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London 2012 Sustainability guidelines ­ corporate and public events Third edition February 2012

Event

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Contents

Top ten tips Introduction Before the event During the event After the event Appendix: Further guidance on inclusive events 3 4 6 19 20 21

These guidelines are dedicated to the memory of David Morris, Access and Inclusion Manager for the London 2012 Organising Committee. David was a well respected champion for disability rights and inclusion. He was an inspiration to us all and his legacy lives on.

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Top ten tips for events

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Access: Ensure communication methods and physical access facilities mean everyone is welcome.

Local area: Look after your local community. Try to reduce congestion, litter and noise.

Energy and water: Think of inventive ways to reduce your energy and water usage.

Transport: Walking, cycling and public transport are healthy and more environmentally friendly ways to travel to an event.

Reduce and reuse: Think about what you really need ­ buy only what is needed and hire/reuse everything else.

Responsible sourcing: Try to support local businesses and socially responsible organisations.

Food and beverage: Try to showcase local, seasonal and Fairtrade produce and provide free drinking water.

Keepsakes: Ensure giveaways add to the customer experience, are useful, reusable and/or recyclable.

Make it easy to recycle: Try to provide recyclable packaging and provide recycling and general waste bins.

Health, safety and security: A safe environment is a happy environment. Assessing the risks in advance can help ensure everyone can enjoy the event.

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Introduction

Background

London is the first summer Host City to embed sustainability in its planning from the start. Sustainability underpins everything we do towards our vision `to use the power of the Games to inspire lasting change'. These guidelines have been developed to help ensure that all events and related activities hosted by, or associated with, London 2012 are positive examples of sustainability in practice.

What we mean by sustainability

Simply put, sustainability is about making positive and lasting changes in the way we use natural and human resources to improve quality of life for all; now and in the future. In terms of events this means ensuring they: ­ provide an accessible and inclusive setting for all; ­ provide a safe and secure atmosphere; ­ have minimal negative impacts on the environment; ­ encourage healthy living; ­ promote responsible sourcing; ­ deliver excellent customer experience; ­ encourage more sustainable behaviour; and ­ leave a positive legacy.

Who these guidelines are for

These guidelines are primarily for London 2012 corporate and public event organisers. They are equally relevant to organisations putting on events associated with London 2012. We have published these guidelines both for transparency and to stimulate further interest in sustainability across the event sector. The types of events these guidelines are intended for include: ­ conferences, seminars and workshops; ­ promotional launches and open days ­ Torch Relay celebration events; ­ Cultural Olympiad and London 2012 Festival; and ­ London 2012 Inspire programme The Games in 2012 are subject to the full sustainability management system developed by the London 2012 Organising Committee (LOCOG) for compliance with BS 8901 (2009)1 ­ British Standard for sustainable events ­ and, therefore, go beyond the provision of these guidelines.

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The British Standard for a Sustainability Management System for Events BS 8901 was inspired by the London 2012 Games and is recognised as such by the London 2012 Inspire programme. BS 8901 is the basis for the draft International Standard ­ Sustainability in Event Management (ISO 20121)

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How to use these guidelines

These guidelines set out a framework for improving the sustainability of individual events associated with London 2012. They should be applied with respect for London 2012 official partner, supplier and licensee rights and the provision of their products and services2. These are guidelines; they do not comprise an exhaustive checklist or manual. Every event has its particular circumstances and it is important for organisers to consider the key sustainability issues specific to their event. We recommend that event organisers review the points for the ten impact areas (pages 7­17) and develop their own action plan and checklist. It's always good to have access to appropriate expertise to guide you through the technical aspects of making your event more sustainable. The guidelines follow a three-stage process: Before the event: ­ ­ ­ ­ identify stakeholders; identify potential impacts and issues; define targets, develop action plan; and deliver actions and record progress.

During the event: ­ measure outcomes; and ­ communicate achievements.

After the event: ­ document outcomes; and ­ feedback for continual improvement.

