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Fifth Annual Event Sustainability Report ORACLE OPENWORLD SAN FRANCISCO Prepared for Oracle by MeetGreen® | December 2012 Oracle OpenWorld San Francisco Sustainability Report 2012 | 1 TABLE OF CONTENTS PAGES 1–5 PAGES 6–9 PAGES 10–24 THE EVENT STRATEGY PROGRESS 03 | Program 06 | Timeline 11 | Waste 04 | Scope 07 | Objectives 14 | Energy 05 | Successes 08 | Stakeholders 16 | Carbon 09 | Issues 18 | Water 19 | Purchasing 23 | Legacy Oracle OpenWorld San Francisco Sustainability Report 2012 | 2 THE EVENT Oracle OpenWorld is the world’s largest information technology event dedicated to helping enterprises understand how to harness the power of information. The event provides a platform for Oracle customers, partners, and employees to discover, integrate, and promote hardware and software tools for business. Oracle solutions assist with database development, enterprise resource planning, and customer relationship and supply chain management. Oracle hosts three Oracle OpenWorld events in Asia, Latin America, and the USA. While each event develops and implements a sustainability plan, this report focuses on Oracle OpenWorld San Francisco, which was held September 30 – October 4, 2012. HARTMANN STUDIOS Oracle OpenWorld is the most important event for Oracle users and technologists. Additional conferences included with the San Francisco event in 2012 provided specialized learning and networking opportunities and were also subject to Oracle OpenWorld’s sustainability plans. These events included: • The Executive Edge @ OpenWorld • Oracle PartnerNetwork Exchange @ OpenWorld • Oracle Customer Experience Summit @ OpenWorld • JavaOne (photo left) • Java Embedded @ JavaOne • MySQL Connect Oracle OpenWorld San Francisco Sustainability Report 2012 | 3 Economic impact on San Francisco THE EVENT US$120 million Hotel room nights occupied 104,097 14 406 Venues used Oracle demos in the Oracle OpenWorld DEMOgrounds 51,968 2,523 437 Attendees from 123 countries Sessions featuring 3,570 speakers Partner and customer exhibitors 3,000,000 142,000 Social media interactions Cups of coffee Lunches served 63,000 Oracle OpenWorld San Francisco Sustainability Report 2012 | 4 HARTMANN STUDIOS TOP FIVE SUCCESSES 40 TOP FIVE OPPORTUNITIES Oracle OpenWorld is on the cusp of improving the following event practices, making them good targets to consider for the 2013 event: 1. Reduce sign use, eliminate foamcore, and improve sustainability of adhesive substrates 2. Embed carbon offset cost in event fees to improve offset rate beyond 12% 3. Exhibit Hall waste management improvements in Moscone West and South 4. Source a more sustainable name badge option 5. Harness the mobile application to provide more sustainability experiences and information to attendees 8% 85% 45% 18 % reduction in fuel use for ground shuttles since 2008 improvement in diversion of waste from landfill, achieving a record 91% diversion for the Oracle Appreciation Event of menu ingredients sourced within the region from suppliers that include Alba Farms, CaPay, Home Maid Ravioli Company, Wo Chong Company, and Limoneira reduction in the square footage of signage sent to landfill since 2011, resulting in part from eliminating 8,000 square feet of decal signs hotels recognized on the event housing Website for meeting nine minimum “green” guidelines What an amazing journey this green quest has been. With Oracle’s commitment and determination and MeetGreen’s patient, capable and relentless shepherding, a far more aware and responsible culture has emerged throughout Moscone Center. Our entire team takes great pride in the ability to truly make a significant difference, not only for San Francisco, but the industry as a whole. Bob Sauter | General Manager Moscone Center Oracle OpenWorld San Francisco Sustainability Report 2012 | 5 SUSTAINABILITY STRATEGY Oracle’s sustainable event efforts have evolved over the last five years as a voluntary initiative by Oracle Event Marketing. The program began at Oracle OpenWorld 2007 in San Francisco and has since expanded to involve 1,400 global events in 2012. TIMELINE & KEY MILESTONES First Oracle Global Green Event Team Annual Report summarizing efforts at 1,400 events in FY12 (internal) Oracle OpenWorld Tokyo Sustainability Plan and Report (one-time event) Oracle OpenWorld Shanghai plan underway 2012 2011 2010 Fifth Oracle OpenWorld San Francisco Sustainability Plan, Audit and Report 2009 Oracle Global Green Event Team minimum guidelines adopted and launched Oracle Event Sustainability Manual updated 2008 Oracle OpenWorld Beijing Sustainability Plan, Audit and Report (one-time event) First Oracle OpenWorld Latin America Sustainability Plan and Report (completed annually) Online toolkit created for the Oracle Global Green Event Team 2007 Oracle OpenWorld San Francisco “Green Team” established Oracle Event Sustainability Vision and Policy created San Francisco event wins IMEX Green Meeting Silver Award Oracle Global Green Event Team established 35 “green” event pilot projects in 25 countries Orientation and training for Oracle headquarters staff On-demand screencasts created on key topics First Oracle OpenWorld San Francisco Sustainability Plan, Audit and Report (annual) Oracle OpenWorld San Francisco sustainability baseline captured Oracle Event Sustainability Manual created MEETGREEN®: SHAWNA MCKINLEY Hartmann Studios is proud to partner with Oracle to execute one of the most informed and aggressive sustainability programs in our industry. Each year the Oracle OpenWorld