In planning the 2015 Summit, we have sought to model sustainable procurement practices in the contracts that we have negotiated.
Food & Beverage Requirements
Building on existing standards and certifications, SPLC has developed a comprehensive set of Food & Beverage Requirements and Preferences for use in producing SPLC events. These are some of the goals we achieved in contracting food service for the 2015 Summit.
- Minimize Food Waste: Use of menus, service and portion options that minimize food waste in the front of house. Caterer uses waste audit procedures to reduce pre-consumer food waste. Caterer will donate leftover food to the local community or nonprofit organizations to the extent allowed by local health codes.
- Minimize Ingredient Impact: Use of menu options that minimize the use of animal-derived ingredients, especially beef. Organic and/or local ingredients will be used when available at an affordable cost. Seafood will green or yellow rated according to Monterrey Bay Aquarium’s Seafood Watch and/or Marine Stewards Certified. Food on buffets and in menus will be labeled for those with food allergies. The supplier shall report the % of total foods that are organic or local (within 250 miles).
- Energy: Caterer uses energy, water and waste reduction initiatives in the back of house. Water pitchers will be placed on tables rather than pre-poured into glasses at seated meals. Caterer purchases or generates clean, renewable electricity for its operations.
- Minimize Landfill Waste: Sufficient bins for collecting recyclables and compostable items will be composted in the back of house by staff. No bottled water will be served. Bell Harbor will track and report to SPLC all waste generated as part of the food service operation and the proportions that were diverted to recycling and compost.
- Education: The caterer and SPLC will work together to provide visible communication informing venue staff and visitors of the practices that meet these sustainability requirements and preferences.
- Fair Trade & Living Wage: Only 100% certified Fair Trade coffee and tea will be served. The caterer has attested that all workers involved in catering SPLC’s event will be paid above the “1 Adult” hourly living wage estimated by MIT’s Living Wage Calculator for Seattle, Washington.
Building on existing standards and certifications, SPLC has developed a comprehensive set of Event Venue Requirements and Preferences for use in producing SPLC events. These are some of the goals we achieved in contracting meeting space at Bell Harbor for the 2015 Summit.
- Coordination: The venue has provided a contact responsible for assisting SPLC in increasing the sustainability of its event.
- Food & Beverage: The venue provides food service options that are capable of satisfying a large number of SPLC’s Food & Beverage Requirements and Preferences (http://tinyurl.com/SPLCfoodandbev).
- Energy: The venue annually measures and tracks its carbon emissions associated with operations in addition to total energy use, using available online tools or through professional assessment. The venue purchases 100% Green-e certified wind power to cover its energy use. The venue has policies that reduce wasteful energy use during move-in/move-out, such as 50 % reduced light protocol, a reduced HVAC protocol, and a policy of limited escalator operation.
- Minimize Landfill Waste: The venue has in place a waste reduction program that includes operating procedures that promote the efficient use of materials (including working with event planners to avoid waste), procurement practices that prevent waste upfront, a surplus/donation program that repurposes materials, and recycling receptacles and procedures that divert recoverable materials from the landfill. Compost is sorted in the back of house. The venue will communicate to SPLC, within 30 days of the end of the event, the event-specific waste diversion rate. Venue distributes materials such as contracts, sales kits, banquet event orders, and event specification guides electronically unless a paper copy is requested. In 2014 Bell Harbor had a 70% diversion rate.
- Transportation: Venue promotes and provides information regarding alternative transportation to planners and others, provides bike racks for employees and visitors, and enforces a 5-minute no-idling policy. 24% of employees carpool, 30% use public transportation, walk or bike.
- Economy: Venue has a program for promoting and tracking the use of diverse suppliers (minority-owned businesses, woman-owned businesses, disability-owned businesses and veteran-owned businesses) and small and medium sized suppliers. Venue attests that all workers involved in SPLC’s event will be paid above the “1 Adult” hourly living wage estimated by MIT’s Living Wage Calculator for Seattle, Washington.
SPLC has not yet developed comprehensive sustainability requirements and preferences for use in contracting lodging. We selected the Edgewater Hotel, as it was in close proximity to the conference venue.
- Materials: All paper is at least ≥30% post consumer recycled content.
- Waste: We worked with the hotel to provide instructions on recycling to all guests when they checked in.