Feedback

It is important to familiarise yourself with the whole document before applying the process outlined above. Due to the very nature of sustainability and events, there are a lot of interdependencies between the sections. This edition of the guidelines has been updated to include our learnings so far and some updated case studies that illustrate how we have implemented specific aspects of the guidelines. We are committed to reporting the learnings from implementing these guidelines to the International Olympic Committee, International Paralympic Committee and the UK events sector.

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For further information on London 2012 partner rights please email [email protected] or telephone 020 3 2012 000. See a full list of London 2012 partners.

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Before the event

Early Planning

Early planning is essential to hosting a more sustainable event. It is important to identify the main sustainability aspects of the event from the very outset. As a starting point, we expect the organisations we work with to have evidence of relevant policies relating to environment and/or sustainability; accessibility; health and safety; and security. In addition, we would seek assurance on compliance with all applicable legal requirements and a commitment from these organisations to at least be working towards implementation of BS 8901.

Stakeholder engagement

Liaison with all parties involved in putting on the event (including the venue, suppliers, sponsors and so on) and those potentially affected by the event (such as local communities) will help identify the most important sustainability impacts and issues. Stakeholders will provide vital local knowledge, understand community sensitivities and help avoid potential timing, location or cultural clashes with other events being planned in the area. Stakeholders typically include sponsors/partners, venue owners or managers, suppliers, local residents, potential workforce, customers/spectators and/or participants, statutory bodies, the emergency services, security services and relevant non-governmental organisations. It is always worth mapping out a list of relevant stakeholders for any given event to ensure you have identified as far as possible all the key parties that need to be engaged.

Identifying potential impacts and issues

We have selected ten key topic areas which we consider most relevant to the types of events we will be organising in the lead-up to the Games. The following guidance points for each of these topics provide a good starting point for delivering positive change.

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1. Venue and accommodation selection

Choosing the right venue is probably the most important part of the process to hosting a more sustainable event, as this can determine transport and travel arrangements, purchasing, catering decisions and so on. It is worth taking the time to ensure you get this part right. Equally, we recognise that there will be times when there is no, or limited, choice of venue. The crucial part is ensuring that the venue and its suppliers will work with the guidelines and aim to achieve the selection criteria for venues and accommodation. Where there is a choice in venue and accommodation for the event, key selection criteria include: ­ evidence of a sustainability policy in place and in use (for example, facilities for recycling, water efficient systems, induction loops available); ­ appreciation of any potential impact on environmentally and culturally sensitive features within or near the venue; evidence of a health and safety policy in place and in use (for example, current fire risk assessment, adequate security provisions, access to first aid room/location) ­ see Health, safety and security section for more details; ­ accessible by all (including bedroom and shower facilities if applicable) many venues and organisations have different levels of understanding and definitions so it's best to visit the venue and check for yourself (see Appendix for more detailed guidance on hosting inclusive events); ­ located near an accessible public transport station/stop; ­ provision of Blue Badge parking nearby; ­ located on/near walking and cycling routes; ­ provision of secure parking facilities for bicycles; ­ provision for different people ­ for example, safe play areas, seating, induction loops for people with hearing aids, changing areas and a quiet room available for people of different faiths and who need time away from crowds where appropriate; ­ well located, obvious and clear signage to the venue; and ­ sufficient public liability insurance. There are various toolkits available to support venues in implementing and marketing sustainability, for example Visit England's Green Start and Keep it Real initiatives and Visit Scotland's Sustainable Sport and Event Toolkit. Case study ­ Venue selection Visa London 2012 Party (August 2008) To celebrate the handover of the Games from Beijing to London, we held a free ticketed event for 40,000 people in St James's Park, London. There were a number of reasons that made the venue appropriate for this event including: ­ evidence of an environmental policy in use, for example, local nature conservation, recycling, and composting facilities; ­ ease of access by public transport, walking and cycling; and ­ space to create an accessible viewing area and a Blue Badge holder drop-off area.

