The Greener Peabody packet updated PDF 2 (1)

The Peabody Orlando | 9801 International Dr. | 407.352.4000 | PeabodyOrlando.com/Greener-Peabody/ 1

Today’s professional meeting planners are often challenged to host an innovative event with a reduced environmental impact in alignment with their clients’ social responsibility standards. Selecting a venue where sustainable operations is routine ensures such requirements are not just acknowledged, but also that an on-site professional dedicated to achieving the same goals is available with flexible, creative and actionable ideas to exceed the clients’ expectations. At The Peabody Orlando, we take a proactive approach to assisting meeting planners in achieving their objectives—collaborating to create a memorable, sustainable event.

Content

The Greener Peabody Meeting Overview

Why Are Green Meetings Important?

The Greener Peabody Holistic Approach

Getting Started & Completing the Questionnaire

Destination Selection

Venue Selection

Communications

Transportation

Energy Performance

Water Efficiency

Occupant Health

Sustainable Purchasing

Food & Beverage

Waste & Recycling

Commodities

Organics

Team Building/Social Engagement

Green Meetings & Events Planning Guide

Taking Care of the Environment by Not Ducking the Issue


The Greener Peabody Meeting Overview Starting with the destination selection, The Peabody Orlando is a founding member of the Green Destination Orlando program, whose vision is to bring together non-profit, government, and business organizations focused on making the hospitality industry in Central Florida unified under the singular purpose of becoming the most sustainable tourism and convention destination in North America.

Within the Central Florida Destination, The Four Star, Four Diamond Peabody Orlando is centrally located adjacent to the Orange County Convention Center and connected by two pedestrian bridges accommodating convenient access to the seven million square foot LEED Certified facility. The Orlando International Airport as well as area theme parks and attractions are minutes away, with many options for low-carbon transportation.

Sustainable operations are routine at The Peabody Orlando, with a professional, dedicated staff providing a wide-range of green meeting options that cover:

Destination Venue Transportation Energy Water Occupant Health Sustainable Purchasing Waste

Why Are Green Meetings Important?

In the United States alone, hotels represent more than 5 billion square feet of space, nearly 5 million guest rooms, and close to $4 billion in annual energy use. Business meetings in the United States constitute a $175 billion industry, and Americans make more than 400 million long-distance business trips each year.

Events have the opportunity to reduce negative environmental impacts through measures such as energy and water efficiency, waste reduction, sustainable and local purchasing and use of alternative transportation. Green buildings can use 26% less energy, emit 33% less CO2, use 30% less indoor water, and send up to 75% less solid waste to landfills, all this while providing healthy, comfortable and productive indoor environments.

The Greener Peabody’s Holistic Approach

Green Building Principles Operational Best Practices Green Meeting Opportunities

Green buildings principles are focused on the physical facility and its efficiency.

Operational best practices are part of our standard routine at The Peabody Orlando; these add value to your event without any additional work or cost.

We also offer additional green meeting individual opportunities, specifically related to your event.

These three aspects of The Green Peabody Meeting program work together to provide an enriched event based on integrated sustainable principles.


Getting Started 1. Set your green meeting event goals; include the green building principles and operational best

practices, as these items are part of The Peabody Orlando’s standard operation. The professional, dedicated Peabody Orlando staff can assist you in further development of your goals.

2. Review the additional green meeting opportunities, and decide what options are pertinent to your event.

3. Work with The Peabody Orlando’s staff to plan all the details. WE are here to make your job easier.

Completing the Questionnaire

This document works in line with a number of resources including the USGBC Venue Selection Guide, APEX/ASTM Green Meeting Standards, EPA Environmentally Preferred Purchasing Guidelines, and the Green Destination Orlando guide.

To complete the questionnaire select YES or NO to each question that has been highlighted and supply a brief description as necessary. The meeting planner and venue staff will work in conjunction to complete the questionnaire. Areas related to the physical venue are already completed. Color coding related to the area of focus: Green Building Principles, Operational Best Practices, and Green Meeting Opportunities are included below.

Destination Selection

Does the community have a cohesive sustainability initiative in place? Central Florida has a community-based program called Green Destination Orlando with a mission to create a total sustainability EXPERIENCE.

☒ Yes ☐No

Does the location minimize the distance attendees will have to travel? The Peabody Orlando offers a central location directly across the street from the Orange County Convention Center and adjacent to dining and shopping at Pointe Orlando. The Orlando International Airport, Walt Disney World’s Magic Kingdom, Epcot Center, Hollywood Studios, SeaWorld, Universal Orlando, and downtown Orlando are all within a 15 minute bus ride.

