EVT61704 Sustainable Event Management Chp 13 Standards + Certifications PDF

EVT61704 Sustainable Event Management Chapter 13 Standards & Certifications 1 Learning Outcomes 1. Certifications 2. Event Sustainability Management Systems 2 1. Certifications To help event planners and managers develop sustainable events, there are numerous guides, standards and certification avai...

EVT61704 Sustainable Event Management Chapter 13 Standards & Certifications 1 Learning Outcomes 1. Certifications 2. Event Sustainability Management Systems 2 1. Certifications To help event planners and managers develop sustainable events, there are numerous guides, standards and certification available that generally include 3 issues: 1. Environmental 2. Economic 3. Social Development of guides and certifications are either Government led Industry driven Developed by not-for-profit organisations Purpose of certifications or eco-labels     Recognition of competency Credentials on level of standards acceptable Commitment to ongoing professionalism Establish trust Source: Events And Sustainability - Holmes, Hughes, Mair & Carlsen (2015) 3 1. Certifications - Examples of Sustainable Event Guides, Toolkits & Standards No. Document Publisher Focus 1 ISO 20121 International Standards Organisation (ISO) Detailed guide on all aspects of event management for all types of planned events. 2 BS 8901 Sustainability British Standards in Event Management Institute Standards designed for the events industry for all aspects of sustainability in events. 3 Sustainable Events Guide UK department for Environment, Food and Rural Affairs (DEFRA) A guide to assist government departments to plan sustainable events. 4 Sustainable Events Guidelines Tasmanian Environmental Protection Agency, Events Tasmania Some key points and a check list relating to managing negative environmental and social impacts 5 Yourope Clean’n’Green Awards Yourope – a European festival association Environmental guidelines for music festival Source: Events And Sustainability - Holmes, Hughes, Mair & Carlsen (2015) 4 1. Certifications - Examples of Sustainable Event Guides, Toolkits & Standards (cont’d) No. Document Publisher Focus 6 Event Impacts Toolkit UK Sport, Visit Britain, Event Scotland, London Development Agency, Northwest Development Agency, Yorkshire Forward, Glasgow City Marketing Bureau A toolkit for event planners with good practice guidelines and resources for measuring and monitoring economic, environmental and social impacts 7 Encore Festival and Event Evaluation Toolkit Sustainable Tourism Cooperative Research Centre, Australia A toolkit for measuring the economic impacts of any events type and size. Also include environmental and social impact modules. 8 A Greener Festival A Greener Festival: a not-for-profit company to assist arts and music festivals become more sustainable Awards and good practice guides for sustainable arts and music festivals - focusing on green field festivals Source: Events And Sustainability - Holmes, Hughes, Mair & Carlsen (2015) 5 1. Certifications - Green Meeting Standards There are 9 standards for sustainable meetings and events developed in a collaborative effort, which are the first for the Meetings, Expositions, Events and Conventions (MEEC) industry. Referred to as the APEX/ASTM Environmentally Sustainable Event Standards it covers nine sectors: 5. Exhibits 1. Audio Visual 6. Food & Beverage 2. Accommodation 7. Meeting Venue 3. Communications 8. On-Site office 4. Destinations 9. Transportation Developed by: The US Environmental Protection Agency (EPA) the Events Industry Council Sustainability Initiative the Events Council’s Accepted Practices Exchange (APEX) ANSI Certified International standards development organisation (ASTM) Source: Meetings, Expositions, Events, and Conventions (Fenich, 2019) 6 1. Certifications - Green Meeting Standards (cont’d) Each of the APEX/ASTM Environmentally Sustainable Event Standards is further broken down to eight sub-categories: 1. Staff and management and environment policy 2. Communications 3. Waste Management 4. Energy 5. Air Quality 6. Water 7. Procurement 8. Community partners The APEX/ASTM Environmentally Sustainable Event Standards are designed:     To be measurable In a tiered system to allow for different levels of interaction For planners as well as the suppliers To complement other recognized standards in the MEEC industry, such as the ISO 20121 7 Source: Meetings, Expositions, Events, and Conventions (Fenich, 2019) 1. Certifications – ISO 20121 The ISO 20121 is an international management system, which is equivalent to the British Standard (BS 8901) - Specification for a Sustainability Management System for Events' established in 2007 Created to coincide with the 2012 London Olympics Designed to help MEEC organisations improve on sustainability of events Designed to address all areas in the MEEC industry, with regards to products, services and related activities. Allow organisations to seek certification, upon its successful implementation, through independent accreditation bodies Source: Meetings, Expositions, Events, and Conventions (Fenich, 2019) 8 1. Certifications – Other 3rd party Certifications & Awards Apart from the ASTM/APEX and ISO 20121, there are many other certifications or awards recognized by the MEEC industry, which are primarily for suppliers. B. Catering / Food & Beverage A. Accommodation Marine Stewardship Council (MSC) Green Key Global’s Green Key Fair Trade Certified Eco-Rating Program USDA Certified Organic Leadership in Energy and Green Restaurant Association Environmental Design (LEED) Green Seal Energy Star Qualified Buildings