TOTA Sustainable Event Policy

Thompson Okanagan Tourism Association (TOTA) recognizes the importance of sustainability in event management.  As stewards of our environment and communities, we are committed to organizing and promoting events that minimize environmental impact, support local communities, and foster economic growth. This Sustainable Event Policy outlines our commitment to sustainability and provides guidelines for event organizers to follow.   

Procedures and Guidelines

1. Sustainable procurement 

  • Buying local: Whenever possible, we prioritize purchasing goods and services from  Thompson Okanagan and BC businesses, supporting the local economy and reducing transportation-related emissions. 

  • Sustainable materials: We will use eco-friendly and sustainable materials for unavoidable promotional items, signage, and conference materials. Preference will be given to materials with recycled content and easily recyclable materials. 

2. Waste reduction 

  • Zero Waste: Wherever possible, we prioritize hosting Zero Waste events.  Where venues we are using do not have these processes in place, we will put in place procedures or engage service providers that can help us achieve Zero Waste.

  • Paperless: we are committed to minimizing paper usage, using 100% recycled content if not able to eliminate paper, and finding alternative methods to communicate by promoting a paperless conference environment.  All communications, schedules, and materials will  be available digitally. 

  • Reusable containers: We encourage attendees and staff to bring reusable containers to eliminate single-use plastic waste. Water refill stations will be available at the venue. 

3. Energy efficiency 

  • Net Zero Emission events: Priority is given to hosting Net Zero Emission events.  We will calculate the carbon footprint of our events and invest in certified carbon offset projects to neutralize the event's impact. 

  • Energy Conservation: We will strive to use energy-efficient equipment and lighting throughout the conference venue. 

4. Transportation 

  • Public Transport: Attendees will be encouraged to use shared transportation, public transportation, carpooling,  or biking to reduce individual carbon footprints. Information on sustainable transportation options will be provided.  Shared transportation between accommodations and the venue will be provided if conference accommodation is not on site for the conference.

6.  Carbon Emission Reduction

  • Measurement: Request and encourage verified carbon footprint measurement from vendors.

  • Food Waste: Request refreshments provided by TOTA to emphasize low carbon options

5. Community engagement 

  • Local community involvement: TOTA leads by example in promoting environmental and social responsibility through creating a positive and lasting impact on the communities we engage with. This includes collaboration with local organizations, sourcing local catering, and involving local businesses in the conference. 

  • Truth and Reconciliation: TOTA recognizes the rights and titles of Indigenous peoples of the land where the event is held and invites collaboration with the local First Nation community at every event.

  • Diversity and Inclusion: Ensure all aspects of the event, from programming to accessibility, embrace and celebrate the rich diversity of British Columbia, fostering an inclusive environment where everyone feels respected and valued.

6. Sustainable Practices Communication 

  • Communication: TOTA will communicate its sustainability initiatives to attendees, sponsors, and partners through various channels,  including the conference website, email communications, and signage at the venue. 

  • Impact Report: After the event, a report on the sustainability achievements will be made public and shared with all attendees.

7. Event Management

  • Health and Safety: TOTA commits to having a health and safety plan for all public events.

  • Continuous Improvement: These procedures will be annually reviewed and updated to align with evolving sustainability best practices.

  • Guidance - these procedures are aligned with the United Nations 17 Sustainable Development Goals and the Global Sustainable Tourism Council's Meetings, Incentives, Conferences, and Exhibitions (MICE) Criteria for Event Organizers 

8. Continuous Improvement 

  • Feedback and Evaluation: We welcome feedback on our sustainability efforts and will conduct post-event evaluations to identify areas for improvement and implement changes in subsequent conferences.