Understanding Sustainable Event Management
- by Jacqueline Spence
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Sustainability has become a vital aspect of business operations globally, and the event management industry is no exception. As governments increase incentives to promote sustainability, event organizers are under mounting pressure to minimize the environmental impact of their events. The implementation of sustainable event management practices not only aligns with global environmental goals, but also presents opportunities for businesses to lead in eco-friendly innovations. But what is sustainable event management? Why does it matter? And how can event producers adopt practices to support this global shift toward sustainability?
The Importance of Sustainable Event Management
Sustainable event management refers to the integration of environmental, social, and economic principles into all planning, execution, and post-event processes. The objective is to minimize the negative impacts of events on the environment, whilst promoting positive contributions to society and the economy.
The drive for sustainability in event management has intensified in recent years, with government mandates such as President Biden’s 2021 executive order playing a critical role. The executive order outlined ambitious targets, including a 65% reduction in federal greenhouse gas emissions by 2025. Private businesses and event organizers are increasingly looking for ways to contribute to these goals, especially since in person events — often resource-intensive — are major contributors to carbon emissions.
The event industry is a significant area of concern when it comes to sustainability. On average, a single event attendee generates approximately 1.5 tons of carbon emissions, making the sector a crucial target for carbon reduction efforts. From travel and accommodations, to energy use at venues, events have a large environmental footprint. Reducing this footprint is not only an environmental imperative, but can also be a cost-saving and branding advantage for event organizers.
Key Benefits of Sustainable Event Management
1. Environmental Responsibility:
Sustainable event management focuses on minimizing waste, reducing carbon emissions, conserving energy, and making ethical choices when sourcing materials. By taking steps such as using renewable energy sources, promoting digital alternatives to printed materials, and reducing food waste, event organizers can significantly reduce their environmental impact.
2. Social Impact:
Sustainable event management practices are also centered on social responsibility. This includes promoting diversity and inclusion, ensuring the well-being of workers and participants, and supporting local communities by choosing ethical suppliers. Events that align with social values not only attract more conscious consumers, but also build long-term community support.
3. Economic Benefits:
Many sustainable practices, such as reducing energy consumption and minimizing waste, can lead to cost savings. Furthermore, businesses that demonstrate leadership in sustainability can enhance their brand reputation, and attract more clients and sponsors who are eager to associate with environmentally responsible organizations.
The Role of International Standards in Sustainable Event Management
As awareness around the need for sustainability in the event industry grows, so does the adoption of international standards that provide guidelines for sustainable event production. The ISO 20121 standard, developed by the International Organization for Standardization, is one such benchmark for sustainable event management. It offers a comprehensive framework for improving the sustainability of events, and providing best practices for managing the environmental, social, and economic aspects of event organization.
Many event venues and production companies are now adopting ISO 20121 to demonstrate their commitment to sustainability. By meeting this standard, venues can ensure they are minimizing their environmental impact and maximizing their positive contributions to society. The standard covers all aspects of event production, from the use of materials and energy, to how venues are operated, and how waste is managed.
For instance, venues implementing ISO 20121 may take steps to ensure that their lighting and sound systems are energy efficient, that they use water-saving fixtures, or that waste is diverted from landfills through recycling and composting programs. By adopting such measures, venues and event producers can not only meet international standards, but also support government sustainability initiatives like those outlined in President Biden’s executive order.
The Role of Technology in Sustainable Event Management: Hybrid Events
One of the most impactful ways event organizers can reduce their carbon footprint is by utilizing hybrid event platforms. A hybrid event combines in-person and virtual components, allowing participants to engage in the event from different locations without the need for travel. This not only expands the reach of the event but also dramatically reduces the environmental impact.
Studies have shown that hybrid events can help cut carbon emissions by as much as two-thirds. When participants attend virtually, the need for travel, hotel accommodations, and other logistics that contribute to carbon emissions is significantly reduced. Furthermore, virtual events use far less energy compared to the operational costs of running large venues for in-person attendees.
