Sustainability Terms and Conditions
The Unitarian Universalist Association (UUA) requires vendors to join in a commitment to sustainability by agreeing to comply with the following guidelines required under sustainability standards for meetings and events. Exhibitors shall:
- Designate a person to be responsible for sustainability at your booth.
- Communicate UUA’s sustainability goals to the onsite team.
- Ensure any materials discarded from your booth are recycled, composted or donated. This includes any daily trash. Every year GA volunteers devote many dirty hours to rescuing divertible materials for exhibitor trash bins, a practice we would rather not do. Please contact the email below prior to GA to confirm if materials you may need to discard can be recycled, composted or donated. Note that polystyrene, foam plastic, plastic bags and shrink wrap are NOT recyclable and strongly discouraged.
- Provide giveaways that are not wasteful and do not leave behind any surplus items. Note that left behind giveaways may incur charges to ensure proper disposal outside of landfill.
- Turn off all electricity during hall closures, unless perishable goods are at risk of spoiling.
- Ensure that 25% of lighting is energy efficient, if used (i.e. LED lights, EnergyStar certified bulbs).
- Consolidate shipments with their own travel, or use a SmartWay certified hauler.
- Use a water reclamation system in booths if a water element is used.
- Have sustainability criteria for purchasing of booth materials. This means purchased materials must demonstrate at least one of the following attributes: reusable, recyclable, recycled content, provides social good/social value, bears a recognizable eco-label.
- Not bring excessively packaged materials onsite.
- Donate re-useable materials, including safe food items. Please contact the email below to arrange for this in advance to avoid potential charges.
- While not required, exhibitors are strongly encouraged to have a documented sustainability policy for their booth or company. Please contact aaron [at] meetgreen [dot] com for further information and help to develop your sustainability policy.
Review Process: What you can expect
Volunteering and Selection
The UUA allows exhibitors to volunteer to have their booth reviewed against the sustainability terms and conditions listed above. The review process (outlined below) asks exhibitors to demonstrate their compliance with UUA’s sustainability policy. To volunteer for a booth review, or for any questions related to sustainable exhibiting, email Aaron Elliott at aaron [at] meetgreen [dot] com.
Note: If 20% of the total exhibitors do not volunteer, the remainder will be selected at random for review.
By participating in our review process you will receive the following:
- In the year of your successful review: a sign to display in-booth.
- In the year following your successful review: a sign to display in-booth, promotion on general session walk-in slides, and acknowledgement in the program, web site, and social media.
Step 1: Interview
UUA’s independent sustainability partner, MeetGreen®, will contact any exhibitors volunteering or selected for review by email before the event to schedule a brief pre-event phone call to discuss exhibitor actions in support of the Sustainability Terms and Conditions above. This will take less than 30 minutes.
Step 2: Onsite evaluation
MeetGreen® will visit booths that have been reviewed to observe and/or discuss anything not able to be confirmed during the pre-event interview. We’re happy to schedule this at a convenient time for exhibitors if they would like to ensure they are present.
Step 3: Post-event report
A brief booth summary report will be sent to exhibitors participating in reviews via email post-event. This notice will identify any best practices and/or issue/s and suggest possible solutions.
Step 4: Make corrections
Exhibitors with noted issues are welcome to return to GA the next year. Upon returning to exhibit they will automatically be selected for review. If issues are persistent after the second review, the exhibitor will be unable to participate in future GAs unless corrective action is taken and evidence of the correction is provided. Exhibitors can contact MeetGreen® if they need help addressing a guideline.
*18 exhibitors went through the review process last year and 100% were found to have no issues associated with the Sustainability Terms and Conditions! Don’t forget to Meet Our Green Exhibitors from GA 2014!
To volunteer for review, or for any questions related to sustainable exhibiting, please contact Aaron Elliott at aaron [at] meetgreen [dot] com.
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