Sustainability at IAAPA Expo

IAAPA and its partners are committed to instituting sustainable efforts whenever possible. The following is a list of practices at this year’s Expo.

GES (General Services Contractor)

Encourage exhibitors to use exhibit rental packages, ECO Exhibit Systems+, with custom graphics printed on environmentally friendly and sustainable fabric consisting of up to 100% recycled post-consumer products. •
80%+ of all carpeting and padding used at an event returns to the production facility to be cleaned, re-seamed and reused as many times as possible before being donated.
Dark colored speckled booth and aisle carpet is recommended for use due to ease of maintenance and cleaning increasing the product life cycle. Carpet and padding are used multiple times, cleaned and stored locally. Carpet with recycled content is also available as an option.
Fabric drape is cleaned and repaired on a regular basis to maximize number of use.
Partnered with the industry leader in event furnishings to provide sustainable, reusable furniture.
Digital platforms optimize ordering process and service delivery as well as reduce paper consumption during the design, planning and execution.
Reusable, modular systems for show and booth structures, lowering carbon emissions from the production and manufacturing process of new materials.
Content banners and graphics printed on 100% reusable post-consumer recycled material as well as single-use recyclable paper are available upon request.
Recommend a more generic content on graphics to increase the opportunity for use year-over-year. • Reduce transportation-based emissions for graphics to show site by partnering with a network of local sign shops to print within the host destination rather than shipping long distance to regional show sites.
Registration counters are reused as many times as possible.
Post and enforce “No Engine Idling” policy in the warehouse and on show site.
Utilize transportation software to increase the efficiency of our fleet and track GES carbon emissions within a destination or region.
When goods are shipped long-distance and partners with EPA SmartWay certified partners including Mayflower, RJW, and FedEx Freight to minimize emissions.
Recycle programs at both warehouse and show site based on facility capabilities for cardboard, paper and aluminum.
Remote work locations for employees and local team members to reduce travel carbon footprint.
Printer inks with VOCs (volatile organize compounds) are not used.
Utilize Energy Star electric equipment and power down at night, whenever possible.
Source material and labor locally when possible.
Heavy equipment fueled by electric or propane, unless directed by the facility.
First official services provider to achieve certification under the EIC Sustainable Event Standards at GES Headquarters.

IAAPA Show Organizer

Session handouts are only available electronically.
Sessions surveys are administered digitally.
Stories from the trade show floor are now produced real-time in a video format and shared on social media, reducing the need for paper and resulting in 0% carbon emissions by eliminating the need for trucks to deliver printed materials.
Exhibitor material is distributed electronically.
Badges designed so no additional badge holder is required. Tickets are tied to the badge instead of printed.
Lanyards collected at the end of the Expo are reused at future events.
Using digital signage to replace some paper-based signage.
IAAPA partners with Give Kids the World to collect leftover exhibitor products such as plush, games, t-shirts, supplies, and more.
New for 2024! IAAPA is partnering with O-Town Compost. Through this partnership, IAAPA and O-Town Compost aim at both reducing the amount of food waste going to Central Florida landfills and making compost to support the local food system.

Orange County Convention Center (OCCC)

One of the largest LEED Gold certified convention centers in North America.
First convention center in the United States to have its Environmental Management System ISO 14001 certified and the third to receive the APEX/ASTM certification.
Recycling collection bins in all meeting and event areas. It’s collection are mixed paper, and co-mingled recycling aluminum, plastic, and glass. Bins are made from recycled milk jugs formed using solar energy at a facility a few miles from the Center.
Vegetables are grown in their Center-to-Table Gardens to provide attendees the freshest, chemical-free food available.
The largest municipal rooftop solar array in the Southeast United States generating more than 1.5 million GWh every year (approximately 100 Florida homes worth of electricity for a year).
Operate five different solar array programs on the OCCC campus which are used for research and client events.
Developed a comprehensive plan that integrates national lighting, storm water management, green spaces, and walkability into every client event.
Unused food not considered waste is donated to local organizations in the community such as Second Harvest of Central Florida. Collected food waste is sent to Harvest Power of Orlando, to be converted into electricity and fertilizer for local farms.

PRG (Audio-Visual)

Extensive inventory of efficient LED automated and conventional lights.
Reducing cycle test times on equipment to lower electrical consumption.
Proprietary luminaires like Best Boy(R) and Bad Boy(R) offer high-output and lower power consumption.
PRG's Orlando location mean less air and truck transportation.
Repurposing its proprietary luminaries with energy-efficient LED light engines.
Extensive recycling policy including general waste, used equipment, scrap metal from lighting, audio, video and scenic operations, bulbs and expendable items containing potentially hazardous chemicals.
Components include proprietary green products including BAT Truss (compact, lightweight), Series 400 (singular cable/networking for data and power), and Best Boy (high output, low power consumption).

