For students

SUSTAINABILITYGUIDELINES
ー for Hosting Events ーSophia School Corporation
Office of Sophia Sustainability Promotion

Introduction
In recent years, as initiatives to promotesustainability are accelerating, environmental, social,and economic sustainability is required in variousfields. In particular, the perspective of sustainability
is very important in the management of events andfunctions that involve the movement of many people
and things and that consume large amounts ofresources. Now, it is becoming the norm for event
organizers to address sustainability.
In response to this trend, our university has createdthese guidelines to provide easy-to-understandguiding principles for the management of sustainablemeetings and events in student life. It targets
students, who are the largest constituency of theuniversity, and aims to make student life and theactivities of student groups more sustainable.
The guidelines refer to the TOKYO MICE (*1)
Sustainability Guidelines formulated by the Tokyo
Metropolitan Government in 2019, and have compiled
a checklist of policies for dealing with sustainable
event management.
Small changes in your behavior will have a big
impact on the university and society as a whole. Let's
all work together to create a better society and daily
life for others.

※１）MICE…Meeting, Incentive Travel, Convention, Exhibition/EventObjectives ofthe Guidelines⚫ Understand the perspectives and initiatives
required for sustainability⚫ Confirm the level of sustainability in organizations⚫ Raise the awareness of sustainability among
management members⚫ Implement initiatives for sustainable management
and activities⚫ Contribute to the promotion of sustainability within
Sophia School Corporation and expand its impact
on society

Outline ofGuidelines
These guidelines consist of four parts: OrganizationDevelopment, Before Events, During Events, and After
Events. Check the items as you progress with your eventsand functions, and think about sustainable management!
● Category number● Checklist

0-1● Category goals

Create an environment where everyone
can freely express their opinions◎Do NOT impose your own values◎Describes guiding principles forsustainable management◆Gives specific examples of initiatives

Before planning an event...

0.

Organization
Development
Rethink groups and teams to achieve sustainability

0-1Create an environment whereeveryone can freely express theiropinions◎Do NOT impose your own values◎Create an environment where people can consult
with someone, rather than dealing withproblems alone

0-2

Think about whether gender-based
decisions are being made within
the group or team
◎Stop using “men” and “women”as the subject◎Avoid dividing roles based on gender

0-3

Promote a common understanding of
the SDGs and sustainability amonggroup members◎Provide opportunities for meetings and study groups◎Create manuals to conduct sustainable activities on
an ongoing basis

0-4

Establish policies and activity
objectives for the group
to contribute to the creation ofa sustainable society◎Create a training system that can regularly review
the sustainability of operations◎Establish a department or person in charge topromote sustainability

0-5Refer to universal manners◎Take the Universal Manners Test

0-6

Expand the range of activities incollaboration with university
authorities, other student groups,and companies◎Research the initiatives of other groups andcompanies, and make requests after preparing
proposals◆The Office of Sophia Sustainability Promotion
supports collaboration and cooperation to conduct
co-sponsored projects with student groups andcollaborative projects with companies

1.

Before EventsPrepare to host events where no one will be left behind

1-1

Choose transportation methods andvenues while considering
environmental conservation,
diversity, and inclusion◎Choose locations that are accessible using public
transportation or on foot◎Check whether there are elevators and the venue
layouts◎Check ahead to see if anyone will need assistancefor mobility

1-2

Promote digitalization
when disseminating information◎Create materials that are downloadable using
QR codesUse universal design for posters
and other promotional materials

1-3◎Create Japanese and English versions(If a large number of people speaking languages
other than Japanese and English are expectedto participate, it is advisable to prepare versions
in those languages as well)◎Consider the size and font of text
◎Create design that are easy to see for people withall kinds of color vision characteristics◆Using universal design fonts is recommended◆Utilize color confirmation smartphone apps and theguidelines of the Tokyo Metropolitan Government

From “the Tokyo MetropolitanGovernment Color Universal Design Guideline”

Reference

１. Consider the hue
２. When making the text another color,
consider the combination with the background color
３. Avoid pastel color combinations
４. Use differences in the brightness and saturation of color

