better event measurement

The Future is Measured

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Why Better Event Measurement Means Better Event Planning

In the world of the event professional, the call for sustainability is no longer a whisper but a shout through the corridors of conference halls, the fields of festivals, and the digital spaces of virtual events.

Your attendees are not looking for you to solve the world’s problems via your event. But they are looking for you to publicly keep your promises to deliver sustainably.

Sustainability begins with an understanding of the impact of events – and to understand impact you need measurement. To plan sustainably, event planners must delve into the world of carbon footprints then extend their gaze beyond, and embrace an intricate web of analytics and data insights.

The crucial first step: carbon footprint calculation

Carbon footprint calculation is the cornerstone of sustainable event planning. It offers a quantifiable measure of the environmental impact that an event has through the emissions of greenhouse gases (GHG). By meticulously tracking everything from energy consumption of the venue to the transportation used by attendees, event planners can grasp the carbon costs of their events. Our own product Track is designed to make this simple for event planners with no need for data input or training on the part of the event planner.

But, calculating a carbon footprint isn’t just about tallying up numbers. It’s an exercise in environmental awareness, spotlighting the areas where an event’s environmental impact is most significant. Whether it’s through destination & venue selection, energy-efficient lighting, electronic ticketing, or sourcing local food to reduce transport emissions, each decision is a step towards a smaller carbon footprint.

Beyond carbon: the spectrum of sustainability metrics

Sustainability doesn’t begin and end with carbon. It covers a much broader spectrum that includes water usage, waste generation, and even the socioeconomic impacts on the local community. Effective sustainability measures requires a 360 degree view that captures not just the environmental, but also the social and economic aspects of an event.

For instance, water usage at events, often overlooked, can be substantial. Measuring this usage not only helps in reducing consumption but also in setting benchmarks for future events. Similarly, waste management – quantifying it, adopting ways to minimise it, and finding pathways for recycling and composting – plays a crucial role in sustainable event planning.

Complex decisions require in-depth measurement

Event planning is a series of complex decisions, each with its own sustainability implications. To make informed choices, event planners should use robust measurement tools that provide in-depth insights into every aspect of the event. event:decision has a suite of interlocking tools designed just for this purpose.

Insights call for detailed life cycle assessments of products and services used, evaluation of the supply chain for sustainability credentials, and analysis of attendee behaviour for insights into sustainable practices. The objective is to establish a holistic sustainability framework that can guide every decision, from the most mundane to the most significant.

The role of data insights and analysis

Don’t be frightened! Data insights and analysis are the compass by which event planners can navigate the rough seas of sustainability. Through careful data collection and analysis, planners can identify trends, predict outcomes, and assess the effectiveness of their sustainability initiatives. This can be a really simple process.

For example, by analysing the travel patterns of attendees, planners can offer more sustainable transport options or even adjust the event location. By gathering data on resource consumption, planners can identify opportunities for using renewable resources or cutting down on unnecessary usage.

Implementing sustainable event technology

Technology plays a crucial role in facilitating better measurement and analysis. Event technology can track real-time data on resource consumption, manage waste more efficiently, and even measure attendee engagement with sustainability initiatives.

From apps that help attendees travel more sustainably to platforms that facilitate virtual attendance – thus reducing the event’s carbon footprint – technology should be an enabler of sustainability, as well as the means to measure it. It also serves as a medium for transparency, allowing event planners to share sustainability metrics with stakeholders, thereby fostering an ethos of accountability.

This allows you to make your attendees feel good about attending, surely a must-have for all planners.

Challenges and opportunities

Measuring sustainability is not without its challenges. It requires a concerted effort from all stakeholders involved in an event, and it necessitates investment in the right tools and expertise. However, the opportunities it presents are significant. By adopting rigorous measurement practices, event planners can not only reduce the environmental impact of their events but also position themselves as leaders in the domain of sustainable event planning.

Will you get all the credit for delivering sustainably? Probably not.

But as someone once said:

It’s amazing what you can achieve when you don’t care who gets the credit.

To find out more about how we could work with you to achieve all your event sustainability and event measurement goals in 2024, get in touch.

 

the three 'why?'s of event sustainability

The Three ‘Why’s? in Event Sustainability

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Although sustainability in events encompasses many different motivating factors there are three ‘why?s’ most fall under: moral, legal and commercial.

Here’s event:decision’s summary of how to use these key drivers to get C-Suite attention and buy-in. And why you should.

The ‘Moral’ why: building trust, reputation, and ethical standards

The moral case for sustainability in the events industry is driven by a commitment to leave a positive impact on society and the environment. It stems from the belief that businesses hold a responsibility that extends beyond financial gains to include social and environmental stewardship.