San Francisco Green Team introduces new ideas and practices, and sets increasingly challenging goals for its members in an ongoing effort to achieve the lowest possible environmental impact at Oracle OpenWorld. Our work toward these goals and our contributions to the program have sharpened our sustainability skill set, and helped us to be prepared to operate in an increasingly green-conscious industry. Sophia Campodonico | Project Manager | Hartmann Studios Oracle OpenWorld San Francisco Sustainability Report 2012 | 6 SUSTAINABILITY STRATEGY ORACLE EVENT SUSTAINABILITY VISION Did you know... Oracle OpenWorld 2012 retained enough signs for reuse to cover five football fields and enough carpet to cover over three football fields? Support Oracle’s environmental brand and policy and build a position of leadership by improving the overall attendee experience and Oracle brand experience through ideas and practices that reduce environmental impacts, positively contribute to society, and provide economic efficiencies. At a practical level, Oracle Marketing stages more-sustainable events by: • Rethinking how gatherings can align with sustainable business goals • Reducing energy, water, and material use • Reusing materials where possible • Recycling any materials remaining from events PHOTO: MEETGREEN®: SHAWNA MCKINLEY OBJECTIVE 01 | Improve overall event sustainability 02 | Reduce event waste TARGET OUTCOME 90% MeetGreen® Calculator score 89% MeetGreen® Calculator score 75% diversion from landfill 70% overall diversion (8% increase) 59%–91% diversion at 14 venues 5.25 lbs per person 03 | Improve food sustainability 04 | Improve hotel adoption of sustainable practices 05 | Improve carbon offset rate 06 | Improve signage sustainability 07 | Improve name badge system 8,000 food miles per function 5,252 food miles per function 75% of food within 250 miles 85% within 250 miles 25% of food certified organic 7% certified organic 75% of hotels adopting each guideline Achieved for eight of nine guidelines Label hotels achieving all minimums 18 “green” hotels identified on housing site 100% of emissions offset 12% of emissions offset (up 11%) Minimum 25% reuse 71% designated for reuse in 2013 Not to exceed 14% of signage to landfill 3% landfilled (45% reduction by area) Use recycled badge holder Nonrecycled badge holder used Retain minimum 50% of badges for reuse Lanyards retained for reuse Ensure nonreusable badges are recycled Biodegradable badge card used It has been amazing to be a member of Oracle OpenWorld San Francisco’s Green Team, a group who continues to create green and sustainable events year after year. As a member since 2010, it has been a rewarding experience to witness Oracle’s proactive manner in making each conference more sustainable than the last. This movement has provided a positive impact to well over 46,000 people. I’m proud to say I have played a small part in Oracle’s bigger picture. Kimberly Lee | Manager, Convention Services | San Francisco Travel Oracle OpenWorld San Francisco Sustainability Report 2012 | 7 SUSTAINABILITY STRATEGY STAKEHOLDERS Anticipating and responding to the needs of stakeholders is a critical cornerstone of event sustainability. User groups like attendees and partners have sales, learning, and networking objectives they want to achieve while participating in Oracle OpenWorld. For them the effectiveness of the experience is penultimate, making their concerns a number-one priority for event programmers. Oracle staff and vendors must keep attendee needs in mind, and balance these with budget, local resident, and environmental concerns. Others in the event network who are not directly involved in planning may also influence the event sustainability plan. These include Oracle Corporate Citizenship, event auditors, local government, the event industry, and event sustainability standardization and reporting bodies. HARTMANN STUDIOS MEETGREEN®: SHAWNA MCKINLEY User Groups: The Audience Programmers: The Producers • • • • • Event partners & sponsors Virtual & in-person event attendees Oracle Event Marketing Oracle Procurement Event vendors MEETGREEN®: SHAWNA MCKINLEY Network: The Influencers Hardware: The Tools • • • • • • • • • • PLANNING PROCESS The Oracle OpenWorld San Francisco Green Team follows a consistent approach to integrate sustainability into event planning. Although not independently certified, this approach is heavily influenced by ISO 20121 Requirements for the Event Sustainability Management System. The process is led by Paul Salinger, Vice President, Oracle Worldwide Marketing and administered by Kelley Young, Manager, Oracle Event Marketing. Independent verification and reporting is provided by MeetGreen®. MEETGREEN®: SHAWNA MCKINLEY Existing and potential customers not attending the event Local community/government Event auditor Meeting & event industry Oracle Corporate Citizenship Standardization and reporting bodies (Global Reporting Initiative, ISO 20121) Social media Event evaluations City Hall bylaws, citizen complaints Meeting industry bodies, including education provided by the Green Meeting Industry Council, Meeting Professionals International, and the Corporate Event Marketing Association Kickoff Meeting Action Plan A half-day workshop to discuss challenges and propose opportunities to act is conducted at the beginning of each planning cycle. All key staff and vendors are involved and contribute ideas and feedback regarding their scope of work and opportunities and challenges they have identified. Overall priorities and targets are set