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2. Impacts on venue and local area

Some events, especially large-scale and outdoor events, can cause localised impacts on the environment and communities (including along routes to and from the venue). These may relate to noise and litter, as well as physical impacts on natural habitats and other features. Key issues and measures to consider include: ­ consultation and cooperation with stakeholders, for example neighbouring landowners, public authorities, emergency services; ­ safeguards for features of ecological, landscape, cultural or archaeological importance, using hard-standing surfaces where possible (for example, the location of public access routes, fencing, signage, stewarding); ­ location of haulage routes and storage compounds for materials; ­ measures to prevent and deal with spillages of hazardous substances; ­ monitoring and managing noise; ­ minimising light spill from event and security lighting; ­ implementing contingencies to `make good' any damage caused by the event; and ­ ensuring appropriate measures are in place to address waste (see Waste and cleaning section for more details).

Case study ­ Impacts on local area ­ Greenwich Park test event (July 2011) We held an Equestrian and Modern Pentathlon test event in Greenwich Park to test our operational readiness in advance of the Games. Greenwich Park is a World Heritage Site and is important for nature conservation due to its many protected species and habitats, including rare grassland and ancient trees. The Park is also of high archaeological importance. We minimised the potential impacts of the event on the venue and local area by: ­ informing local communities of the plans for the event in advance, how and when they might be impacted by the event and who to contact if there were any concerns; ­ holding regular meetings with stakeholders including public authorities, emergency services and local interest groups in advance of the event; ­ ensuring that local services, such as cycle paths and footpaths within the Park were closed for the minimum periods of time; ­ conducting rehearsals during working hours; ­ carefully locating machinery, the set and transport routes to avoid ecologically sensitive areas, using fencing where required; ­ providing bins and litter pickers for both general waste and recycling throughout the venue; ­ developing a restoration plan in consultation with stakeholders to conserve rare acid grassland within the park; and ­ directing spectators and vehicles away from the most ecologically sensitive areas (including ancient trees and built heritage features) using fencing, signage and stewards.

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3. Transport and travel

Transport emissions and local congestion are potentially the most significant environmental impacts of hosting an event. Where it is practical and safe, London 2012 events should be seen as public transport, walking and cycling destinations. Key considerations for guests, crew and/or transportation of goods include: ­ encouraging walking, cycling and public transport as the best way to get to the venue, for example, in invitations; ­ highlighting accessible transport routes; ­ thinking about the timing of the event to enable disabled and older people to travel at off-peak times; ­ maximising use of shared transport, rather than using individual vehicles; ­ utilising accessible vehicles where appropriate; - utilising low-emission vehicles where public transport is not an option; ­ reducing the distance, travel time and number of journeys required; ­ if the event will end at night, identifying safe journeys for night-time travel; and ­ if alcohol is provided at the event, identifying appropriate taxi or minicab services to contact if required.

Case study ­ Road Race test event (August 2011) The London-Surrey Cycle Classic Road Race (part of the London Prepares series) was used to test a number operational aspects in readiness for the London 2012 Games. Box Hill offered views of the race for some 1,600 ticketed spectators plus hundreds more lining the route. We encouraged spectators to travel to the event by walking, cycling and public transport by: ­ providing 2,000 secure cycle parking spaces, alongside a numbered tagging system; ­ offering free cycle maintenance (customers charged for parts only); ­ working with Transport for London (TfL) and Surrey County Council to provide maps and information about anticipated travel disruption in advance; ­ liaising closely with TfL who negotiated an enhanced service to Box Hill and Westhumble & Dorking stations; and ­ offering a guided walk from the train station to the venue entrance, courtesy of the Ramblers. Some 1,600 additional rail passengers were taken to see the race at a range of locations on the route, including Hampton Court and Box Hill. Spectators who cycled to the event provided a positive response about the security of cycle parking and level of service.

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4. Sourcing products and services

For all event purchases, the starting point should be to consider if the product or service is essential to delivering the customer experience. In many cases it will be possible to deliver the same or better experience using less material. Where items are essential, consider whether they can they be hired in or reused from previous events, rather than buying new. If not, the following five basic criteria for assessing products should be applied: Where does it come from? ­ Seek to source locally, wherever possible. ­ Where local sourcing is not possible, ensure you understand where items are originating from and how they are transported. Who made it? ­ Ensure labour is subject to fair employment practices. What is it made of? ­ Recycled or recyclable material is preferable. ­ Avoid restricted substances listed in the LOCOG Sustainable Sourcing Code, such as PVC (often found in bags, stage dressing and look materials). ­ Items to be wary of: timber and timber products (for example, timber should be Forest Stewardship Council certified; paper should, at a minimum, contain 75 per cent recycled content from post-consumer waste). What is it wrapped in? ­ Minimise packaging. Where it is essential, ensure it is made of recycled materials or is recyclable (see LOCOG Packaging Guidelines). What will happen to it after the event? ­ Could it be used again for future events? Additional guidance is given in the LOCOG Sustainable Sourcing Code. For London 2012 events, goods and services procured should be sourced from official partners, suppliers and licensees as appropriate.

