Pre-Event Interview Questionnaire

PACES (Updated April 2025)

The questions listed below are somewhat broad so that PACES can use the responses to answer multiple measures on the “Pre-Interview” scorecard sheet on the Merged Interview and Checklist Scorecard excel sheet after the interview. It is crucial to let the event coordinator elaborate when responding. Please take detailed notes on their answers in order to successfully fill out the checklist and to not have many follow up questions that need to be confirmed again after the initial interview.

**Please familiarize yourself with the questions and checklist before the interview.**

Note: Question responses will be Yes, No or N/A depending on the event type/details. If the answer is currently no, discuss options with the Event Coordinator to present them with how they can complete the measure and earn additional points on the checklist. Make a note if it is a measure the event plans to complete in order to check it during the event walk through. Additional resources can be provided in the pre-event interview analysis write up that will be shared with the event coordinator.

Event Details

1. Event Title and Department:

2. Event Size:

3. Event Location:

4. Number of Attendees:

5. Number of Simultaneous Activities:

6. Number of Speakers:

7. Number of catered meals/breaks:

8. Where are the people coming from?

9. Where are people staying?

Communication

1. Does the event have a pre-registration sign up?

1. Pre-req: If so, accommodation requests must be made available for people with different abilities.

2. If so, is confirmation material electronic?

2. Will any workshops or lectures be available via video conferencing or remote access?

3. Will any of the event be video or audio recorded and made available post-event?

3. Pre-req: If so, publicly accessible video of the conference must be closed captioned.

4. How is the event going to be promoted? (i.e. Fliers, electronic promotion)

5. Will there be an event program? (i.e. paper, electronic)

6. Will the event have any printed materials? (i.e. on recycled content of paper, double-sided printing)

4. Will white space be intentionally reduced on any printed materials to reduce paper use? (Answer for Waste Management measures D18)

5. Will printed materials list the amount of recycled content in the paper?

7. Will event staff or volunteers be trained on sustainable practices? If so, how many of each?

6. Would you be interested in a PACES sustainable event training for your event staff?

8. Will attendees receive any handouts at the event? (i.e. paper, electronic)

9. Will the event have a check in system? (i.e. electronic such as Eventbrite or Guidebook)

10. Will the event’s sustainable initiatives be promoted to attendees? (i.e. verbal, signage)

11. Will event personnel be present around waste receptacles during the event to educate attendees on proper waste disposal?

12. Is there a system in place to recognize attendees who participate in sustainable activity to further promote sustainable behavior?

13. What kind of signage will be present at the event? (i.e. single use, recyclable, reuseable, compostable, exhibitor materials)

7. If flipcharts will be present, have whiteboards, blackboards or electronic means been considered to replace them?

14. Have you considered giving a land acknowledgement speech? If you are interested in creating a custom one for the event, you can reach out to Mia Lopez to create one. If you are short on time, the Carsey Wolf Center has a pre approved land acknowledgment that PACES can provide.

15. Will directions to the closest water refill station be offered to attendees or will cambria  tall enough to fill reusable water bottles be offered? Note: UCen catering now offers cambro risers

Food/Catering - *Skip this section if the event will not have food*

1. What food will be served at the event? (i.e. vegetarian/vegan options and how often, locally grown, finger foods, seafood, red meat, details on the caterer [Green Business Certified?])

2. Have organic and fair trade options been requested from the caterer? (Good for coffee)

3. Will leftover food either be used, donated or collected for composting?

4. Will food be brought through a potluck system?

1. If so, have people been encouraged to bring fruits and vegetables?

2. If so, have sign ups been offered for people to bring vegetarian or vegan dishes?

5. Will condiments (eg. sugar)  be provided in bulk to avoid individual packaging?

6. Will water or beverages be served? If so, please explain what and how. (i.e. juice, coffee [fair trade/shade grown? creamer offered?], unsweetened beverages, jugs, plastic single-use bottles)

7. Will any disposable items be avoided? (i.e. straws, napkins used around cups)

8. Will the paper napkins, towels and/or tablecloths be made from post-consumer materials?

9. Will styrofoam and/or plastic foam be avoided during the event?

10. Are the plates, cups and utensils reusable? If so, how many meals will they be used for?

11. Will the amount of attendees be confirmed to reduce food waste and costs?

12. Will signage be present that identifies dietary/allergen preferences, sustainable features (such as vegetarian, vegan, organic, locally sourced, fair trade, etc.), and/or a backstory to the source of the food? (Measures B15-17 checked during the event)

Venue

1. Pre-req: Is the event space handicap accessible?

• If the event is on campus:

1. Where will the event be held? Please describe. (i.e. inside/outside, utilizes natural light, LEED certified, recycling on site)

2. Are venue staff trained on sustainable practices?

• If the event is off campus:

1. Where will the event be held? Please describe. (i.e. inside/outside, location and proximity to where attendees are located, utilizes natural light, LEED certified, recycling on site)

2. Is the venue accessible by public transit?

3. Will the venue be worked with to implement a recycling program if one is not present?

4. If there are multiple facilities, are the buildings within walking distance?

5. Has a “sustainability clause” been included in all contracts and agreements with the venue?

6. Does the venue have energy efficient lighting in place?

Waste Management

1. Will attendees be educated on waste diversion plans prior to the event? (via invitation, promotion materials, etc.)

2. Will signage be present above waste, recycling and compost bins? (PACES can provide)

3. Will trash bags and liners be made from recycled content or biodegradable materials?

4. Is a pre-waste audit going to take place?

5. Are event personnel trained on waste management practices? (i.e. event staff, custodial staff, volunteers, catering staff)

6. Will event personnel partake in a litter clean up post event?

7. Will attendees be encouraged to bring their own reusable mug or water bottle?

8. Will name badges, lanyards and/or wristbands be used for the event?

1. If so, will attendees be encouraged to bring their own name badges or lanyards?

2. If so, will they be collected for reuse or will stamps be used in place of wristbands?

9. Will exhibitors be educated on how to minimize trash by reusing packing materials?

10. Will exhibitors be acknowledged for sustainable behavior post event?

11. Will an exit survey be offered to attendees to gain insight on their experience with the event’s waste diversion set up?

12. Will there be a convenient drop-off point for any unwanted giveaways or accessories?

Purchasing

1. Will cardstock or non-copy paper products be post consumer recycled? If so, how much of it and what percent?

2. Will paper purchases  (napkins, paper towel, etc) be chlorine free?

3. If using an off-campus print shop, will paper be post consumer recycled or will soy based ink be used?

4. Will any event supplies be purchased secondhand?

5. Do you plan to share event supplies with other event organizers when you are not running events?

6. Will cleaning products be purchased for the event? If so, will they be Green Seal Certified?

7. Have providers been asked if they have an environmental policy and/or if they provide sustainable services?

8. Will purchases be made in bulk to reduce packaging?

9. Are any decorations going to be purchased? (i.e. single use, reusable, balloons)

10. Will linens be used? Please explain. (i.e. rented, personal)

1. If rented, will the linen company be asked to deliver without hangers and/or take back hangers for reuse?

• Will there be giveaways? *If no, please skip this section*

1. Please tell us about the giveaways that will be offered at the event. (i.e. what are they, who are they made by, where are they made, where are they purchased from, are they locally sourced, are they sustainable, how are they disposed of, etc.)

• Will there be a clothing giveaway? *If no, please skip this section*

1. Please tell us about the clothing that is going to be given away. (i.e. where it is made, what is it made of, the amount of recycled and/or reclaimed material, fair trade certified)

2. Has the clothing produced signed the Accord on Fire and Building Safety in Bangladesh?

• If off campus:

1. Will the event program be printed with soy based ink?

2. Will 90% of cleaning products used be Green Seal Certified and/or is the cleaning service to be used green certified?

Audio/Visual

1. Who is providing your audio and visual set up?

2. Have you discussed with them their practices and/or processes regarding sustainability?

1. If not, PACES will confirm these details to answer “Audio/Visual” measures on the “Pre-Interview” sheet of the scorecard.
2. If so, please continue with the following questions:

1. Will a program or policy be in place to properly recycle batteries or e-waste?

2. Will rechargeable batteries be used in headsets, cometeks, and microphone transmitters?

3. Will energy efficient equipment be used and/or energy saver practices in place? (i.e. EnergyStar, LED screens or lighting, energy saver mode on equipment)

4. Will local A/V be used to reduce transportation costs?

Transportation

1. Will information be provided about alternative modes of transportation to the venue from where the attendees are located? (i.e. bus, train, biking)

2. Will the use of alternative transportation be encouraged and/or incentivized?

3. Will the event partner with public transportation to provide bus passes to participants?

4. Will the event provide shuttle services for event attendees and by who?

1. Where will the shuttles be active? (i.e. from hotels to the venue, from public transit stations to the venue)

5. Will carpool services be provided?

6. Will bike rentals, bike racks or bike valet services be provided?

7. Will an idle-free zone be established around the conference venue?

Accommodations *Please skip this section if accommodations will not be provided*

1. Where will accommodations be provided? (i.e. name of hotel, location)

2. Do you know if they have taken any steps towards becoming more sustainable or if they are a Santa Barbara Green Certified Business?

3. Have you discussed with them your interest in promoting sustainable behavior?

1. PACES will need to collect all other information necessary to answer the “Accommodations” measures on the “Pre-Interview” sheet of the scorecard.