☒Yes ☐No

Are the facilities needed for your meeting all accessible to each other, the airport and local attractions by mass transportation options? The Peabody Orlando is connected to the Orange County Convention Center by two pedestrian sky bridges. A Mears motor coach office is located right on property for a multitude of mass transit options. The first leg of the Sun Rail opening early 2014 is just two miles away; access to downtown Orlando.

☒Yes ☐No


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Venue Selections

Is the Building LEED, Green Globe, Energy Star, Green Leaf, Green Seal, Green Key, or a state or local municipality certificated? The Peabody Orlando is Florida Green Lodging Designated, a founding participant of Green Lodging Orlando, and is registered for LEED EB, pursuing certification.

☒Yes ☐No

Can the venue provide APEX/ASTM level one certified events? The Peabody Orlando is currently pursuing the ability to provide APEX/ASTM Green Meeting certification events.

☐Yes ☒No

Is the venue APEX/ASTM third party certified? The Peabody Orlando is currently pursuing APEX/ASTM Green Meeting certification for Venue, Food & Beverage, and Accommodations (when available).

☐Yes ☒No

Does the facility have a formal environmental policy and action plan available for review and signed by the General Manager or Executive? Request a copy.

☒Yes ☐No

Does the facility provide to the public a Corporate Sustainable Report (CSR) based on the GRI reporting standards? The Peabody Orlando is currently producing its first CSR report; planned for distribution January 2014.

☐Yes ☒No

Does the facility have an assigned person(s) directly responsible for environmental initiatives? Dina M. Belon-Sayre, Sustainability Specialist

407.345.4438

[email protected]

☒Yes ☐No

Does the venue offer the planner assistance defining environmental performance goals for the specific event and provide a post-event report based on the goals? The Greener Peabody Event Impact Report

☒Yes ☐No

Does the venue have an active community service program and do they offer any service opportunities for event attendees? See attached list of opportunities.

☒Yes ☐No

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Communications

Does the venue communicate the written environmental objectives and performance criteria for specific events to its staff and vendors? Any specific environmental performance requirements are included in the event resume that is distributed to all departments.

☒Yes ☐No


Does the venue provide their sustainability policies in the sales and marketing materials and event planning guidelines? The Green Meetings & Events Planning Guide is provided in all sales packets. Sustainability Statement is included on the website and in marketing and planning materials.

☒Yes ☐No

Are all meeting materials (contracts, sales kits, banquet orders, specification guides, etc.) available electronically? All documentation at The Peabody Orlando is provided electronically and only printed upon request.

☒Yes ☐No

Does the venue include in their client and vendor contracts specific language regarding the facility’s environmental practices and ask for support in their efforts? Client and Vendor Contracts include a description of The Peabody Orlando Sustainability Statement and areas of applicable obligation.

☒Yes ☐No

Does the venue provide visible communication to staff and attendees regarding the venue’s environmental practices and ask for support in their efforts? The Peabody Orlando sustainability television channel provides information regarding The Peabody Orlando’s environmental practices. The Duckmaster Blog also provides regular communication about The Peabody Orlando’s sustainable activities. The Greener Peabody initiatives are regularly included in staff communications such as The Duckumentary (internal newsletter), special events such as our quarterly associate fairs, and a Green Tip in our Daily Shift Meetings.

☒Yes ☐No

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Transportation

Does the facility provide shuttle services between meetings, accommodations, and restaurants to minimize car and taxi trips if walking is not feasible? Shuttle services can be arranged for groups based on specific needs.

☒Yes ☐No

Does the facility provide employees incentives for alternative transportation methods (i.e. carpooling, bus, train, alternative fuel vehicles, and shuttle)? The Peabody Orlando has an integrated Alternative Transportation Plan which encourages associates to utilize alternatives to single car ridership, including premier parking for electric vehicles and carpoolers and free electric car charging stations. Copy of the plan available upon request.

☒Yes ☐No

Does the facility have pedestrian access to mass transit (bus or train)? Three stops are within close walking distance of The Peabody Orlando with four direct bus routes without a transfer. Additionally, the I-Ride Trolleys run up and down I-Drive with pick-ups every 15 minutes.