Hybrid events also contribute to cost savings for both organizers and attendees. Event organizers can reduce the need for physical space, food, and other resources, while attendees can avoid travel costs. This creates a win-win scenario where sustainability goals are met without sacrificing the quality or reach of the event.
How to Implement Sustainable Practices in Event Management
For event organizers looking to adopt sustainable event management practices, several steps can be taken:
1. Venue Selection:
Choose venues that are committed to sustainability, ideally those certified with ISO 20121 or other environmental standards. Look for venues that use renewable energy sources, have efficient waste management systems, and are easily accessible by public transportation. Wherever possible, adopt a hybrid model that allows you to downsize your venue requirements, saving money and cutting emissions.
2. Transportation:
Encourage attendees to use eco-friendly transportation options such as public transport, biking, or carpooling. For hybrid events, reduce the need for long-distance travel by offering robust virtual participation options.
3. Reduce, Reuse, Recycle:
Minimize waste by reducing the use of single-use plastics, using digital alternatives to printed materials, and offering recycling and composting options at the event.
4. Energy Efficiency:
Choose vendors that use energy-efficient lighting, heating, and cooling systems. Where possible, source energy from renewable sources such as solar or wind power.
5. Catering and Food Waste Management:
Source food locally to reduce transportation emissions, and choose caterers that emphasize organic, sustainable, or plant-based options. Implement strategies to reduce food waste, such as donating surplus food to local charities.
6. Carbon Offsetting:
For any emissions that cannot be eliminated, consider purchasing carbon offsets. This involves investing in environmental projects, such as reforestation, to balance out the carbon footprint of the event.
7. Educate and Communicate:
Make sustainability a key message of the event. Inform attendees about the sustainable practices being implemented, and encourage them to participate in reducing the event’s environmental impact.
Conclusion
As governments and international organizations push for more sustainable business practices, event producers have a unique opportunity to lead by example. Sustainable event management is not just a trend; it’s a necessity in today’s world. By adopting practices that reduce carbon emissions, conserve resources, and contribute to social and economic well-being, event organizers can make a positive impact on both the planet and their bottom line.
The future of the event industry is undoubtedly green, and those who embrace sustainability will not only support global goals, but also build more resilient and forward-thinking businesses.
Developing an Effective Crisis Communication Plan
- by Jacqueline Spence
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In today’s fast-paced world, where information spreads instantaneously, businesses face significant challenges when it comes to managing crises. Whether it’s a natural disaster, a cyberattack, or a PR scandal, the ability to communicate effectively during a crisis can make the difference between sustaining long-term success, or facing irreparable damage.
In a recent GlobalMeet webinar crisis communication experts Elizabeth Ortega and Michele Dobnikar explored how businesses can develop a robust crisis communication plan that ensures business continuity and mitigates risks
Importance of a Crisis Communication Plan
A crisis communication plan is a strategic tool that prepares businesses for the unexpected. It establishes clear protocols for communicating with both internal and external stakeholders during times of crisis. The plan ensures that businesses can quickly respond, provide accurate information, and maintain trust with their audiences.
Elizabeth Ortega, founder of ECO Strategic Communications, emphasized that one of the most critical aspects of crisis communication is to “seize the narrative.” Ortega advises businesses to be proactive in addressing crises rather than allowing external forces — such as the media or competitors — to control the story, explaining that “the first narrative often sticks in people’s minds.” Once the crisis becomes public, it’s much harder to change perceptions, so businesses must get ahead of the news, and establish their version of events early.
Michele Dobnikar, president of GlobalMeet, echoed this sentiment, emphasizing that “being prepared” is key. She noted that companies often don’t have time to formulate a communication strategy once a crisis occurs, which is why planning ahead is essential. “You must have the ability to communicate immediately,” she stated. Having a comprehensive crisis communication plan in place allows businesses to react swiftly, and minimize any fallout.