Your audience doesn’t expect your business to solve all the planet’s problems. They do expect your event to deliver on the promises your business has committed to.

You can make money and do good; you can pursue something that has a purpose but also make it good for your brand.

Trust as a foundation for sustainable relationships

Trust is the cornerstone of any successful event. It encompasses the confidence that stakeholders, including attendees, sponsors, and the local community, place in an event organiser’s ability to deliver not only a remarkable experience but also to act responsibly towards people and the planet. Building trust requires transparency in operations, honest communication regarding sustainability efforts, and consistent delivery on sustainability promises.

Reputation: the intangible asset

An event’s reputation is a valuable but intangible asset. It is shaped over time through public perception and direct experience with the event’s brand. A visible commitment to sustainability will enhance your reputation, as it reflects a conscientious approach to business that resonates with public sentiment. Events that are perceived as ethical and responsible can often command a premium, attract better talent, and achieve higher levels of attendee satisfaction and loyalty.

Business ethics: the blueprint for behaviour

Business ethics are the principles that guide an event’s decisions and actions. They encompass a wide range of issues, from environmental stewardship and fair labour practices to anti-corruption measures and economic justice. By integrating these ethical considerations into the planning and execution of events, organisers can demonstrate moral leadership that not only sets industry standards but also contributes to a more equitable and sustainable future.

Operationalising moral values

Operationalising these moral values means embedding them into every facet of event planning and management. It entails conducting thorough ethical assessments of suppliers, choosing venues that are committed to sustainable practices, and designing events that minimise environmental impact while maximising social benefit.

By focusing on building trust, safeguarding reputation and adhering to rigorous business ethics, the moral driver of sustainability becomes a powerful force that not only shapes the operational approach of the events industry but also its broader impact on society and the environment.

This moral compass is crucial for guiding the industry towards a future where the success of an event is judged not only by its financial outcomes but by the positive legacy it leaves behind.

The ‘Legal’ why: navigating the framework of sustainability

The legal driver of sustainability in the events industry is becoming increasingly significant as both governments and NGOs worldwide introduce regulations aimed at reducing environmental impacts. In the UK, the legislative landscape is rapidly evolving, with a clear trajectory towards greater accountability and transparency in sustainability practices.

Climate Change Act: a benchmark for progress

The 2019 Amendment to the UK’s Climate Change Act has set an ambitious target for the country to achieve net-zero greenhouse gas (GHG) emissions by 2050, with an interim goal of a 50% reduction by 2030. This mandate acts as a benchmark for progress, compelling event organisers to rigorously assess and improve their carbon footprint.

For the events industry, this means rethinking every aspect of event planning and management, from your choice of venues and suppliers to transportation and waste management. Our sector must innovate to find new ways to reduce emissions, including consideration of digital solutions or hybrid events that can reduce the need for physical travel.

Streamlined energy and carbon reporting (SECR)

SECR is another critical piece of legislation that requires companies to report their energy use and carbon emissions. For event organisers, this means they must now have in place robust mechanisms for tracking and reporting energy consumption, whether it’s venue lighting, heating, or the power used by audio-visual equipment.

Corporate Sustainability Reporting Directive (CSRD)

The introduction of the Corporate Sustainability Reporting Directive (CSRD) in the European Union marks a significant step towards enhancing corporate transparency and accountability regarding environmental, social, and governance (ESG) matters.

As you would expect, it’s a complex piece, but essentially widens the reporting of carbon emissions from circa 9,000 to around 50,000 companies. Whilst few of these companies are event planners at heart, they are all event-industry customers.

The CSRD applies to three primary groups of companies: (1) all large companies in the EU, (2) small & medium enterprises listed on EU-regulated markets, and (3) non-EU companies with substantial business in the EU.

Will you be prepared when they ask you for data on the event you are planning for them?

Beyond compliance: leveraging legal drivers for innovation

While meeting legal requirements is a necessary aspect of sustainability, forward-thinking event organisers can leverage these drivers as opportunities for innovation.

By anticipating and exceeding legislative demands, events can achieve competitive advantage, build stronger stakeholder relationships, and enhance their reputation as industry leaders in sustainability.

Integrating legal drivers into strategic planning

Effective integration of legal drivers into event planning requires a proactive approach. Event organisers should stay abreast of legislative developments, engage with sustainability experts to understand the implications for their operations, and embed compliance into the core of their strategic planning processes.

The legal driver of sustainability is a dynamic and rapidly evolving force shaping the future of the events industry. By understanding and responding to the complexities of legislation such as the UK’s Climate Change Act, SECR, IFRS, and CSRD, event organisers can not only avoid the risks associated with non-compliance but also pave the way for a more sustainable and resilient industry. The need for compliance stimulates innovation, elevates ethical standards, and, ultimately, catalyses the transition towards a greener economy.