☒Yes ☐No

Is the facility accessible by mass transit from the primary airport? One direct bus route exists from the Orlando International Airport to The Peabody Orlando.

☒Yes ☐No


Does the facility encourage use of mass transit with their guests by prominently locating bus and shuttle routes? Request a mass transit route map. Bus and I-Ride Trolley routes and tickets are available at the concierge desk in the main lobby.

☒Yes ☐No

Does the venue provide designated spaces for bike parking, low emitting and carpool vehicles? Vehicles can include hybrid, electric, and compressed natural gas (CNG). Consider renting hybrid or alternative fuel vehicles and carpooling for conference related travel. Designated premium parking for bicycles, low emitting and carpool vehicles are available. With our partner, Enterprise Rental Car, hybrid and electric vehicles are available for rent. Electric vehicle charging station maps are also available at the Concierge Desk.

☒Yes ☐No

Are attendees being provided with information about alternative transportation options located within the conference city (including bus routes, multi-use trails, taxis, shuttles, bike rentals, and rideshare services)? Write a brief description below of the information being provided.

☐Yes ☐No

Is the carbon footprint for air, car, and rail travel being off-set? Please provide the calculations methodology and organization information for off-sets below.

☐Yes ☐No

Are the event venues within walking distance of accommodations? Provide a map with venues and accommodations or a brief description of distance below.

☐Yes ☐No

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Energy Performance

Does the facility benchmark its energy data with Energy Star Score or an equivalent program? Our current Energy Star Score is 38. The Peabody Orlando has achieved 5% energy improvement each year since 2011; The Peabody Orlando’s goal is to reduce our energy consumption by 25% benchmarked against 2011 levels by 2015.

☒Yes ☐No

Can an estimate for energy consumption for the event be obtained from the venue? Provide venue with detailed schedule of events to allow for adequate scheduling of lighting, HVAC systems and escalators.

☒Yes ☐No

Can the GHG emissions be estimated for the entire event, including meeting space, accommodations and transportation?

☒Yes ☐No


Is the event being planned as a net zero emissions event by purchasing GHG offsets or Renewable Energy Credits? Please provide the calculations methodology and organization information for off-sets below.

☐Yes ☐No

Does the venue include renewable sources in its energy mix (i.e. solar, geothermal, wind, biomass, biogas, low-impact hydro)? Currently The Peabody Orlando does not utilize renewable energy.

☐Yes ☒No

Are the meeting managers able to unplug all electric equipment at the close of each day (except for refrigeration of perishable products)?

☒Yes ☐No

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Water Efficiency

Does the facility utilize low flow water fixtures? ☒Yes ☐No Are at least 20% of the plumbing fixtures at the venue high efficiency? Meeting the following specifications: Shower heads 2.0 Gallons Per Minute (GPM), Lavatories 1.5 GPM, Toilets 1.28 Gallons Per Flush (GPF), Urinals .5 GPF. Currently The Peabody Orlando fixture specifications are as follows: Shower heads 2.5 GPM, Lavatories 2.2 GPM, Toilets 1.6 GPF, Urinals 1.0 GPF

☐Yes ☒No

Does the facility use reclaimed water for irrigation? ☒Yes ☐No Does the hotel have a towels and linen reuse program? ☒Yes ☐No

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Occupant Health and Comfort

Does the venue have a no-idling policy and posted signage in both the front of house and back of house loading areas? All vehicle engines must be turned off while in loading bays. In the front of house areas, all drivers are instructed to idle their engines only when passengers are present or when passengers are about to board vehicles.

☒Yes ☐No

Does the facility have in place high-performance green cleaning policy and procedures? Request a copy of the policy.

☒Yes ☐No

Does the facility prohibit smoking indoors and within 20 feet of doors, windows, and open air intakes?

☒Yes ☐No


Does the venue provide meeting space with natural daylight or direct views to the outdoors? The Orchid Room: 2,344 SF, Peacock Springs & Rock Springs rooms (340 SF – 1642 SF depending on configuration) that total 1.5% of the total meeting space at The Peabody Orlando.

☒Yes ☐No

Does the facility maintain an indoor integrated pest management program? This Integrated Pest Management Plan addresses all interior and exterior pest control activities conducted at The Peabody Orlando, targeting the control of flying and crawling insects, rodents, and other invasive pests.

☒Yes ☐No

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Sustainable Purchasing

Does the facility have a written procurement policy that outlines the criteria for purchasing environmentally preferable products—considering price, quality, environmental impact and ethical reputation of vendors?