Case study ­ Beijing Debrief (November 2008) As part of the transfer of knowledge from one Games to the next, the International Olympic Committee hosts an official debrief in partnership with the current and previous hosts. In 2012, this was held over a two-week period in central London. This consisted of conferences, working groups, meetings and evening receptions. The highlights included: ­ using environmental and ethically responsible suppliers; ­ minimising printing by uploading all presentation material to a website; ­ using 100 per cent recycled paper for printing; ­ using a stock set, including lecterns and rear projection units; and ­ using old sheeting rather than plastic wrapping (as appropriate).

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5. Health, safety and security

Ensuring the well-being and enjoyment of staff, contractors and guests is a key factor to a successful event. Measures to maximise this include: ­ ensuring a risk assessment has been carried out and appropriate control measures are in place ­ for example, use of signs to indicate trip, slip and fall hazards; use of equipment, for example, at crowd pinch points; need for personal protective equipment, such as high visibility jackets and safety boots; ­ ensuring contractors are selected with a health and safety review, as the set-up and dismantling of the event may introduce hazards; ­ ensuring contractors, exhibitors and vendors submit appropriate risk assessments and method statements in accordance with statutory obligations; ­ ensuring contractors, exhibitors and vendors have enough relevant product, public and employer liability insurance; ­ conducting a site walk-through to identify any hazards prior to and at the event, and ensuring appropriate corrective actions have been set in place; ­ identifying and communicating the provisions of first aid and/or emergency services for all guests, staff and volunteers, including disabled and Deaf people; ­ where children or young people are involved in an event, ensuring that sufficient child protection measures are in place. Seek advice from your child protection officer where necessary; ­ promoting a responsible approach to drinking alcohol; ­ providing smoke-free environments; ­ providing health promotion messaging, such as wearing sunscreen; ­ ensuring good sightlines throughout for all; ­ ensuring videos and other projections of moving images or lighting sequences are in compliance with Ofcom guidance on photosensitive epilepsy; ­ ensuring the lectern (if provided) is adjustable in height. Alternatively ensure everyone speaks from a panel; ­ ensuring flash photography does not disturb people involved in staging the event, or the audience. It's always a good idea to ask those attending to remove the flash option before taking any pictures, or ask the photographer not to use flash photography; ­ ensuring sufficient breaks of appropriate length are scheduled throughout the event programme; and ­ providing the appropriate measures and resources to ensure a secure environment. Case study ­ London 2012 staff away day (January 2010) Early integration of health and safety into the planning ensured an event that was enjoyable by everyone with no reported accidents or hazards. this included: ­ reviewing the event schedule and activities planned; ­ conducting a site walk-through well in advance of the event to understand the space required for the activities; entrance and exit routes for accessibility; evacuation routes and assembly points, including evacuation plans for disabled and Deaf people and anyone else requiring additional assistance; and ­ providing briefings on the health, safety and security arrangements for the day, including the importance of reporting accidents and hazards.

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6. Energy consumption

Staging events can place high demands on energy, especially for lighting and audio-visual equipment, IT, heating ventilation and air conditioning (HVAC) and broadcasting. Advance planning can help reduce energy demand. Key considerations include: ­ energy supply ­ opportunities for utilising low-carbon fuels and renewable energy; ­ energy efficiency of equipment and appliances; and ­ ensuring appliances, equipment and lighting are switched off when not in use.

