This webinar is a reminder of the environmental reporting requirements for Arts Council England organisations, plus a special focus on: how to green offices for office-based organisations including those in shared office space

1. WEBINAR STARTING AT 12:30PM
Today’s Topic:
How to green your office for office-based organisations
including those in shared office space

2. Specialist advice: Offices
How to green your office for office-based organisations
including those in shared office space
Lucy Latham and Luke Ramsay– Julie’s Bicycle

3. Housekeeping

4. Webinar Series
• Weekly webinars for NPOs, MPMs, MDP lead partners and Bridge
Organisations
• Now until May (reporting deadline is May 30th)
• www.juliesbicycle.com/resources/ace-npos/Webinars-2014
Specialist advice: Cultural Buildings and Venues 09/04/14
Specialist advice: Offices 09/04/14
Environmental reporting: the basics 16/04/14
Updating Environmental Policy and Action Plan 16/04/14
Specialist advice: Outdoor Events 23/04/14
Going further: Sustainable Touring 30/04/14
Going further: Sustainable Productions and Exhibitions 30/04/14
Communicating success: how to effectively communicate your initiatives and stories 07/05/14
Staff engagement: planning, engaging, acting and maintaining momentum 14/05/14

5. Today’s Agenda
• Introduction to Julie’s Bicycle
• Environmental reporting results from 2012/13
• Environmental reporting requirements – a reminder
• Reporting to Julie’s Bicycle
• Office challenges and opportunities
• What can you do?
• Energy
• Water
• Going further
• Waste
• Travel
• Procurement
• Engagement and behaviour change
• Support and resources
• Trouble shooting Q&A

6. 3-year partnership with Arts Council England to
support major funded organisations – 2012 to 2015
Julie’s
Bicycle
Research Networks
Consultancy
Resources
Training
Events
Thought
Leadership

8. Office specific data
• 231 offices (including multisite companies) supplied data
• The vast majority of the total carbon footprint was from venues or
cultural buildings, however offices contributed 12,400,000 kWh of
electricity; 8,200,000 kWh of gas; 54,700m3 of water
BENCHMARKS ACE 2012/13
Electricity - kWh per m2 78
Gas (weather normalised) - kWh per m2 90
Water - litres per m2 338

9. Arts Council Requirements
1. Collect data on energy and water use from April13 - March14
– Submit using the IG Tools
2. Update your environmental policy and action plan
– Notify us using the IG Tools
Reporting deadline: 30th May 2014
Input your
2013/2014 data and
review results
Policy and Action
Plan update
Notify JB on your
Policy and Action
Plan by 30th May
(IG Tools)
Annual submission
for Arts Council
England - Portal
opens 1st May and
closes 13 June
To do now

10. Reporting
• How did your organisation report in 2012/13
– Reported on owned/leased office
– Over-arching venue/organisation reported on your
behalf
– Shared space > apportioned consumption data
– Rented / shared space no data
– Home working
• Can this be improved?
• If your reporting status has changed, please inform Julie’s
Bicycle

11. Adding a new entry

12. Arts Council Requirements:
Policy and Action plan

13. Office challenges
• Employees on the road a lot
• Rented space
• Shared space
• Attributing responsibility- staff V landlord
• Accessible billing data
• Uncooperative landlords
• Shortage of resources (££ and/or staff time)
• Unlikely to be high on list of priorities unless there is a
dedicated Green Team and/or Facilities or Office Manager
Source:LightsOutby
Hudson-Powell(DoTheGreenThing)

14. Office opportunities
• Reduced costs and improved resource efficiency
• Reduced carbon footprint and improved environmental
performance
• Improved company image
• Employees are more environmentally aware
• The office is also a hub for business activity, making it a
key space for staff engagement, communications and
messaging
• Build on relationships with staff / landlord / other
organisations if shared space

15. What can you do?
Influence
Control
Not owning your own office space does not need to be a
barrier to action

16. Energy
1. User behaviour – good housekeeping
2. Switch off campaign
3. Office controls - check zonal control and timers are set
correctly
4. Regular maintenance of lighting and HVAC
5. Set fan speeds below 80%
6. Switch to LEDs / CFLs
7. Relax temperature controls (i.e. 18-24OC)
8. Energy efficient kit
9. Register your boiler on the boiler efficiency database
(www.sedbuk.com) to check if it needs replacing