during this time. Action items are adopted, assigned, and documented. Oracle OpenWorld San Francisco Green Team members provide virtual updates according to a quarterly schedule. Smaller working group meetings on certain tasks are held as necessary to plan and troubleshoot. Postevent Onsite Data is submitted by vendors to MeetGreen® for verification. Feedback and ideas for next year are invited at this time to inform next year’s plan. A final report is completed on outcomes and progress against targets. Oracle OpenWorld San Francisco Green Team members execute commitments onsite, including reporting on problems and measured outcomes. Third-party inspections are conducted during the event. Oracle OpenWorld San Francisco Sustainability Report 2012 | 8 SUSTAINABILITY STRATEGY ISSUES The following list identifies primary sustainability issues for Oracle OpenWorld. This is not a complete list, but includes issues that are most material, or significant, according to internal and external event stakeholders. While some issues may be important, Oracle’s ability to act on each issue varies. Actions by the event sustainability team to address issues are identified on a continuum between “low influence” to “high influence” in the table below. CARBON FOOTPRINT WASTE MANAGEMENT HARTMANN STUDIOS Description Oracle OpenWorld San Francisco’s Green Team has demonstrated tremendous leadership. Travel and event emissions are a major issue for our planet that few companies have made a serious effort to address. Terrapass is honored to be able to help Oracle OpenWorld take responsibility for its emissions. Nancy Bsales Manager Business Development Terrapass LOCAL RESIDENT IMPACT Oracle OpenWorld Oracle OpenWorld Although positive has a significant 2012 produced an economic impact is carbon impact: estimated quarterwelcome, disruption 45,396 metric tons million pounds of to residents is of carbon dioxide landfill waste. An inevitable with a large equivalents. These additional 600,000 event. Streets are emissions contribute pounds were diverted closed. Parking is at to climate change and from landfill, requiring a premium. Transit, organizers are urged a massive effort on restaurants, and to measure, reduce, the part of 14 venues, shops are crowded, and offset them. 65 recycling monitors, and after-hours and other planning events cause a staff. mix of annoyance and enjoyment. Organizers work closely with bylaws, traffic, and police departments to anticipate and respond to issues. Oracle purchasing, temporary venue activities at Treasure Island, Union Square, Taylor Street, and Yerba Buena Gardens EVENT BRANDING Painting the town red creates a strong brand presence and environmental impact. While some signage is necessary to create a sense of space and provide directions for attendees, solutions must also be sustainable. This can be achieved by minimizing unnecessary signage, maximizing reuse, and choosing sign substrates that have environmentally redeeming qualities. High degree of influence Show management freight, generator fuel, staff travel, carbon offset program Moderate degree of influence Permanent facilities contracted by Oracle, Attendee travel during including Moscone event (shuttles), Center and hotel landfill, and food waste venues, exhibitor materials, and practices Buy local programs, destination and event information services for attendees and locals Exhibitor and sponsor signs and collateral Low degree of influence Attendee travel to and from event, exhibitor freight Attendee actions and conduct outside of occupied space Availability of greener substrates, especially for outdoor and adhesive applications Offsite attendee purchases and activities Noise levels, cleanliness, safety, and Oracle-produced signs security in occupied and collateral space Oracle OpenWorld San Francisco Sustainability Report 2012 | 9 PROGRESS REPORT The following sections provide a summary of progress by Oracle OpenWorld San Francisco’s sustainability plan over the last six years, in addition to the specific outcomes for 2012. The MeetGreen® Calculator reports below give a snapshot of how different logistical functions combine to contribute an overall sustainability score for the event. MeetGreen® Event Sustainability Summary The summary shows progress to request, implement, and measure sustainable practices in each area of the event. 100% 75% 50% s l ffs et ua ca rbo no vis dio Oracle OpenWorld San Francisco 2012 89.2% Oracle OpenWorld San Francisco 2011 Oracle OpenWorld San Francisco 2010 86.0% Oracle OpenWorld San Francisco 2009 81.7% Oracle OpenWorld San Francisco 2007 Oracle OpenWorld San Francisco 2008 Graphs not to exact scale 70.0% 61.7% Is the scope of action undertaken and data collected fully described? Are notable things excluded? Does the information and data provided have a high degree of certainty? Are estimates used? comparability 33.8% accuracy In each section feedback is provided on the completeness, accuracy, and comparability of the initiatives undertaken and data provided. MeetGreen® Event Sustainability Comparison completeness The comparison measures total compliance with sustainable practices assessed using the MeetGreen® Calculator. Oracle OpenWorld 2012 is presently the highest-scoring corporate event in the Calculator. au ffic e sit eo on mu & m nica ark tion eti s ng co m ex h ibi ts ng po ns tra ca ter i rt s ue ve n tel s ho de sti na tio n 25% Is there high confidence in the data to allow evaluation across the event year to year? Oracle OpenWorld San Francisco Sustainability Report 2012 | 10