1.Why organise Experience Days?
d-side Experience Days are a commercial and educational initiative with the following aims:

• Present the new positioning of d-side Event-Interactive-Brand experience.
• Boost awareness of d-side with existing clients, reactivate non-active clients and recruit new ones.
• Encourage clients, suppliers and colleagues to adopt a more eco-responsible behaviour and make sustainable choices.

2.Why launch it with the theme of sustainable and eco-responsible events?

• Sustainability is high on the agenda of every industrial sector.
• As a leading event and communication agency d-side has an ethical responsibility to contribute to sustainable development in the Belgian event industry by providing accurate information and being a catalyst.
• This experience day is the first step to driving our internal teams, our suppliers and our customers towards sustainable choices in event campaigns.
• Becoming a leader in sustainable events is a great business opportunity and an inspiring challenge. For example: one person at a 3-day convention produces 30 kg waste, 5 times the normal amount (USEPA, 2000, 2003), one person at a 1 day national event produces produces 30 kg CO2, up to 500 kg for a european event, and from 1,000 kg to 5,000 kg for an international event

3.Why do this now?
Acting TODAY for a more sustainable world is crucial. Each of us, working together as a team and with our clients, can be a part of the solution NOW. Maybe we are not the best in class, but we are striving to change the event industry at our level.

This concrete action is part of our commitment in the ACEA (Association of Communication Event Agencies) charter (see Nr. 8 below) to inform, share and act for a more sustainable society.

4.What is sustainability?
According to the World Commission on Environment and Development, it refers to “forms of progress that meet the needs of the present without compromising the ability of future generations to meet their needs.”

• Sustainability requires the convergence of 3 dimensions:
• Ecological: preserving biodiversity and using renewable energy (PLANET)
• Social: satisfying human needs in terms of health, education, housing, employment, inclusion and equality (PEOPLE)
• Economic: creating means to improve material life (PROFIT)

Depicted as overlapping circles, we see that the three dimensions are not mutually exclusive but converge to produce sustainability.

5.Does “environmentally responsible development” mean the same as “sustainable development”?
No, environmentally responsible development concerns only protecting environmental resources and controlling pollution. Sustainable development is a balance between environmentally sustainable development, social development and economic development.

Example: buying a fair trade, bio product helps sustainable development by combining the ecological, social and economic dimensions.

6.What is d-side’s sustainability vision?
Sustainability is a state of mind: a responsible attitude towards social, economic and ecological development. d-side aims to take concrete actions to drive sustainability both internally and externally, continually improving to become a sustainable company.

For d-side, sustainability and business opportunities go together. It is not turning green into gold, but doing the right thing, making the best business decisions while taking into account people and our planet.

7.What are some of d-side’s concrete sustainability actions?

Social and economic

• A stable, long-term HR policy
• Agreements and permanent contracts and/or long-term agreements with freelancers and suppliers
• Quality working environment: flexible hours, autonomy, responsibilities with clear objectives
• Recruitment of juniors and opportunities to learn, work and grow for trainees and interns
• Socially responsible values: respect & sharing
• No discrimination based on origin, age or gender
• Continual reinvestment and innovation programme to assure the company’s long-term sustainability

Environmental

• Waste sorting (already yielding 80% less plastic cup waste)
• Environmentally conscious procurement and use of supplies (paper, printer cartridges, consumables, etc.)
• Energy saving efforts (water, heating, electricity)
• Systematic recycling of equipment
• New company car fleet with greener vehicles
• Selection of subcontractors committed to the same policy

Corporate social responsibility

• Ongoing support of charitable organisations: Une note pour chacun, King Baudouin Foundation, Sclérose en plaques, etc.
• Project support & sponsoring: UNICEF event, Appel d’Air
• Support for educational organisations: keynotes at event school, Solvay Marketing Club, ICHEC rendez-vous d’exception, etc.

8.What does d-side propose about sustainability to clients?
Event & meeting carbon management (in partnership with CO² Logic)

• For projects we lead we calculate the carbon footprint, offer reduced-carbon alternatives and propose compensation initiatives to reduce the carbon footprint further.
• Publication of the “Eco Designed Event” code of conduct and “10 Tips for Eco Designed Events”.

ACEA charter

• In 2009, d-side signed the Belgian Association of Professional Event Agencies (ACEA) charter and committed to:
• Invest long term in ecological reflection, analysis and concrete actions for more sustainable events, meetings and fairs.
• Allocate human and financial resources to improve knowledge and management of sustainable development in our industry.
• Educate and train clients, suppliers and employees about sustainable development and alternative solutions.