Case study ­ Energy consumption ­ Visa London 2012 Party (August 2008) To celebrate the handover of the Games from Beijing to London, we held a free ticketed event for 40,000 people in St James's Park, London. This included a two-hour live performance by acts including The Feeling, Il Divo, Katherine Jenkins, McFly, Scouting for Girls and Will Young.The event was held during the day so benefitted from natural light. However, producing an event of this size still required a significant amount of energy to power the stage, merchandise and catering units. We sought to reduce the energy consumption of the event by: ­ using energy only when needed; ­ using energy saving lighting; ­ powering the stage with biodiesel generators; and ­ utilising solar panels to provide some of the power for the merchandise units.

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7. Catering provision

Sustainable food is a topic of strong public interest. There is increasing focus on the event catering industry to provide responsibly sourced food and cater for a diverse range of people. To ensure we get this right at Games time we have created the London 2012 Food Vision. For individual events in the lead-up to the Games, key considerations include: ­ food safety and hygiene regulations; ­ providing free drinking water; ­ providing food as near as possible to the main event space; ­ providing sufficient options to cater for diverse dietary, ethnic, cultural and practical needs; ­ providing healthy and nutritious options, such as low salt, fat and sugar options; ­ sourcing local and seasonal produce; ­ sourcing from environmentally responsible and fairly traded sources; ­ providing of cups, glasses, plates, cutlery and food packaging that are reusable or recyclable; ­ providing cups, straws and cutlery (especially spoons), these are particularly useful for disabled people, even for a sandwich buffet; ­ asking delegates at the earliest opportunity (for example, in invitations) if they have dietary or accessibility requirements; ­ labelling food; for example, vegetarian, organic, halal, gluten-free, dairyfree, kosher, contains nuts; ­ ensuring everyone can see and reach food on buffets independently; ­ providing some tables and chairs for those who need them; and ­ providing bowls of water for assistance dogs where necessary Further guidance and support on providing more sustainable food and beverage can be obtained from the Food Legacy website.

Case study ­ Catering ­ Sustainability Conference (March 2010) London 2012 hosted an annual conference for stakeholders who have worked closely with us on developing and delivering the London 2012 sustainability programme. As a matter of course, each delegate was asked upon registration if they have specific dietary requirements. Working with the venue, we chose a menu of canapés to cater for a variety of choices and dietary requirements. The canapés were delivered by hand to each delegate to enhance the experience, ensure dietary and accessibility requirements were met, and so that the waiters could explain the exact ingredients and provenance of the food as detailed below: ­ locally sourced ­ seasonal ­ hand-made by local people The beverages provided at the event were also served by members of the venue's catering team and included tap water, Fairtrade tea and coffee and a choice of Coca-Cola bottled beverages.

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8. Waste and cleaning

Events generally produce large quantities of waste. Given careful planning there is considerable scope for much of this to be avoided ­ see Sourcing products and services section for more details. Event and venue managers should consider the potential for increasing revenue and reducing costs by treating waste as a resource. By specifying and controlling the types of materials being used for the event, it will be easier to manage waste streams and achieve higher recovery rates. The waste that does arise should be channelled into reuse, recycling or composting streams. Key considerations include: ­ providing bins appropriate for the quantity and type of waste produced from the event, including build-up and take-down phases; ­ providing for separation of waste streams in public and back-of-house areas with clear labelling and information; for example, reusable items, recyclables, composting and general waste; ­ maintaining waste stream separation at all stages of cleaning and waste transfer; ­ clearly labelling bins with colour coding, icons and text; and ­ communicating what will happen to the waste afterwards. Further guidance and support for delivering zero-waste events can be found from: ­ The London 2012 Zero-Waste Events Protocol - guidance to support best practice event waste management; ­ The Zero Waste Events Initiative - an information portal for sharing information about best practice event waste management; and ­ The WRAP Event Resource Management Plan Tool - a free resource to help event organisers identify the types of waste generated at any event and create an action plan for reducing and managing event. Cleaning has health, safety and environmental implications. Impacts may be minimised by: ­ using microfibre cloths instead of detergents, chemicals or polishes, where possible; ­ using environmentally friendly cleaning products where such products are necessary; ­ cleaning with the amount of cleaning product necessary; and ­ taking measures to prevent spillages of hazardous substances.