Audubon Green Lodging Program International Tourism Partnership Green Globe 21 Ecotel Certification C. Décor / Trade Show Rentals The Sierra Eco Label VeriFlora The Flower Label Program (FLP) Rainforest Alliance Certification D. Printing / Promotional Gifts Forest Stewardship Council (FSC) The Program for Endorsement of Forest Certification Schemes (PEFC) The Sustainable Forestry Initiative Program (SFI) American Tree Farm System (ATFS) Waterless Printing Association Rainforest Alliance Green Seal Source: Meetings, Expositions, Events, and Conventions (Fenich, 2019) 9 Learning Outcomes 1. Certifications 2. Event Sustainability Management Systems 10 2. Event Sustainability Management Systems Many organisations think that sustainable events are difficult and expensive to organise. Here are some suggestions by the Events Industry Council Sustainability Initiatives that would help make events more sustainable 1. Create a Plan 2. Engage Internal Stakeholders to Gain Support 3. Engage Vendors (Suppliers) for Support 4. Track Performance 5. Communicate Results and Celebrate Success 6. Be Innovative 11 Source: Meetings, Expositions, Events, and Conventions (Fenich, 2019) 2. Event Sustainability Management Systems 1. Create a Plan 2. Engage Internal Stakeholders Identify the event’s Establish a sustainable sustainability objectives. policy for the event Identify WHAT specific organising team activities that leads to The policy should reflect achieving the objectives the internal values of the (e.g. % of waste diversion, organisation % of local food products) Include Key Performance Ensure that the policy is supported by the event’s Indicators (KPIs) to track green efforts HOW the plan is progressing Identify WHO is accountable for its success 3. Engage Vendors Inform vendors of the event’s green objectives so they are aware and support Include into RFPs for vendors to report on data needed to track and achieve the event’s green performance (e.g. carbon miles, generated waste volume). Use the 1st report as benchmark for subsequent events 12 Source: Meetings, Expositions, Events, and Conventions (Fenich, 2019) 2. Event Sustainability Management Systems 4. Track Performance Monitor and track performance of the event’s green action plan. Ensure results are accurately recorded After the event, use the results of the 1st event to plan for future events 5. Communicate Results With continuous improvements, be sure to share successes along the way Announce progress of the event’s green efforts to attendees, sponsors, the industry and the media (e.g. money saved, trees planted) Quantify results to encourage future support 6. Be Innovative Create rewarding experiences for achieving the event’s green objectives – especially for attendees Align fun activities with attendees’ sustainable needs (e.g. a yoga break, human powered energy stations) Attendees will remember and appreciate 13 Source: Meetings, Expositions, Events, and Conventions (Fenich, 2019) 2. Event Sustainability Management Systems EXAMPLE: Sustainable Procurement with ISO 20400 Source: https://www.youtube.com/watch?v=8K-XDp4ABfM 14 2. Event Sustainability Management Systems Best Practices (Guide) After establishing a system, there are also some best practices that can be incorporated for event organisers to adopt. i. Use of Technology ii. Choosing Location Destinations iii. Reduce, Reuse and Recycle (3Rs) iv. Volume Up v. Eat Local vi. Decorate with Nature vii. Use Paper Wisely viii. Save Energy ix. Communicate to Everyone 15 Source: Meetings, Expositions, Events, and Conventions (Fenich, 2019) 2. Event Sustainability Management Systems Best Practices (cont’d) Additional best practices that event organisers could adopt. i) Use of Technology There are many free Apps, which are easy to use. Attendees will also appreciate the convenience of having such facilities and information at their fingertips Find appropriate Apps that could help achieve the event’s sustainability objectives. Example: eliminate printed materials by posting information on social media pages, website or on mobile phone Apps. ii) Choosing Local Destinations Air travel generates 90% of an event’s carbon footprint Where possible, choose the event’s destination closer to where most attendees live to reduce travel distance If air travel is necessary, select event venues that are near airports or locations within walking distance, or where public transportation options are available. 16 Source: Meetings, Expositions, Events, and Conventions (Fenich, 2019) 2. Event Sustainability Management Systems Best Practices (cont’d) Additional best practices that event organisers could adopt. iii) Reduce, Reuse, Recycle (3Rs) Ensure recycled bins are provided at the event Train staff, crew, volunteers on proper ways to recycle Signages should be displayed prominently at venues to indicate accessibility for recycling of papers, metal, plastic, glass or general waste Negotiate in advance with caterers and food vendors to establish food waste composting options or excess food giveaways programs, and use of non-disposable serviceware iv) Volume Up Encourage vendors to avoid using disposable packaging or individually wrapped products, by using bulk dispensers Examples are general dispensers for shampoo at hotels, or sugar, salt and pepper containers instead sachets/packets Announce to participants on BYO containers for refillable drinking water and indicate locations of water refill stations via website/mobile Apps Offer sponsorship opportunities for companies to provide refillable options in bulk (e.g. beverage counters) 17 Source: Meetings, Expositions, Events, and Conventions (Fenich, 