☒Yes ☐No

Does the venue have a twelve month baseline of percentage of purchases made in accordance with the purchasing policy? The sustainable purchasing policy has not been in place for twelve months.

☐Yes ☒No

Does the venue place a priority on products and materials being sourced locally (within 500 miles)? Yes, as a part of our Green Purchasing Policy.

☒Yes ☐No

Does the venue purchase at least 30% environmentally preferred products that are in accordance with its sustainable procurement policy?

☒Yes ☐No

Does the venue communicate at least annually with its sustainable procurement policy vendors and encourage them to adopt the policies?

☒Yes ☐No

Is an annual inventory of products containing VOCs, HAPs, heavy metals, materials classified as toxic, known carcinogens and other hazardous substances produced, including a reduction plan?

☒Yes ☐No

Does the hotel utilize paperless check-in, checkout, and billing procedures to minimize use of paper?

☒Yes ☐No

Do at least 30% of the office products purchased by the venue contain 20% or more post-consumer content?

☐Yes ☒No

Is a minimum of 25% of cleaning and laundry products green certified (Green Seal, Eco-Logo, Design for the Environment or comparable)? 100% of the cleaning products at The Peabody Orlando are Green-Seal Certified hydrogen peroxide based products that are stabilized for long-term efficacy, leaving no residue and having no lingering fragrance to affect sensitive guests. Housekeeping also cleans with microfiber cloths and mops.

☒Yes ☐No

Do bulk purchases constitute a minimum of 30% of total purchases? ☒Yes ☐No


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Food and Beverage

Is seafood being served Marine Stewardship Council certified or equivalent? Yes, whenever possible.

☒Yes ☐No

What percentage of coffee complies with one of the following: certified organic, Rainforest Alliance, Fair Trade Certified or other similarly certified product? We do not currently comply.

☐Yes ☒No

What percentage of wines and liquor is organic or sustainably grown? ☐Yes ☒No Are vegetarian and vegan options offered? ☒Yes ☐No Can the garnishes, centerpieces and decorations be eaten, donated, recycled, reused, planted or composted?

☐Yes ☒No

Has non-recyclable service ware been eliminated? Exceptions whenever non-recyclable service ware is required by the client.

☒Yes ☐No

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Waste & Recycling

Does the facility have in-place a written waste management policy and procedure? Request a copy of the policy and procedures for meetings and events.

☒Yes ☐No

Does the facility have a twelve month waste diversion and disposal baseline? ☒Yes ☐No Does the facility donate used amenities (soap, bottles, etc.) to charitable organizations or recycle them? Is reporting available related to specific events? 5,185 lbs. of soap was recycled in 2012 through Clean the World.

☒Yes ☐No

Does the facility conduct a waste audit at least semi-annually, producing a plan to increase waste diversion?

☒Yes ☐No

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The Peabody Orlando | 9801 International Dr. | 407.352.4000 | PeabodyOrlando.com/Greener-Peabody/

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Commodities

Can the venue provide a total diversion report for the waste associated to the specific event activities? Determine a measurable diversion rate objective (ASTM suggests 40%).

Please provide your diversion rate goal for all commodities below.

☒Yes ☐No

Is the event being planned as a net zero waste event? ☐Yes ☐No Does the facility provide clear, well designated recycling in the common areas? ☒Yes ☐No Does the facility provide clear, well designated recycling in the guest rooms? Recycling is completed by the associates.

☐Yes ☒No

Does the facility provide clear, well designated recycling in the meeting rooms? Upon request.

☒Yes ☐No

Does the facility provide for the collection of plastic bags and other film plastic? ☐Yes ☒No

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Organics

Does the venue donate food leftovers to local organizations? Second Harvest Food Bank of Central Florida: FoodBankCentralFlorida.org

☒Yes ☐No

Does the venue collect pre-consumer and post-consumer food scraps and related non-food compostable items? 150 tons of food waste was diverted in 2012 at The Peabody Orlando.

Please provide the diversion goal for all food products for the event below.

☒Yes ☐No

Does the venue recycle fats, oils and greases (FOG)? ☒Yes ☐No

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Corporate Social Responsibility (CSR) Activities Unique & custom opportunities for giving back to the local community.

Check the boxes below to obtain information on including any of these CSR Activities in your event.

