Measures and recommendations

Measures

• After the event, we calculate and then financially compensate for the CO2 emissions.
• After the event, we offer to pass on unpacked food to third parties. Due to hygiene regulations (HACCP) this is not possible for all dishes, but this point must be actively discussed with the catering provider to evaluate the options available (as seen by the example of the canton of Geneva).
• As the organiser, we offset the participants’ CO2 emissions incurred by travel.
• Buffets can be provided with individually packaged food in sustainable containers. (For example: Main courses with filling side dishes already pre-packed in “Weck” glass jars).
• For events of national importance, we ensure that the events can be accessed from all parts of the country. For recurring events, (where appropriate) different parts of the country and language regions should be considered as venues.
• For international events, we ensure that all UN regions (on-site and online) are represented. The limited on-site places should also be reserved in particular for representatives of developing and least developed countries.
• For the programme that is still printed, we ensure that recycled paper is used.
• Our tableware and tablecloths are reusable.
• Plant products are sustainable, seasonal and of organic and/or regional origin. In general, organically produced food always has a smaller carbon footprint.
• Prior to and during the event, we upload all documents onto the fully-accessible website for participants to download onto a portable device.
• The recorded plenary sessions are available with translations in international sign language as well as subtitles which we provide.
• Various group activities will also be offered as part of the event, e.g., yoga, jogging and guided meditations.
• We actively communicate the name of the company and the projects financed by the compensation payment before, during and after the event.
• We avoid generating too much waste, especially single-use plastics such as cups and PET bottles.
• We check dietary requirements and allergies in advance and give participants a choice.
• We collect unused lanyards at the end of the event and reuse them at another event.
• We commission a company to evaluate the event’s CO2 emissions as well as additional energy saving opportunities.
• We do not produce any special clothing for the event.
• We do not use private buses when changing locations and rely on public transport.
• We encourage the use of bicycles available at the venue.
• We ensure reserved seating with signage for persons with disabilities and their personal assistants/interpreters.
• We ensure that all catering and seating is accessible. The same applies to coffee breaks.
• We ensure that all premises and the event’s online platform are accessible for people with disabilities.
• We ensure that is a balance of the genders among speakers and moderators. Each gender should be represented at least 40%.
• We ensure that partnerships built and developed at the event are maintained afterwards.
• We ensure that the (international) event is interpreted into international sign language.
• We ensure that the content is presented in a way that can be understood by all participants. This can be ensured by simultaneous interpretation into different languages.
• We ensure that the event is subtitled live.
• We ensure that the measures taken are discussed in advance with the involved stakeholders (venue, partner organisations, speakers, etc.) and organisations representing people with disabilities.
• We have reduced the size of the printed programme to a minimum (by excluding abstracts and biographies) and provide an accessible electronic programme for persons with disabilities.
• We label animal products (eggs, milk, etc.) and these are produced regionally and organically.
• We label the origin of the food.
• We make the knowledge transfer and experience shared available to all in the form of a report, video summaries, etc.
• We offer participants the option of taking unpacked food home in their own containers.
• We only offer vegetarian buffets.
• We only provide regional drinks, especially beer and wine.
• We only use fair trade food and drinks.
• We order catering for a maximum of 80% of participants registered for on-site attendance.
• We organise partnerships with a national or local transport company so that participants can use public transport cheaply even outside the locality. The Swiss Travel Pass for participants travelling from abroad can support this measure.
• We proactively communicate how public transport can be used (free of charge). This will be done as part of the preparations by email and/or via the event page.
• We provide tap water.
• We provide the material either in spoken format or in Braille for participants with visual impairments.
• We provide water fountains.
• We record the entire event and it can also be followed on a time-delayed basis on the corresponding online platform. In this way we guarantee accessibility, visibility and a certain level of longevity in terms of content being available to everyone for longer.
• We reduce emissions with specific targets in the project plan and focus on this when planning the event.
• We restrict the use of notepads and pens.
• We take diversity into account when selecting juries as well as decision-making and planning committees.
• We take linguistic diversity into account if the event covers several language regions.
• We use only energy from hydro or solar sources at the venues (generally only green electricity) and from local and regional suppliers where possible.
• We will check whether it is necessary to produce name tags and if so whether they should be recyclable.
• We will check whether public transport can be used free of charge for participants. This is possible in some cities in Switzerland.
• We will produce a final event report which will be accessible to all interested parties so that lessons can be learned from the experience.
• When awarding contracts to partner companies, we ensure the three sustainability dimensions are taken into account and that this is of central importance when assessing the awarding of the contracts. This can be done, for example, based on sustainability reports from partner companies. This should be applied to products from home and abroad.
• When looking for a suitable conference venue, we highly prioritise good access to public transport, short distances to transport infrastructure (railway stations, etc.) and important transport hubs.

Recommendations

• For hot drinks, we do not use individual portions for condiments such as cream, milk & sugar.
• If a fringe programme is organised, we will work together with local tourism organisations.
• In the context of a tender, we give higher weighting to establishments (e.g., hotels and restaurants) with sustainability labels, (e.g., with the Swisstainable label) as an award criterion. This should already be noted in the invitation to tender.
• The event boosts the economy at the venue and in Switzerland. This way, hotels, local restaurants, museums, public transport, small businesses, service providers and shops can benefit as well.
• The event creates short-term jobs for students and professionals.
• We encourage all participants to limit electricity consumption by turning off any unused electrical appliances. This is especially important for hybrid and virtual events.
• We encourage exhibitors to avoid or at least minimise the use of promotional items such as bags (or if necessary, make them from fair-trade cotton) and other gifts
• We encourage exhibitors to avoid packaging.
• We encourage exhibitors to avoid stands that use a lot of energy and unnecessary lighting.
• We encourage exhibitors to bring only the required amount of printed materials.
• We encourage exhibitors to reuse packaging material for the stand.
• We encourage exhibitors to reuse stands.
• We encourage exhibitors to take energy-saving measures.
• We encourage exhibitors to use recycled and recyclable materials.
• We encourage participants to bring their own drinking bottle as tap water is drinkable everywhere in Switzerland.
• We encourage participants to choose a hotel or accommodation that is either close to the venue or located within the public transport network. Labels such as Swisstainable from Switzerland Tourism can be used for guidance.
• We encourage participants to separate waste (PET, paper, other waste) and indicate this at the venue.
• We encourage partner companies to apply eco-friendly procedures when implementing the contract.
• We encourage partner companies to employ staff in a socially responsible manner, avoiding any discrimination e.g., on the basis of gender, origin or disability (this is in line with the Swiss Confederation’s GTCs).
• We ensure that the caterer provides water dispensers in key areas so everyone can refill their own bottle.
• We ensure that there is a balance of the genders among the number of participants allowed on-site.
• We provide organic fair-trade coffee and sustainably produced tea.
• We provide toilets that are accessible for persons with disabilities as well as single-sex and unisex toilets.
• We recommend that participants offset their CO2 emissions.
• We recommend that participants travel by train where possible. Those arriving by plane should continue their journey by public transport after arriving in Switzerland.
• We recommend that participants use public transport during their stay.
• We recommend that subcontractors who do not have their own sustainability strategy should prepare one.
• We refrain from providing any takeaway coffee containers or cutlery.
• We replace bottled mineral water with tap water in the meeting rooms.