2019) 2. Event Sustainability Management Systems Best Practices (cont’d) Additional best practices that event organisers could adopt. v) Eat Local Specify to food caterers and food stall vendors to use local fruits and vegetables that are in season Promote awareness and uniqueness of local produce to event attendees. Offer more options for vegetarian meals Confirm head counts of attendees to avoid or minimize food wastage vi) Decorate with Nature Use local plants and flowers in pots where decorations are needed Where possible, offer the potted plants/flowers as gifts or prizes to reduce wastage at end of event Negotiate with local charities or organisations to collect the donations of flowers or plants vii) Use Paper Wisely If printed materials are required, choose materials that are chlorine free, recycled paper and/or vegetable-based ink Offer print-on-demand options or charge for offset on printing to discourage Source: Meetings, Expositions, Events, and Conventions (Fenich, 2019) 18 2. Event Sustainability Management Systems Best Practices (cont’d) Additional best practices that event organisers could adopt. viii) Save Energy Set policies to use venues and lodgings that practice energy efficiency Coordinate with vendors and venue providers to ensure lights, audio visual equipment and air conditioning are switched off when not in use. Display reminders for attendees to conserve energy at lodgings and not to have electronics plugged in or powered on unnecessarily. ix) Communicate to Everyone Announce to all stakeholders (attendees, volunteers, speakers, sponsors, vendors and staff) of the event’s sustainability goals and expectations of their role as event partners. Communicate clearly to encourage and secure their active participation Communicate regularly to offer updates on what is achieved and include them when celebrating successes. 19 Source: Meetings, Expositions, Events, and Conventions (Fenich, 2019) 2. Event Sustainability Management Systems Evaluation of Sustainable Efforts Measure it to manage it - Sustainable efforts have to be measured to ensure that management could be done effectively. Examples of tools to measure and evaluate event’s green efforts: a) MeetGreen Calculator 2.0 b) Sustainable Meeting Planner Program (SMPP) c) Sustainable Event Management System (SEMS) 20 Source: Meetings, Expositions, Events, and Conventions (Fenich, 2019) 2. Event Sustainability Management Systems Evaluation of Sustainable Efforts (cont’d) a) MeetGreen Calculator 2.0    Allows event organisers to capture valuable information throughout the event’s planning process, and present accomplishments and areas for improvement in easy to see visuals. Assess event management practices and measurable outcomes in 14 key categories Enables audit of environmental impact of event’s activities. The MeetGreen® Calculator measures whether specific practices related to air quality, waste management, water conservation, energy efficiency and environmental purchases were requested, available, and implemented as well as the final quantitative outcomes. Reports allow you to benchmark against previous years’ data, as well as compare against other events. The MeetGreen Calculator 2.0 is new, improved, user friendly, and state-of-the-art. Find out more at: https://meetgreen.com/products/meetgreen-calculator/ Source: Meetings, Expositions, Events, and Conventions (Fenich, 2019) 21 2. Event Sustainability Management Systems Evaluation of Sustainable Efforts (cont’d) b) Sustainable Meeting Planner Program (SMPP)  A set of policies and detailed procedure to follow sustainability standards (ISO 20121) while planning events.  It is used to “educate, plan, score, improve, audit, report and list” an event’s sustainability rating  Secure industry partners to offer support and discounts as part of the program The SMPP® System is the ONLY on-line system certified to meet the ISO 20121 Event Sustainability Management Systems standards. The SMPP® system includes a Manual and fillable forms with your ready-to-use company event sustainability policies, procedures, goals, measurable objectives, scoring forms, checklists, industry compliance forms and reporting templates to achieve ISO 20121 certification. Find out more at https://www.certifysustainability.com/ Source: Meetings, Expositions, Events, and Conventions (Fenich, 2019) 22 2. Event Sustainability Management Systems c) Sustainable Event Management System (SEMS)  Sustainably managed events bring positive results for local and global society. A Sustainable Event Management System (SEMS) is the process of managing sustainable development issues by an event organiser in the designing and organising their events.  It follows sustainable development principles in order to achieve strategic goals to serve the economic, environmental and social interests of organisers, and interested parties such as participants and host communities. Similar to Chapter on Delivery of Sustainable Events Find out more at: https://sustainable-event-alliance.org/what-is-a-sustainable-event-management-system/ Source: https://sustainable-event-alliance.org/what-is-a-sustainable-event-management-system/ 23 Discussion # 1 What’s In It for Them Discuss reasons for the development of guides and certifications to be: a) Government led b) Industry driven c) by not-for-profit organisations 24 Discussion # 2 Discuss the challenges that may arise when sustainable event management systems include external stakeholders 25 Discussion # 3 Apart from bulk refillable for drinking water, discuss other options where sponsorship opportunities could be offered at an event 26 Any Questions? The End 27