Key Elements of a Crisis Communication Plan
A well-developed crisis communication plan should include the following key components:
1. Clear Chain of Command
Establishing a clear hierarchy of decision-makers is vital in a crisis. Businesses should have designated leaders responsible for making decisions and communicating with both internal and external stakeholders. This ensures that the organization speaks with a unified voice and avoids conflicting messages. As Ortega noted, “leadership must work closely with communications teams to ensure clarity and consistency in messaging.”
2. Proactive Communication
Both Ortega and Dobnikar stressed the importance of proactive communication. While it might seem counterintuitive, addressing potential crises before they escalate can prevent more significant issues later. Proactive communication can involve anything, from responding to media inquiries, to keeping employees informed about sensitive matters. Dobnikar shared an example of a large global company she worked with as an example of best practice. They regularly updated a list of key personnel to be engaged during a crisis, and tested their communication systems quarterly.
3. Internal and External Communication Strategies
A successful crisis communication plan must account for both internal and external audiences. Internal audiences, such as employees, play a critical role in maintaining business continuity. Keeping them informed helps prevent misinformation and rumors from spreading. As Dobnikar pointed out, during a crisis such as a natural disaster or cyberattack, regular communication with employees is crucial. “Remaining calm sets the tone for how the organization responds, and helps keep emotions under control.”
Externally, businesses need to communicate effectively with customers, clients, media, and the public. In times of crisis, transparency is essential to maintaining trust. Ortega emphasized the need for businesses to address the situation head-on: “Acknowledge what the issue is, develop resources to correct the situation, and explain how you will avoid similar issues in the future.”
4. Regular Updates and Testing
Crisis communication plans should be treated as dynamic documents, subject to regular review and testing. Both experts agreed that, at a minimum, businesses should review their plans annually. Though ideally, quarterly reviews would provide more agility. These reviews should involve cross-functional teams, including legal, Human Resources, and communications, to ensure that all potential risks are considered, and that everyone is aligned on how to handle different types of crises.
In addition to regular reviews, businesses should also test their crisis communication plans through drills and simulations. Dobnikar shared her experience of working with a company whose proactive testing of their business continuity plan during a wildfire saved both their operations, and their employees, noting that “having a well-thought-out plan allows you more headspace to handle unexpected nuances.”
Business Continuity and Disaster Recovery (BCDR)
A crisis communication plan is closely tied to broader business continuity and disaster recovery (BCDR) strategies. These plans ensure that critical business functions can continue during and after a disaster. Dobnikar shared an example of how her previous employer handled a wildfire crisis. Employees were evacuated from their homes, and the company had to act quickly to relocate staff whilst continuing to serve clients. Thanks to a well-tested business continuity plan, they were able to run the business with minimal disruption.
“Facing business risks head-on with a proactive, informed, and structured approach helps protect the organization and ensures resilience,” Dobnikar explained. Having a BCDR plan in place can prevent operational downtime and safeguard critical data and infrastructure during a crisis.
The Role of Virtual Events in Crisis Communication
Virtual events have emerged as a powerful tool for crisis communication. In the wake of the COVID-19 pandemic, many organizations turned to virtual platforms to communicate with stakeholders during times of uncertainty. Michele Dobnikar, whose expertise lies in virtual events, highlighted the advantages of using these platforms in crisis situations.
Virtual events allow businesses to communicate quickly and effectively with large audiences, providing real-time updates, and addressing concerns as they arise. They also offer interactive features such as polls and participant analytics, enabling organizations to gauge audience reactions and adjust their messaging accordingly.
Elizabeth Ortega added that video communication plays a crucial role in building trust during a crisis. “Seventy percent of what we communicate is non-verbal,” she said, emphasizing the importance of body language and facial expressions in conveying authenticity. Virtual events give businesses the opportunity to put a face to their response, reducing anxiety, and fostering a sense of connection with their audience.