17. Water
1. Water conservation signage in bathrooms and kitchens
2. Use tap water instead of bottles/water coolers
3. Use water hippos in cisterns
4. Check push taps timings and reduce where necessary
5. Convert to waterless urinals and low-flush toilets
6. Replace taps and shower heads with aerating and low flow versions

18. Going further – addressing
other environmental impacts

19. Waste – avoid, reduce, reuse,
recycle
• First step: measuring and monitoring resource use
– Establish KPIs e.g. waste to landfill, % recycled waste
– Benchmarks
• Avoiding/reducing waste
– Duplex B&W printing
– Use tap water in jugs instead of bottled water
• Reuse and recycling
– Recycle paper, cardboard, plastic bottles and cans as a minimum
– Recycle toners and cartridges via your supplier
– Recycle any non-rechargeable batteries.
– WEEE
Many organisations underestimate how
much waste is costing; it could be as high
as 4% of turnover (WRAP Green Office Guide)

20. Travel
• Minimise travel
– Accessible conference/meeting venues
– Home working or telecommuting
– Video conferencing
– Bike racks, showers, public transport interest-free loans
– Include public transport options on your website
– Reassess car parking arrangements for non-essential users
• Efficient transport
– Car sharing / car clubs / green taxi companies
– Buy / lease fuel efficient vehicles
– Fuel efficient driving training
– Regular servicing of vehicles

21. Procurement
• Joint procurement
• 100% recycled paper
• Life-cycle costing – price and running costs
• Buy locally
• Rationalise deliveries to reduce transport emissions associated
with your activities
• Introduce environmental clauses/requirements into contracts
• GAM (Green Arts Marketplace)
• Banking (and investments)
• Energy
• Server providers

22. Engagement and behaviour
change
• Staff opinion survey - what do they think about your
environmental impacts, how you are doing and what you
could do more of?
• Use posters, notice boards and signage in staff common
areas and offices to increase awareness
• Incentivise and reward staff involvement
• Create a green team / green champions
• Run an internal awareness campaign e.g. Switch Off
campaign
• External communications

23. Long-term tips
• Green Leases - Consider environmental sustainability as
a criteria when renting new office space – this could make
your life easier in the future.
• Locate any new offices close to public transport systems
and publicise alternative transport links to visitors.
• Major refurbishment – Energising Culture (Julie’s Bicycle)
A guide for future energy in cultural buildings
Source: That Guy by Oliver Cheshire (Do the Green Thing)

24. Measuring success
Find ways to measure success
• Number of light bulbs replaced
• Number of people engaged in campaigns/events
• Reams of paper not printed
• Buckets of food waste collected and composted
• Number of staff walking to walk
• Number of staff carpooling
Put into Action Plan and report to ACE in annual submission

25. • Not-for-profit supporting photographers at every level
• 3 part-time staff & c£88,000 p/a from ACE
• Based at Centre for Chinese Contemporary Art &
working from home
=> carbon footprint from energy & water use is tiny
25

26. • Office:
– encourage & support landlord’s environmental policy & plan
– consider impacts of home premises (energy, procurement, travel)
• Member events: choose venues with environmental credentials
(virtual participation)
• Member advice & info: 2003 publication on ethical photography
looking at the environmental & ethical footprint of a photographer
• Member surveys: build the environmental advice offered tor network
members and service users (~ 8,000-9,000 people)
26

27. Further support
• www.juliesbicycle.com/resources/ace-npos/help-guidance
• Email or phone support from Julie’s Bicycle
• Further webinars
• Practical Guides and Fact sheets
• Case studies
• Further reading:
– WRAP Green Office Guide

28. Thank you
www.juliesbicycle.com
Support@juliesbicycle.com
www.facebook.com/juliesbicycle
www.twitter.com/juliesbicycle

29. Any questions?
• Reporting deadline 30th May 2014
• Allow 4 – 6 weeks for reporting cycle
to take place within
• support@juliesbicycle.com
• www.juliesbicycle.com