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Case study ­ Waste ­ Handball World Cup (November 2011) We have been working with WRAP, Coca-Cola and other stakeholders to develop practical waste management solutions. The Handball World Cup (part of the London Prepares series of test events) was held within the Olympic Park in November 2011 and was used to test our planned waste arrangements for the London 2012 Games. We adopted user-friendly, colour-coded iconography for the three waste streams (recycling, compostable and food packaging, and nonrecyclables) for front-of-house locations. By developing an integrated communications solution across the board (including signage, labelling, food packaging and consumables, bins and bin liners), we aim to help everyone ­ from spectators and volunteers to athletes and officials ­ to deposit items into the appropriate bins at all of our Games venues. During the five-day competition we tested waste management arrangements for the London 2012 Games. The purpose was to test the bins, the colours of the bins and the iconography. A simple survey was conducted to gain feedback from attendees at the event. We received good feedback from spectators and staff at the event who found the clear bins with colour coded labels and tops easy to use. Since the event we have made some changes to the iconography on the bin labels, particularly in respect to cups. At Games time we will also have icons on our packaging that match the colours on the bins, making it even easier to recycle.

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9. Communications

Good communications are an essential part of a sustainable event. It is important to ensure all participants can receive and relay information before, during and after the event. Good practice measures for communications include: ­ prioritising communications by electronic mail and other new media applications; ­ ensuring invitations and advertisements are accessible to a wide range of people; ­ asking delegates to specify any accessibility requirements or whether they'll be bringing personal assistants/support workers/assistance dogs with them; ­ providing an overview of the access provision that you are already planning to provide, for example, step-free access, British Sign Language (BSL)3 interpreter or other language interpreters, speech to text4 , large print5 versions of text, audio versions, Braille, easy read6 (where possible provide audio, large print and easy read in electronic format in advance); and ­ using clear language. Where it is necessary to print materials, good practice measures include: ­ double-sided printing; ­ printing in black ink on a light background; ­ using colour only for essential messaging; ­ maximising the contrast between text and background; ­ avoiding printing text on top of images; ­ providing information on posters rather than individual handouts, for example, agendas; ­ maximising the recycled content of the material to be printed on; ­ using inks with minimal environmental impacts, such as vegetable-based inks; and ­ stating accurate details of material and printing processes on all products; for example, printed on 100 per cent recycled paper from post-consumer waste using vegetable-based inks. See Appendix for more detailed guidance on hosting inclusive events.

Case study ­ Accessible communications ­ Diversity Week (March 2010) London 2012 Diversity Week embedded inclusive communication as a core part of its planning process. The week was launched with a major conference and the venue was selected with access in mind. The main session was augmented with British Sign Language (BSL) interpretation and speech to text projected on large screens. The auditorium provided flexible seating arrangements giving wheelchair users the choice of position. Videos shown were subtitled and audio described.

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BSL interpreters should be Members of the Register of Sign Language Interpreters (MRSLIs). The interpreters or booking agency will be able to advise on the number of interpreters required for an event. Speech to text service, sometimes called Palantype stenography, translates the spoken word into a real-time transcript We define large print as at least size 16, Arial. Easy read is a format using plain English and short sentences, avoiding long words and illustrating text with pictures, preferably photographs. It can be used very effectively as an executive summary, for example.

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10. Give-aways

Events typically involve the production of large quantities of give-aways, such as gifts, delegate packs, leaflets and assorted `freebies'. This presents us with an opportunity to consider a more sustainable approach to defining the need and specifying quantities, type and associated packaging of such materials. Give-aways should be viewed as keepsakes. If a keepsake is essential and adds to the customer experience, key considerations should include: ­ ensuring keepsakes are useful and re-usable, or have desirable souvenir value; ­ providing keepsakes made of recycled and recyclable materials; ­ minimising packaging ­ is it needed at all?; ­ ensuring packaging is made of reusable, recycled or recyclable materials; and ­ avoiding date marking items which could be used again for future events. We are also keen to encourage the practice of `placemaking' ­ the use of icons/backdrops to create an opportunity for people to take photographs and thus create their own memories.

