Environmental Policy

Advice on Environmental Considerations in Meetings, etc.

Purpose

In Europe and America, commendation systems and similar have already been established for companies that conduct environmentally-conscious meetings and events, and, in Germany, environmentally-conscious efforts are being made with regard to meetings such as the enactment of guidelines for holding environmentally-conscious meetings.

On the other hand, regarding environmental considerations in meetings held in Japan, although proactive initiatives have been taken in some advanced examples, such activities have been implemented in a limited number of meetings. The contents of such initiatives are also limited to activities such as the sorted collection of wastes, green purchasing of data, distributed materials, fixtures, etc., and there are not so many movements for all-embracing initiatives that adopt a clear policy for environmental considerations.

Hence, we have enacted the "Advice on Environmental Considerations in Meetings, etc." (hereafter called "this Guide" or "the Guide") in order to ensure all-embracing implementation and improvement in environmental considerations with regard to various meetings held in Japan.

It has been prepared in hope that many people, including meeting promoters, companies that conduct meetings, meeting facilities, accommodation facilities, and other parties concerned will utilize this guideline, thereby being of help to the continuous development and evolution of environmental considerations in meetings held in Japan.

Process of preparation

In order to prepare the "Advice on Environmental Considerations in Meetings, etc.," a review committee and a regional working group were set up, and discussions and reviews were made by people from academic circles and the representatives of businesses, governmental administrations, environmental bodies, and companies that organize meetings. In the review committee, general consideration items when holding meetings and so forth were reviewed, and, in the regional working groups, matters that focus on partnerships and cooperation with the parties concerned in the region, public awareness for citizens and the like when holding meetings were mainly discussed. At that time, investigations and analyses of advanced practices, both domestic and overseas, that had been carried out separately were used as reference materials.

Target considered in the Guide and its advantages

Target

This Guide has been prepared assuming that it is used for meetings held in Japan. Also, four types of parties are considered as the main target of the activities discussed in this Guide: meeting promoters, concerned businesses such as companies that organize meetings as well as hotels and meeting facilities, concerned local parties such as governmental administrations and local communities, and participants.

Advantages

  1. Irrespective of how large the size of a meeting is and whether it is held regularly or not, the Guide can be utilized for any type of event including environment-related meetings and events that are held in Japan, as well as meetings, seminars, academic meetings or other group activities that do not take the environment as their themes.
  2. A detailed explanation of how to utilize the Guide effectively and tools for it (checklist and radar chart for self-evaluation and continuous improvement) are provided.
  3. As for the range of initiatives, there is an exhaustive list that includes the holding of meetings and events, and preparations for it, and even transportation, accommodations, foods and beverages for participants.

Checklist of initiatives

This Guide roughly divides the initiatives into the following three types.

  1. General initiatives: A checklist for overall flow such as "determining a policy for addressing environmental considerations in meetings"
  2. Individual initiatives: Contents that can be checked by proposing various methods of initiatives exhaustively with the following composition
    (1) Initiatives taken by the convention site
    (2) Initiatives taken by lodging or hosting facilities
    (3) Initiatives taken by businesses entrusted with tasks (such as companies that organize meetings)
    (4) Initiatives with respect to implementation
    1) Convention site
    2) Data, distributed materials, and souvenirs
    3) Transportation
    4) Foods and beverages (meals, parties, catering, box lunches, etc.)
    5) Information dissemination/communication
  3. Cooperation with concerned local parties: A checklist for proposing the method of cooperation with various concerned local parties (businesses, governmental administrations, local organizations, etc.) that is indispensable for realizing environmental considerations such as those described in the Guide

Radar chart for self-evaluation and continuous improvement

In terms of environmental considerations in meetings, etc., it is expected that the environmental awareness of promoters and concerned parties will improve and experiences and know-how of environmental considerations will accumulate through continuous implementation of environmental considerations. For this purpose, we have developed an environmental radar chart to promote self-evaluation and continuous improvement. It can be utilized by many people because of the simple format that only requires the inputting of a number of items in a checklist.

Example : Radar chart on implementation

Radar chart on implementation

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