☐Clean the World: CleanTheWorld.org

Comfort Kits: Clean the World mobile program, building hygiene kits containing soap, shampoo, lotion, toothbrushes, toothpaste, wash cloths, etc. The items are packaged by the volunteers here at the hotel. The kits are given to local homeless shelters or food kitchens.

☐Ronald McDonald House Charities of Central Florida: RMHCCF.org

Pop Tabs Collection: Since 1996, the RMHCCF Pop Tabs program has collected over 80 tons of pop tabs (that’s A LOT of pop tabs!) and raised over $120,000 to benefit the children and families staying at the two Ronald McDonald House locations in Orlando.

Toiletry Kits: Toiletry kits are placed in each bedroom at the Ronald McDonald House for families to use during their stay. Kits should be neatly wrapped in transparent wrap and gathered at the top with ribbon, string, or twist tie. Priority Contents for toiletry kits are: Shampoo, Conditioner, Lotion, and Bath Soap.

Comfort Kits:

Wrap a new towel set (bath towel, hand towel, face cloth) or a new bath robe and a pair of slippers in a ribbon or gift bag. Include a note of encouragement.

Make a ‘goodie bag’ with a variety of candies, gum, sunscreen, instant hand sanitizer, mints, disposable camera, playing cards, crossword puzzle, pens, etc. Package items neatly and include a note of encouragement.

Support new mothers staying at the Ronald McDonald House by providing items for a “New Mom Care Package.” Including: Journals, Disposable Cameras, Baby Lotions, Shampoo, Oil, Powder, Baby Wipes, Bibs, Hand Sanitizer, etc. Package items neatly, placing them in a basket or sturdy container with an encouraging note.

☐Give Kids the World: GKTW.org/

Donations: Wish List Item Drive: ask donors to provide gifts (toys, fabric for pillow cases, candy, etc.) and create care packages for families.

Volunteer: Spend an afternoon volunteering at Give Kids the World resort, providing service, repair or cleaning.

☐Second Harvest Food Bank of Central Florida: FoodBankCentralFlorida.org

Food Donation: Through The Peabody Orlando donate leftover food from your events to the Second Harvest Food Bank.

☐Back to Nature Wildlife Refuge and Education Center: BTN-Wildlife.org/#

Donations: Accepting wish list items such as: Dry & Canned Dog & Cat food, Wild Bird Seed, Dawn dish soap, Paper Towels, Shelled nuts, OFF Bug Repellent


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The Peabody Orlando Sustainability Facility Tour Options See how The Peabody Orlando is achieving its commitment to the environment and social responsibility by taking a back of house tour. Below is a list of common areas of interest for sustainability tours at The Peabody Orlando. Please check which areas of interest you group would like to see, and we will customize a tour just for you. Group size needs to be 15 people or less; larger groups can be accommodated by breaking them up into separate assemblies.

Topic: Electric vehicle (EV) charging stations on the first floor of the parking structure.

Discussion Points: How they work and use patterns. ☐Yes ☐No

Would you like to receive more information on how you can include EV’s in your next meeting or event?

☐Yes ☐No

Topic: Guestroom Building Automation System.

Discussion Points: Managing energy efficiency, how does the system work, and how can guests impact the efficiency.

☐Yes ☐No

Topic: Banquet kitchen and food outlets pre and post-consumer food waste composting.

Discussion Points: Food waste collection process, and waste route.

☐Yes ☐No

Topic: Hazardous waste; mercury containing devices, batteries, electronics, paints, and chemicals.

Discussion Points: Collection points for diversion to certified disposal companies and process to eliminate introduction of red list chemicals into the building.

☐Yes ☐No

Topic: Single Stream co-mingled waste diversion.

Discussion Points: Single Stream waste collection process, and waste route. ☐Yes ☐No

Topic: Florida native and drought resistant landscape care and watering.

Discussion Points: Plant types, fertilizers, pest elimination, reclaimed water. ☐Yes ☐No

Topic: The Peabody Orlando Ducks.

Discussion Points: Care, and water conservation. ☐Yes ☐No

Topic: Farm to Fork methods at Napa.

Discussion Points: Locally grown and organic foods, biodynamic wines and fair trade coffees.

☐Yes ☐No

Topic: Indoor Environmental Health.

Discussion Points: Green-Seal Certified hydrogen peroxide based cleaning, reduced chemical introduced and integrated pest management.

☐Yes ☐No

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Documents

The Greener Peabody packet updated PDF 2 (1)