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.

Choose an event manager with a sustainable approach to event management, eco-responsible catering production and socially responsible human resources management.

Motivate employees, partners and vendors to adopt a sustainable attitude.

Choose an appropriate eco-responsible venue (close to public transport, with an eco-responsible energy policy, etc.).

Reduce negative impacts of the event, especially on the environment:

• Reduce waste generation (e.g. by careful quantity calculations)
• Cut CO2 emissions (e.g. reduce air transport, opt for train or car sharing, choose appropriate accommodation, reduce shuttle transfer)
• Use natural and local resources (e.g. water in glass instead of plastic bottles, natural light where possible)
• Opt for energy saving lighting (LED lamps, rechargeable batteries)
• Use digital and online communication instead of print communication when possible
• Reuse previous event materials, stands and signage when possible
• Recycle event materials
• Ask your catering provider to use renewable energy at summer outdoors events, such as a solar oven and solar-heated water
• Ask event manager and/or venue manager to use a waste sorting process and ecological treatment of grease and wastewater.

Increase positive benefits of the event:

• Favour local, seasonal, organic products or fair trade products (e.g. for gifts to attendees)
• Use local resources
• Work with local organisations
• Take care of event accessibility, especially for disabled people, students and non-profit organisations, etc.)
• Link with associations, non-profit organisations, etc.
• Make a social contribution, improving your organisation’s public image
• Calculate the ecological footprint of your event and arrange CO2 compensation through an internationally certified organisation (e.g. CO2 Logic).
• Reduce event cost (depending of the choice of eco-responsible measures).
• Clearly communicate your sustainable approach to partners, vendors and attendees.

Choose a communication agency with a sustainable approach to B2B communication.

Analyse your real needs and opt for the most sustainable communication campaign:

• Digital communication tools or print?
• Tailor-made tool development or adaptation of existing tools?
• Simple or rich communication process? (Invitation, registration reminder, registration, event reminder, last minute reminder, information share point, thank-you mail, survey)

Digital campaign:

• Reduces negative impact especially on environment
• Increases sustainable benefits of the campaign
  • Allows sharing of invitation with a large audience (also students, trainees…)
  • Simplifies registration process
  • Allows link to corporate website for more corporate information
  • Allows link to event website for specific event information: agenda, venue access plan, event carpooling forum to reduce transport CO2 emissions, access to presentation files, post-event survey
  • Allows instant reminder messages (SMS)

Print campaign:

• Allows sharing of invitation with a large audience without access to ICT
• Can be optimised to reduce negative impact on environment:
  • Calculate the appropriate quantities
  • Use recycled paper
  • Use vegetal ink
  • Adapt format to standard print formats
  • Avoid plastic-coating

Signs & visitor badges

• Opt for reusable material
• Consider recycling after use

Gifts and merchandising
Consider eco-friendly and reusable items (see specific page on this site)

Consider promoting your sustainable choices and the sustainable aspect of your programme in communications to participants. It will educate and motivate your team and suppliers and increase the positive image of your event to your target group.

Analyse your real needs and opt for the best solution:

• Tailor-made digital communication tools
• Adaptations of existing online tools
• Additional event pages on existing corporate website

Use e-communication tools to invite your target group(s).

• Invitation e-mail linking to your event website for more info, registration, etc.
• Reminder e-mail
• Thanks for having attended e-mail

Use online tools for your whole event communication campaign.

• Event programme and agenda
• Event registration
• Access plan to event venue
• Carpooling forum to help attendees to reach event venue while reducing CO2 emissions
• Event reminder
• Thanks for having attended message
• Access to presentation files

Communicate with SMS tools.

• Event reminder + address reminder to avoid printed e-mails
• Thank for having attended message

Post your event presentation files online to allow sharing and to avoid printing or the need for extra USB keys.

Consider e-learning solutions in place of external training events.

No certified label exists yet in Belgium. The best way is to choose a venue showing evidence of a sustainable approach.

Define clear objectives and set your priorities:

• Central location
• Accessible by public transportation
• Favour a sustainable venue or event concept

Check if there is a clear sustainability policy and/or a person in charge of sustainability in the selected venue.
Request evidence: a written chart is a clear indication that the managing team of the venue is concerned and active.

Venue equipment:

• Favour a pre-equipped venue with audio-video installation, electrical power, heating system
• Use preferably tables and chairs that are already installed in the venue (avoiding additional transport).

Check if there is evidence of a clear energy-saving policy:

• Energy-saving lamps in permanently lighted areas (LED, fluocompact lamps)
• Light sensors
• Use of solar energy
• Good insulation and easy control of heating system
• Good insulation of windows
• Eco-friendly ventilation of meeting rooms
• Sustainable use of temperature in the spaces: 19°C in winter and 24°C in summer
• Reduced used of air conditioning
• Well-maintained air conditioning system
• Possibility to check the electricity consumption of your event

Water-saving policy:

• Dual flush toilets
• Water taps with reduced pressure and quick automatic stop
• Recycled or rain water usage

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

• Are there appropriate recycling bins provided?
• Is there a waste reduction programme?

Check if eco-friendly cleaning products are available and used.

Share your view and promote the sustainable aspect of your venue choice in communications to internal audience and to participants.

Choose a supplier with a sustainable approach to business incentives and team building.

Incorporate the sustainable development theme into the incentive as a common thread.

Opt for one high quality event instead of two lesser events.

Activities:

• Opt for CO2 neutral activities: walking, bike, Segway, etc.
• Consider wellness and balancing activities.
• Consider integrating your event into your corporate sponsorship programme.
• Consider social or charitable activities (e.g. Marolles area, retirement home, orphanages, etc.) with a real and sustainable added value for underprivileged people or organisations.

Location:

• Local incentives and team building activities shouldn’t be limited to the seaside or the Ardennes. There are plenty of opportunities in Brussels & its outskirts (parks, city, woods).
• Look for sustainable resorts/areas (e.g. Chateau de la Poste) or recycled areas (e.g. old factory, loft, boat).

Transport:

• Opt for group transportation.
• Integrate transportation as a part of the activities programme.

Communication:

• Promote the sustainable aspect of your programme in communications to participants.
• Integrate your incentive/team building event into your strategy and global internal communications.
• Integrate education and soft skills training with sustainable impact and measurable ROI into your programme.
• Set and communicate SMART goals (specific, measurable, achievable, realistic and time-bound) with clear KPI’s (key performance indicators).
• Consider emphasising social values in your event, such as equality and integration (e.g. mix people from different generations in teams and include integration building activities).