Background

We believe strongly in the power of the Northeast Farm to Institution Summit - and gatherings like it - to move us toward a more just, equitable, and regenerative food system. We also know that large events can have a sizable impact on the environment. Since the first Summit in 2015, we have worked hard to make sustainable decisions throughout the program planning process. 

Our 2025 food and sustainability goals are guided by the following principles: 

1. Support local and regional agriculture

2. Promote diverse and inclusive menus

3. Provide an educational experience 

4. Minimize waste

We are grateful to be partnering with the Holiday Inn by the Bay; University of Southern Maine, Portland; and Sodexo on these efforts and value their leadership and enthusiasm in helping us meet our goals. 

We also appreciate all of you for helping us make this a green event. Read on to learn more about our goals and how you can participate. 

Action Plan

We are working with multiple partners to bring delicious, regional food to the Summit. On April 7th, we will host a reception in partnership with Sodexo and University of Southern Maine, Portland. This will be a zero waste event with an emphasis on regional and values-based foods. We are also partnering with Holiday Inn by the Bay for our Summit meals on April 8th and 9th. Our food procurement goals for the Summit include:

• 50 percent of all food and beverage will be sourced from New England farms and food businesses. 

• 100 percent of all meat protein, dairy, grains, oats, greens, and eggs will be sourced from New England farms and food businesses. 

• 20% percent of all food and beverage will be sourced from women, immigrant, and/or BIPOC-led or owned farms and food businesses.

• Prioritize hyper local food businesses in Portland, Maine. 

• Reduce meat options by using meat as a side dish, condiment or flavoring ingredient and provide alternatives for meat.

• Provide recipes and information about featured farms and food businesses so attendees can continue to support local food businesses after the Summit. 

• Offer foods that are relevant and appropriate to a variety of cultures, religions, and geographies.

• Highlight ingredients and recipes of the Wabanaki Nations in Maine

• Increase transparency around where food comes from and who made it through signage and digital displays

• Promote additional local and values-aligned food options for dinner and/or other meals (check out Black Owned Maine’s directory, Gulf of Maine Research Institute’s Tastemakers list, and the Portland Food Map).

The reception on April 7th will be a Zero Waste event, meaning that 90% or more of products will be diverted from the landfill and incinerator through composting, donation, and recycling/reusing. Additional waste reduction goals have been set for the Summit as a whole, including:

• Collect food preferences and allergies prior to the Summit to reduce food waste and ensure that dietary needs are met.

• Donate surplus food using local meal recovery programs. 

• 100% of pre and post consumer food waste that cannot be donated will be composted after the reception on April 7th. 100% of post consumer waste on April 8th and 9th that cannot be donated will be composted. We will work with the Holiday Inn team to track pre-consumer waste as possible. 

• Serve food at food stations (as opposed to a sit down meal) and offer food through a buffet and made-to-order stations to reduce food waste. 

• Work with beverage companies that will retrieve and reuse empty bottles after the event. 

• Eliminate non-compostable single use foodware and plastic water bottles. All foodware will be PFAS-free. 

• 100% of attendees will bring a reusable water bottle and/or thermos to reduce the amount of single-use materials. 

We are lucky to be partnering with venues that share our priorities around sustainability. The reception on April 7th will be held at USM’s McGoldrick Center for Career & Student Success, a LEED Gold Certified building. You can read more about this building’s energy efficiency efforts, on-site renewable energy, use of mass timber, and more here. The Holiday Inn by the Bay is proud to be a part of the IHG Go Green Initiative, an initiative that holds hotels accountable to reducing their environmental footprint. The Holiday Inn has taken several steps in the last few years including LED lighting in all rooms, hallways, and building exteriors; the replacement of guest room HVAC with Energy Star Heat Pumps; the installation of Verdant Thermostat systems that sets temperature limits and turns off system when room is not occupied; and an exterior renovation of Hotel to increase energy efficiency. 

In addition to our goals around food procurement and waste reduction, there are a number of efforts that have become foundational to the our Summits, including:

• Offer rideshare/carpooling opportunities.

• Encourage attendees to use public transportation, bikes, rideshare apps, and carpooling. 

• Encourage room sharing opportunities through Whova. 

• Name tags will be on recyclable cardstock and we will not use plastic sleeves. 

• Name tag lanyards are not date specific and are reused for multiple events

• Avoid using dates on printed materials so they can be reused (e.g., signs). 

• Encourage presenters not to print out handouts unless necessary.

• Use virtual session evaluations forms instead of paper printouts.

• Use recyclable/environmentally friendly materials for posters and large signs. 

• Use recyclable/reusable signs for directions and labeling.

Spotlight on Procurement

100 percent of all meat protein, dairy, grains, oats, greens, and eggs will be sourced from New England farms and food businesses. 

Spotlight on Waste Reduction

100% of post-consumer food waste that cannot be donated will be composted.

What Attendees Can Do:
BYO water bottle or thermos.

Take what you need, eat what you take! You can always come back for more.

Pay attention to signage at the waste receptacles to avoid contamination.

Spotlight on Communications Materials

Our all-digital program significantly reduces our printed materials.

What Sponsors and Presenters Can Do:

Utilize the app, QR codes, and other creative digital strategies to reduce the amount of printed materials you bring to the Summit.

Glossary of terms

Sustainability: Reducing our demand on natural and nonrenewable resources, fostering the growth of robust local economies and ethical industries, and promoting social justice and equitable access to resources and information.

Regional Food: For Summit food procurement we will use a regional food definition, defined as within the six New England states plus 50 miles (where 50% or more of the ingredients are regionally sourced).

Zero waste: 90% or more of products will be diverted from the landfill and incinerator through composting, donation, and recycling/reusing.

Pre-consumer food waste: Organic material, such as food scraps, that are created during the food preparation process.

Post-consumer food waste: Excess food that is partially consumed or has been placed in buffet stations or on dining tables. Post-consumer food waste cannot be donated and must be composted.

Leftover Food: Excess food (ingredients or dishes) that has not been placed in buffet stations or on dining tables. Leftover food that is not required to be temperature controlled can be donated.

Alternative transportation: Using carpools, rideshare apps, buses, bikes, or walking