In the context of increasingly affordable (but not universal) access to digital equipment and technologies, virtual and hybrid events have become more widespread. Since the onset of the COVID-19 pandemic, virtual and hybrid events have become not only commonplace but are the dominant mode of event delivery at higher education institutions. The benefits of virtual and hybrid events are numerous.

The virtual edition of the fourth annual Digital Skill-share days event is contributing to the sustainability efforts at Concordia by integrating some best practices related to accessibility, diversity and inclusion, waste and transportation, purchasing and sponsorship, digital consumption and awareness and reporting. These components are included within the Sustainable Event Guide produced by the Office of Sustainability and Hospitality Concordia.

The online mode of the Digital Skill-share days event will help increase its accessibility by eliminating the need for participants to relocate to a physical venue and eliminate the associated transport emissions. The virtual learning sessions will also help to reduce food and material waste associated with in-person events. They can also be more affordable, since they reduce the need for food purchases, booking and printing costs, among other considerations.

The following best practices have contributed to achieving gold level of sustainability certification for the Digital skill-share days event. 

Diversity & Inclusion 

  • A code of conduct was established and included on the Digital skill-share days event website under the “Event information” tab.
  • Participants are asked to abide by the Digital Skill-Share Days event’s code of conduct in all virtual and professional activities associated with the event and to treat each other with respect and consideration in order to create a collegial, inclusive and professional environment. 
  • Participants are encouraged to optionally share their pronouns when introducing themselves and to use non-binary language when possible. 
  • For in-person events, participants can optionally signal their gender identity via nametags. For virtual events, participants can optionally signal their gender identity via their display names

Indigenization 

  • The opening plenary session includes the Territorial Acknowledgement. The event speakers are encouraged to begin their learning sessions with the Territorial Acknowledgement.  

Accessibility 

  • Accessibility considerations have been integrated in the event’s registration form on the event website and individuals requiring accessibility-related accommodations can contact the event planning group through a centralized email inbox. 
  • Event registration email communications sent to Concordia’s faculty and staff are bilingual. 
  • The event website follows web accessibility guidelines and closed captioning will be enabled for all virtual learning sessions. 
  • The event is free of charge and is being held over two full working days. Faculty and staff are encouraged to attend learning sessions during their working hours. 
  • Information about washroom accessibility has been communicated to attendees via email prior to the event. 
  • The two-day event schedule provides attendees multiple breaks between learning sessions. 
  • Recordings of the virtual sessions (including closed captioning transcripts) will be made available to attendees after the event via Microsoft Stream. 
  • A post-event survey will be sent to all attendees to collect feedback. 

Waste & Transportation 

The plenary session is the only hybrid component of the event and it will take place at Concordia's John Molson Building MB-9 Conference Centre. All of the learning sessions will be virtual.  

  • The caterer for the event only use compostable packaging. 
  • At the in-person event, participants can use the sorting bins, that will be provided at the John Molson Building MB-9 Conference Centre, to dispose of food waste.
  • Any leftover food from the event will be donated to an organization located close to Concordia via the Tablée des Chefs donation system.
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  • Purchasing & Sponsorship 
  • Food options offered to attendees are not meat-based and do not include beef. Plant-based (vegan) meals will be offered to attendees.
  • The event’s caterer strives to use local and sustainable food. 

Digital consumption 

  • During the virtual learning sessions, participants are invited to reduce their streaming quality and turn off their cameras when not presenting or interacting with others. 
  • In the pre-event email communications, participants are reminded to delete emails that are no longer necessary or useful. 
  • The event schedule and details are housed on its platform, Grenadine. No attachments have been included with communications to participants. 
  • Recordings of virtual learning sessions will be accessible via the Digital skill-share days SharePoint site. 

Awareness & Reporting 

  • The actions taken to contribute to the university’s sustainability efforts and to achieve gold level sustainability certification are outlined on the “Sustainability efforts” tab of the event website. 
  • Participants will be encouraged to bring their own reusable coffee cups if they are bringing their own coffee.
  • Examples of actions taken to increase the sustainability of the event will be verbally shared to participants. Requests to participants to help increase sustainability of the event to be part of the plenary event.

 

Sustainability Efforts