Case study ­ 3rd World Press Briefing (October 2011) Press Operations coordinates planning for the World Press Briefings (WPBs) required by the International Olympic Committee. We have now staged the third and final WPB. Full sustainability appraisals have taken place prior to all events. The University of London Institute of Education, Bloomsbury, was the venue for the WPB in 2011. Here are some of the sustainability achievements of the day: ­ providing recycled paper bags rather than giving out a rucksack or shoulder bag. The bag was adapted to make it no bigger than absolutely necessary for the keepsakes; ­ ensuring all keepsakes are useful, recycled and/or recyclable; ­ providing all presentation materials on a website rather than printing. (we estimate that this saved more than 200,000 sheets of paper); ­ reusing all staging materials from previous WPB events; and ­ ensuring, where possible, event collateral was not branded `World Press Briefing', to render it reusable at subsequent London 2012 events.

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Defining targets and developing an action plan

Identifying the key impacts and issues will make it clear where the greatest sustainability gains can be made. Setting targets and prescribing key actions in these areas make it easier to focus efforts to deliver an event more sustainably. Targets should be specific, easily measurable, achievable and realistic within timing, budget and resourcing constraints. Choose absolute measurements where resources to measure are scarce. They should be communicated and agreed with all parties involved in hosting the event. An action plan should be developed to ensure tasks to achieve the targets are allocated to a responsible person or people. It is usually best to integrate the actions into the overall planning for the event.

Delivering actions and recording progress

The opportunity to make the biggest difference is in the planning phase. This is when key requirements can be built into specifications for materials, supplies and services. Immediately before the event, the critical tasks will be to ensure all staff, contractors and volunteers are briefed on their roles, the sustainability measures undertaken for the event (in particular the waste management and access provisions) and how to raise issues if they arise. Regular site checks should be undertaken by relevant personnel on accessibility, signage, hazards, bin placements, regular bin changes, crosscontamination of recyclable and general waste, environmental protection measures and information materials. Making regular checks throughout the event is particularly important for large-scale events and small events which span more than one day. Progress recording should be undertaken throughout the build period, and during the event, to help the event team ensure that the targets are on track for delivery. This information will also be extremely useful in developing sustainability communication and marketing material to promote achievements.

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During the event

Measuring outcomes

Progress recording also extends throughout the event phase, to help the event team ensure that the targets are being delivered or are on track for delivery. For example, how much waste has been recycled, reporting any accidents or near misses, or checking sightlines are suitable for the audience during the event. Taking accurate measurements is essential to understanding that the actions taken in the pre-event phase have delivered results and identifying what delivered the most significant results. It will also enable you to decide where best to focus resources for your next event and enable continual improvement.

Communicating achievements

Take the opportunity to be proud of what you have achieved through implementing these guidelines. Good ways to spread the word about the lessons you have learned include: ­ providing sustainability facts and figures in speeches, presentations, briefings or as rolling text on screens ­ for example, resources saved, sourcing of materials, what will happen with the set afterwards; encourage others to `spread the word'; ­ displaying signage detailing the measures undertaken; ­ displaying signage to promote more sustainable ways of working, such as switching off electrical appliances when not in use; ­ publishing press releases or case studies about sustainability; ­ integrating sustainability messaging into press releases; and ­ ensuring printed documents and materials such as tickets and brochures carry information about recycled content and printing processes.

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After the event

Document outcomes

It is important to detail performance against targets and the lessons learned in the post-event documentation for each event. This information should be fed into the event debrief.

Feedback

We welcome feedback on these guidelines and on our events from all interested parties. We are also very interested in understanding the successes and lessons from your events. All feedback and comments should be sent by email to [email protected]

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Appendix:

Further guidance on inclusive events

London 2012 is committed to hosting the most inclusive Games to date. We are often asked for more detail on how to ensure events are as inclusive as possible. With this in mind, we have developed the following list to consider when planning your event.

Venue

­ Ensure there is Blue Badge parking on site or within 50 metres of the venue entrance. ­ Ensure the primary entrance to the venue offers level entry on a smooth surface or ramps of a gradient no steeper than 1:20. ­ Ensure all staging/platforms are accessible by steps and ramp. ­ Ensure passenger lifts are at least 1,400mm long and 1,100mm wide. ­ Ensure passenger lifts are in good working order; stair and platform lifts are often unreliable and unable to cope with electric wheelchairs or scooters and should be avoided where possible. ­ Where there is a high proportion of disabled people attending it's advisable to have use of more than one passenger lift. However, it is easier to use a ground floor event space, thus removing the need for lifts altogether.