Other proposals

• Offer alternative sustainable options whenever possible
• Propose reduction and compensation when possible for catering, venues, incentives, gift, etc.
• Develop and promote digital solutions as eco-alternative support for meetings and events
• Develop a range of eco-responsible products for meeting and event via www.gifts4ecology.be
• Development and support for Savory eco-responsible catering
• Develop socially responsible team-building via Akawa, a range of eco-responsible products for meetings and events at www.gifts4ecology.be
• Integrate eco-responsible policy when possible in the SAP lounge and event lounge
• Help clients communicate to partners, customers and employees that events can be both more sustainable and wholly comfortable.

9.What should a sustainable event look like?
A sustainable event should:

• Integrate sustainable development in all phases, from communication to dismantling.
• Reduce its negative ecological, social and economic impact to zero.
• Increase its positive social, ecological and economic impact.
• Compensate any negative environmental impact by buying authorised and traceable CO2 credits through a certified organisation.
• Compensate any negative economic or social impact by giving a micro-donation to a specific social or educational project.
• Integrate environmental, social and economic responsibility into ROI analysis, while achieving economic and strategic business goals.

10.How to organise a sustainable event?

• Select a social and eco-responsible event manager.
• Choose a green venue or one with:
  • Accessibility by public transport, central position, etc.
  • An energy saving policy
  • A water saving policy
  • Eco-friendly maintenance products
• Choose a catering supplier with a sustainability policy.
• Reduce the negative impacts of the event, especially on the environment:
  • Reduce waste generation.
  • Minimise or eliminate CO2 emissions.
  • Use natural and local resources.
  • Use digital communication as much as possible.
• Increase the positive benefits of the event:
  • Use local or fair trade products and resources.
  • Work with local organisations.
  • Take care of event accessibility, especially for disabled people, students, non-profit organisations, etc.
  • Contribute to social role of your organization, improving its public image.
• Compensate: transfer local benefits to international benefits.
• Motivate employees and partners to adopt a sustainable attitude.
• Make partners, vendors and attendees aware of your sustainable approach and optimise the communication of the event’s sustainable qualities.

Selecting an eco-responsible catering supplier with a sustainable approach is not easy. No certified label exists yet. The best way is to choose a catering provider showing evidence of a sustainable approach in production and in human resources.

Check if there is a clear sustainability policy and/or a person in charge of sustainability.

• Request evidence: a clear process description or written chart is a clear indication that this catering supplier is concerned and active.

Check if waste is sorted and ask about the waste collection process.

• Look for separate containers for food & vegetable waste, PMD and paper, as well as treatment of grease and wastewater.
• Are there waste reduction programmes in the workshop and at events?
• How is recycling and composting organised?

Optimise quantity management to avoid waste.

Verify that at least 20% of food comes from bio sources (bread, tea, coffee, fruit and vegetables, etc.).

Ask for menus that include regional products. For example, local fruit apple, pear or grape juice replacing exotic fruit drinks.

Ask for menus that include seasonal products.

Ask for fair trade products such as coffee, sugar, tea, fruit juice (eg: Max Havelaar coffee).

Ask for a vegetarian menu as an option.

About materials:

• Request washable and reusable materials (glasses, plates, cutlery, etc.).
• Request tables and chairs that are already installed in the venue (avoiding additional transport).

• Avoid the extra packaging of individually packed goods (sugar, coffee, milk, biscuits, etc.) and disposable tray meals.
• Request returnable water bottles instead of plastic or, even better, ask for serving water in cans.

Learn about the human resources policy of your catering supplier:
does it include integration and training?

Learn about pre-printed menu cards: are they printed on recycled paper?
Do they contain information about sustainability programmes?

Promote the sustainable aspect of your catering choices in communications to internal audience and to participants.

Green Attitude : sustainable key points

1. Use of recycled paper for all communication
2. Biodegradable corn-based material
3. Water based ink for printing logo on the packaging, recycled packaging, flyers on recycled paper …
4. Recycled packaging
5. Waste sorting for all the production process : from production to restaurants
6. Restaurants & production 100 % Green Electricty
7. Our lunches are delivered in large wicker baskets reusable or in large wooden trays also reusable
8. Vegetables & products are guaranteed from Belgium, there are obvious exceptions. In these cases, it guarantees the maximum from near Belgium
9. Each car is delivered one day tour to limit its negative impact on the environment.