, n—development that meets
culls, trimmed materials, print o
...