Space considerations

­ Ensure there is space available to allow circulation of at least 1,500mm wide access throughout. ­ Ensure there is space to create an area for the audience to sit near a portable induction loop if there is no built-in induction loop as part of the venue's sound system. ­ Provide a spending area for assistance dogs. ­ Ensure unisex and single sex accessible toilets and baby change areas are provided at the same level as the main event space. ­ Provide a variety of seating (with and without arm-rests), with space for Deaf people to sit near the sign language interpreter, and hearing-aid users to benefit from the use of an induction loop.

Activities and communications

­ Ensure presentation slides are accessible and speakers describe the images on the slides for visually impaired and blind people, pausing before presenting a new slide so Deaf people can read the slide before they watch the interpreter. ­ Ensure the event hosts/speakers reflect the diversity of the general population, or at least that of the target audience. ­ Consider the representation of diversity in event literature and among the hosts/speakers to reflect that of the target audience. ­ If your event includes any participatory activities, especially anything physical, try to ensure they are fully inclusive of everyone, for example, people who are blind or visually impaired, pregnant women, people with learning difficulties or wheelchair users. ­ Try to ensure your event runs to time and provide plenty of time for breaks.

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­ If you're providing BSL interpreters and speech to text services, these generally need to be booked six weeks in advance. The service providers will need to be sent presentations, speaker biographies, videos and so on two weeks in advance of the event. ­ Provide roaming microphones and induction loops. ­ Provide personal assistants if a large number of disabled people are attending. ­ Disability and Deaf awareness training can make a great difference to the welcome your delegates receive. Remember that it's really important to ask delegates if they have any specific accessibility requirements in advance of the event so you know exactly what you may need to provide.

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Thank you

London 2012 would like to thank its partners for their support London 2012 Olympic Games

Worldwide Olympic Partners

London 2012 Olympic Partners

London 2012 Olympic Supporters

London 2012 Olympic Suppliers and Providers

Aggreko, Airwave, Atkins, The Boston Consulting Group, CBS Outdoor, Crystal CG, Eurostar, Freshfields Bruckhaus Deringer LLP, G4S, GlaxoSmithKline, Gymnova, Heathrow Airport, Heineken UK, Holiday Inn, John Lewis, McCann Worldgroup, Mondo, NATURE VALLEY, Next, Nielsen, Populous, Rapiscan Systems, Rio Tinto, Technogym, Thames Water, Ticketmaster, Trebor, Westfield.

London 2012 Paralympic Games

Worldwide Paralympic Partners

London 2012 Paralympic Partners

London 2012 Paralympic Supporters

London 2012 Paralympic Suppliers and Providers

Aggreko, Airwave, Atkins, The Boston Consulting Group, CBS Outdoor, Crystal CG, Eurostar, Freshfields Bruckhaus Deringer LLP, G4S, GlaxoSmithKline, Gymnova, Heathrow Airport, Heineken UK, Holiday Inn, John Lewis, McCann Worldgroup, Mondo, NATURE VALLEY, Next, Nielsen, Otto Bock, Populous, Rapiscan Systems, Rio Tinto, Technogym, Thames Water, Ticketmaster, Trebor, Westfield.

The London Organising Committee of the Olympic Games and Paralympic Games Ltd. One Churchill Place Canary Wharf London E14 5LN Switchboard +44 (0)20 3 2012 000 Fax +44 (0)20 3 2012 001 london2012.com

This publication is available on request in other languages and formats. To obtain these please quote reference number LOC2012/SUS/1538 Email [email protected] Phone +44 (0)20 3 2012 000 This document is only available electronically and can be found in the publications section of london2012.com This document is correct as of 13/02/2012 This document and the official Emblems of the London 2012 Games are © London Organising Committee of the Olympic Games and Paralympic Games Ltd (LOCOG) 2007-2011. All rights reserved.

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