Conclusion
Developing an effective crisis communication plan is essential for any organization looking to protect its reputation and ensure business continuity. As Elizabeth Ortega and Michele Dobnikar emphasized in their webinar, businesses must be proactive in seizing control of the narrative, communicating transparently with stakeholders, and regularly reviewing and testing their crisis communication strategies.
Incorporating virtual events into crisis communication plans can provide a dynamic and cost-effective way to reach audiences quickly and authentically. By preparing ahead of time and maintaining clear lines of communication, businesses can navigate even the most challenging crises while preserving trust and minimizing damage.
With the right crisis communication plan in place, organizations can not only survive a crisis, but emerge stronger and more resilient than before.
GlobalMeet Named Best Events Technology in 2024 Global Tech Awards
- by Jacqueline Spence
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Virtual event technology leader recognized for excellence in design, impact, creativity, and ease of use.
PHOENIX (October 22, 2024) – GlobalMeet, a leader in virtual event technology, today announced its selection as the winner of the international 2024 Global Tech Awards’ Events Technology category. This recognition underscores GlobalMeet’s unwavering commitment to providing scalable, reliable, and innovative solutions for training, webcasting, webinars, and virtual events.
GlobalMeet’s world-class webcasting solution allows companies and audiences to interact in a secure environment from locations worldwide. GlobalMeet stands out from its competitors with its unique hybrid offerings and advanced AI capabilities, which allow any camera-enabled device to facilitate more intuitive virtual event interactions. Additionally, its exceptional content captioning features create a more inclusive environment for all participants, ensuring audiences feel comfortable and can engage in their native language.
The Global Tech Awards recognizes outstanding achievements of tech organizations and professionals who are making an impact worldwide by creating and delivering innovative technologies that drive progress and shape the future of technology. The 2024 award program highlights 200 winners, including organizations and individuals, across 106 categories, evaluating entries across four criteria markers, including design, impact, creativity, and ease of use.
GlobalMeet’s recognition as the only winner in the Events Technology category is a testament to the company’s dedication to improving overall event experiences for users and their audiences.
“The ‘Best Events Technology’ in the 2024 Global Tech Awards is our fifth industry award this year naming GlobalMeet the best or a key player in the event technology platform market,” said Kim Niederman, CEO of GlobalMeet. “GlobalMeet is often favored by Fortune 500 organizations requiring enterprise-level solutions for managing internal and external communication need, leveraging our 99.999% reliability for the past 25+ years. Our focus on innovation in collaboration with our customers is constantly reshaping the future of hybrid and virtual events.”
Information about the 2024 winners of the Global Tech Awards can be found here. GlobalMeet’s other awards and recognitions this year are from Eventex, Julius Solaris, Martech, and the Titan Awards.
About GlobalMeet
50% of North America’s largest banks, biotech, energy, hospitality, insurance, life sciences, pharmaceutical, technology, and the world’s largest accounting firms, responsible for auditing 90% of the Fortune 500, trust GlobalMeet as their preferred webcasting provider for more than 25 years. GlobalMeet scales to the largest audiences because we own and operate our own global streaming-as-a-service infrastructure. The GlobalMeet hybrid events, training, webcasting, webinar, and virtual events platform is fully customized to use your branding. GlobalMeet delivers full HD video and high-fidelity audio that scales to the largest audiences with chat, polling, Q&A, and surveys for audience engagement. GlobalMeet’s experienced event producers deliver professional onboarding, targeted training, managed event production, and real-time support to ensure your success. Enabling On-Demand and Simulated Live playback of recorded events, your audience can watch at their convenience, supported by a full suite of captioning, transcription, and translation capabilities. Reporting and analytics provide a comprehensive view of events, attendees, presenters, content, and engagement while integrating with your CRM. When your message matters™, our people make sure your people look and sound their best as we take care of all the technical details before, during, and after each event with 24/7 LIVE support. For more information, visit www.globalmeet.com.
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