ASTM E 2741 : 2011

CONTAINED IN VOL. 04.12, 2018 Describes procedural requirements for destination selection for meetings, events, trade shows, or conferences (hereafter, referred to as events).

1.1 This specification delineates procedural requirements for destination selection for meetings, events, trade shows, or conferences (hereafter, referred to as events). Destination selection is the practice of researching, evaluating, and choosing the location for an event. Destination selection is a core activity to plan an event and bring it to fruition.

1.2 This specification has three categories: planner, supplier, and host destination.

1.2.1 In the planner category, criteria are identified related to environmental sustainability that are considered in destination selection.

1.2.2 In the supplier category, criteria are listed for suppliers, which, in the case of this sector, are called “destination professionals.” Destination professionals may include destination marketing organizations (DMOs or convention and visitor bureaus [CVBs]), third-party site-selection companies, destination management companies, chambers of commerce, economic development departments, or regional authorities.

1.2.3 In the host destination category, a destination may be defined as a city, area, or country that can be marketed to groups or individuals as a place to visit or hold an event. Although destination selection may consider country, regional, and city attributes, planners most often consider the capacity of a city and its metropolitan area to host their event rather than country or regional capacity. The process of destination selection will, therefore, focus mainly on destination city attributes as opposed to regional or country characteristics.

1.3 Destination selection will include aspects of destination selection as it relates to host cities. This includes the process of evaluating destinations on the basis of how close they are to attendees, as well as the availability of public transit.

1.4 Whereas this specification has three categories described in 1.2 (planner, supplier, and host destination), both the planner and host destination categories will be considered mandatory for an event under this specification. The supplier category will only apply if a professional destination agency (CVB or DMO), as defined in 1.2.2 is used. If a supplier is not used, the requirements in this destination supplier category may be waived.

1.5 In this specification, specific environmental sustainability attributes of the venue (for example, conference or convention center), accommodations, or destination selection contractors will not be considered. Destination selection considers the availability of these in a general sense.

1.6 There are nine specifications covering the following areas of event planning: destination selection, accommodations, food and beverage, audio visual, onsite offices, communication and marketing materials, transportation, exhibits, and venues. Within each specification are eight categories’ criteria: staff management policy, communications, waste management, energy, air quality, water, procurement, and community partners. Each category is further split into four progressive levels of achievement. Information within each specification is divided as follows: Main BodyScope, Referenced Documents, Terminology, Planner Requirements for Level 1, Supplier Requirements for Level 1, and Keywords; AnnexesPlanner Requirements for Levels 2 – 4 and Supplier Requirements for Levels 2 – 4.

1.7 All areas of performance under this specification may not be relevant for each event or for each facility or provider of meting services. In some cases, a planner would use this specification in conjunction with other specifications (for example, Specifications , ) or this specification may be used individually. In other words, elements of an event may be separated and considered solely or added together and considered as a unit (for example, venues used individually versus transportation, accommodations, and destination selection used in conjunction). Furthermore, this specification applies separately to each supplier for an event. This means if multiple suppliers are used within the context of a single specification, each supplier shall individually meet the supplier requirements. To be considered an environmentally sustainable event at Level 1, all areas applicable to that event shall be achieved.

1.8 If higher levels are achieved in some sections, the event can only be considered environmentally sustainable at the lowest level achieved.

1.9 The use of levels within this specification recognizes the path to environmentally sustainable events is a multi-stage effort. The idea behind the levels is to provide a coherent baseline for measuring environmental performance, while being flexible enough to adapt to the needs of more advanced planners and establish a performance path that encourages further environmental performance improvement. In addition, evolution of products and services to support events is expected allowing additional advancements and underscoring the dynamic nature of environmental sustainability. This specification primarily focuses on environmental sustainability, while some aspects of economic and social sustainability are included recognizing the complete path toward overall sustainability.

1.10 The values stated in inch-pound units are to be regarded as standard. The values given in parentheses are mathematical conversions to SI units that are provided for information only and are not considered standard.

1.11 This standard does not purport to address all of the safety concerns, if any, associated with its use. It is the responsibility of the user of this standard to establish appropriate safety and health practices and determine the applicability of regulatory limitations prior to use.