×

1-4○Choose environmentally-friendly
products and universal designs forevents◎Use recycled and recyclable materials for
nameplate straps and novelty items◎Buy something that can be refilled if it will be
used multiple times◎Check the production area and manufacturing
process before choosing products to use◎Utilize subscriptions and rentals of tents anddesks for setting up venues◎Research and choose sustainable prizes andnovelty items
Ex.）Water in paper cartons, fair trade products,
environmentally-friendly paper ballpoint pens, etc

1-5

1-6

Plan and procure food to reducefood loss◎Estimate the required amount in advance andconsider what to do if food is left over◎Prioritize businesses such as restaurants,
caterers, and food trucks that are committed
to reducing food loss

Give consideration to allergies
when providing food◎Conduct preliminary questionnaires aboutallergies and display allergy information

1-7

Be mindful of food restrictions
such as halal and vegetarian◎Review the ingredients used

◎Display the cooking method◆Take-out food is available at Sophia’s Tokyo
Halal Deli & Cafe

1-8

Encourage event participants
to keep sustainability in mind
◎Share activity rules and reminders beforehand
so that everyone can act in an environmentallyfriendly manner

1-9

Assign rooms while considering
gender diversity when using
accommodation facilities◎Conduct questionnaires in advance and respondindividually as necessary◆Refer to ”Our approach to gender and sexual
diversity” on Sophia University’s website

1-10

Check in advance to see whether
prayer rooms or space can beprovided depending on theparticipants in order to ensure
religious diversity during long events

MEMO

2.

During Events

Achieve sustainability as activity organizers and participants

2-1

Monitor the physical conditions ofparticipants, such as by taking
measures to prevent heat stroke◎Establish a set schedule for drinking water◎Create rest spaces◎Avoid or prevent passive smoking

2-2Turn off air conditioning
and lighting in unused rooms orplaces◎Based on recommendations from the Ministryof the Environment, set the temperature to28 degrees Celsius for coolingand 20 degrees Celsius for heating

2-3Choose materials that havea low environmental impact
during activities◎Use cardboard or honeycomb boards that canbe recycled for signs and panels

2-4

2-5

2-6

Keep vehicles in auto start-stopmode when stopped or parked
Promote the use of personal bottles
at venues◎Actively utilize Sophia water dispencers◆At the PRONTO on Sophia University’s campus,
visitors can get a 10 yen discount on eligible
products by bringing their own bottle

Promote the use of personal
containers for food trucks◎Ask participants to bring their own containers
in advance◎Use a container sharing service

Try to provide multilingual support
when holding events for large
numbers of people

2-72-8◎Provide information boards using Japanese,English, or symbols◎Familiarize yourself with ways to communicate
with different kinds of people◆Refer to the “Guidelines for Ensuring Information
Security for People with Disabilities ” issued by
the Cabinet Office

Use language at events that does
not exclude anyone from theperspective of gender, age,religion, etc.
◆Refer to the concept of “microaggressions” forexpressions to use※Microaggression: Discrimination in which a person
unconsciously hurts another person without theintention of hurting or denying the other person

3.

After Events
Continue to operate sustainably and connect itto future activities

3-1

Sort and collect waste generated
at venues◎Prepare multiple trash bins and clearly indicate
trash types by bin◎Recycle what can still be used or be turned inresources

3-2

Reflect on how operations wentsmoothly and what should havebeen confirmed beforehand fromthe perspective of sustainability◎Check the SDGs and the “Before Event” and“During Event” sections of these guidelines
to see if the goals were achieved

3-3

Post your group’s efforts onsocial media and websites◆The Office of Sophia Sustainability Promotion iscovering the sustainable activities of various
groups and posting about them on social media
and websites!

MEMO

Sophia School Corporation Office ofSophia Sustainability Promotion
Established in July 2021. Utilizing the SDGs and the UAPs
(four priorities outlined in the Universal ApostolicPreferences of the Society of Jesus ), it works together
with faculty, staff, and students to collaborate, cooperate,and disseminate information on research, education,
extracurricular activity groups, and social contribution
activities related to sustainability on a daily basis.

Issued on December 8, 2023
Published by
Sophia School Corporation Office ofSophia Sustainability Promotion
Email：sustainability-co@sophia.ac.jp

Sophia University
SDGs＆Sustainability サイト

This booklet is printed using reed paper.

※The reed paper is certified by the Non-Wood Green Products Association of Japan