Sodexo Live! (Catering)

2,000 sqf Center-to-Table Gardens in the West Concourse Westwood Lobby producing year round edible produce in a climate-controlled, all natural, and chemical-free environment. Aeroponic growling utilizes 95% less water compared to conventional organic farming and uses 90% less land space while growing plants three times faster than it takes in the ground. Produce grown is used in dining experiences at the OCCC.
Additional products are sourced from vendors that employ local residents, purchase local ingredients, and incorporate sustainable initiatives into their daily operation.
Organic recycling of food scraps generated during preparation, execution, and breakdown of food service events. Organic waster is taken to Heart of Florida Environmental, a composting facility converting it into a nutrient-rich soil amendment.
Sodexo Live! offers full china service or appropriate compostable and recyclable serviceware for all food and beverage events in the OCCC.
Sodexo Live! works directly with a variety of local Central Florida-based organizations to help fulfill the needs of those seeking assistance by donating viable food and beverage products.

Intuitive AI Oscar Sort

IAAPA Expo has partnered with Intuitive AI to sponsor and provide Oscar Sort, an AI Recycling Assistant retrofittable to any bin and recycling regulation. These Smart Recycling Assistants are centralized zero-touch zero-waste stations that gamify recycling and boost diversion. Interact with Oscar Sort during IAAPA Expo and learn more at www.intuitiveai.ca

Tips from Exhibitors

The North America Manufacturers and Suppliers Subcommittee has amassed this list of sustainable efforts you can implement when exhibiting:

Consolidate your trade show materials to require the fewest, smallest, and lightest shipping cartons possible.
Use environmentally friendly shipping materials such as recycled cardboard containers and starch-based biodegradable fillers.
Use environmentally friendly, responsibly sourced paper for brochures and flyers.
Make sure your print partner uses non-toxic soy-based inks and pigments instead of petroleum-based inks.
Count how many brochures and flyers go unused after the show and adjust your print order for the next event. Minimize paper products or don’t distribute printed materials at all. Instead, send your booth visitors to online content or a mobile app instead.
Specify energy-efficient lighting in your trade show booth.
Use recycled and recyclable materials in your trade show display.
Seek out the smallest and lightest booth fixtures possible to minimize the carbon footprint related to shipping.
Re-use the same signs in your booth for multiple shows.
Reskin older trade show frames and fixtures rather than ordering new.
When reskinning just won’t work anymore, donate your retired booth fixtures to a start-up business that can give them a second life.
Rent trade show booth materials locally instead of purchasing and shipping your own.
Decorate your booth with rented plants or local recyclable items instead of one-time use banners and other manufactured items.
Use local vendors for booth setup and support rather than flying in your own team.
Purchase promo items made from sustainable, renewable materials.
When considering merchandise and giveaways for an exhibition or event, think through these factors to ensure you are keeping the impact on the environment front of mind:
- Think of the potential lifespan of an idea you might have – how long do you really think it will be used? Is it likely to be passed onto other family members?
- Is it an item you think they need and will come in handy in their day-to-day lives?
- Is the item of a good enough quality that they will want to use?
- Just because something falls in the eco-friendly bucket, like tote bags and bottles, if the quality isn’t good enough these may well be relegated to the trash can. Many companies now give out these types of items and while they are useful, there will come a point when someone might just have too many of them. If you choose to follow this route, make sure it’s yours they prefer to use over others.
- Will the recipient want that item with your branding on it? Think carefully about which items you’re branding. Some things lend themselves to being nicely branded by your company but other items might feel a little strange branded. In cases like this think about discreet ways you can do this, whether that’s by using smaller logos, branded linings or placing the item inside branded packaging instead.
Purchase promo items that prospects are likely to use and re-use for a long time.
Eliminate single-use plastics (plastic bags, plastic utensils, straws) from your booth setup.
Ensure that the office supplies you bring to the show – everything from pens and notepads to paper towels and cleaning products – are environmentally friendly.
If you use a printer in your booth, switch to refillable ink cartridges.
Give away reusable water bottles instead of bottled water.
Offer recycling and composting receptacles to your booth visitors.
If you do order branded apparel, seek out environmentally friendly items made from recycled or sustainable fibers.
Recycle all badges, brochures, flyers, etc., that cannot be re-used at your next show.
Communicate with prospects after the show via email, text, or social media instead of direct mail.
At the end of the show use the same crates, pallets and packing that you sent to the venue.