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.