The ‘Commercial’ why: the economic incentive

Commercial drivers highlight the financial advantages of integrating sustainability into event planning and execution.

Contrary to outdated beliefs that sustainability comes at the expense of profitability, current evidence suggests that sustainable practices can enhance economic performance. Sustainability is now a core component of brand building in the events industry. Events with robust sustainability credentials can generate considerable goodwill and customer loyalty, as seen with brands like IKEA and Patagonia in consumer markets.

If you think that the event industry sits outside the models of our larger customers, think again. McKinsey have demonstrated the effectiveness of sustainability and profitability and also detail the (much more advanced than events) transition of another whole industry .

Innovating business models

The shift towards sustainability is leading to new business models. For instance, events focusing on sustainability will attract sponsors keen to associate with green initiatives, potentially creating new streams of revenue. event:decision is already seeing specific ESG-focussed sponsorship packages at major exhibitions.

Managing assets and costs

Events have to manage their physical and financial assets carefully. In a world where natural resources are becoming scarcer, and environmental risks are increasing, sustainable practices help manage costs and protect investments. For example, using renewable energy sources for events can buffer against the volatility in fossil fuel markets.

The value of efficiency and resilience

Sustainability can enhance operational efficiency and resilience. Events that minimise resource use or adopt circular economy principles can realise cost savings and avoid disruptions from supply chain issues. Moreover, sustainable practices can improve the reliability and predictability of event-related logistics.

Enhancing productivity and engagement

A sustainable event planning company is an appealing workplace. It will an attract employees who are motivated by environmental and social causes, which will lead to enhanced productivity and lower turnover rates. It can also foster greater engagement from all stakeholders, including suppliers, attendees, and the local community, leading to a more successful and impactful event.

Each of these three ‘why?s’ on their own make a compelling argument for a focus on sustainability in events, taken together they are impossible to ignore. If you would like to find out more about how we could work with you to achieve all your event sustainability and event measurement goals in 2024, get in touch.

 

Why is event greenwashing so easy?

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In events, the distinction between genuinely sustainable practices and greenwashing is critical.

Why is the events industry awash with dubious gestures which don’t achieve meaningful sustainability but make everyone feel better? Here are some of the examples of greenwashing we’ve spotted, and what to do instead.

Token gestures

Token gestures, such as planting a tree for every sale or small donations to local charities, can be thought of as easy ways to claim ‘sustainability’. However, they’re superficial. They may create a feel-good factor but they simply don’t address the deeper environmental impact of events. For example, while planting trees is undoubtedly a good thing for many reasons, it likely won’t compensate directly for the extensive carbon emissions or waste generated by many large events.

The offsetting con

Carbon offsetting is a strategy frequently employed by event organisers, investing in environmental projects to ‘balance out’ their carbon footprint. However, this can be misleading or even harmful. Continuation of harmful practices, like excessive energy use or extensive travel, followed by simply offsetting these emissions, just doesn’t equate to genuine sustainability. It’s akin to a diet where you eat junk food all week and eat a salad on Sunday, hoping it balances out. There’s also evidence of environmentally detrimental projects in the carbon offsetting industry, meaning you may not actually be achieving what you think you’re paying for.

Selective reporting and misleading metrics

Selective reporting, such as boasting about banning single-use plastics but remaining silent on other environmental impacts, is a red flag. An event claiming sustainability while facilitating a thousand business-class long-haul flights is an example of a very skewed portrayal. Selective disclosure creates a distorted image of an event’s true environmental impact.

Incongruous sponsorships

Partnering with sponsors whose values contradict the event’s sustainability goals is another form of greenwashing. On a larger scale, World Rugby’s partnership with Total Energy or British Cycling’s with Shell both raise questions. Alliances like these can undermine the host, and the event’s, credibility, suggesting financial goals have been prioritised over environmental values (but the two don’t have to be mutually exclusive, as we have argued before).

The transparency gap

A lack of transparency is a significant issue in the event industry. Organisers often fail to provide clear information about how they are mitigating environmental impacts or how participants can contribute to their efforts. This opacity hinders attendees’ ability to make informed decisions and participate in sustainability efforts.

How to move to true sustainability

To move beyond greenwashing, event organisers must embrace a holistic approach to sustainability. This starts with measurement. As an event organiser, if you don’t know where your starting point is, how can you move forward to a move sustainable event? Anything else is just guesswork.

A UK industry report by venue Manchester Central claims that “78% thought they had become more sustainable over the last 12 months”. Commendable in itself, but can you imagine any other industry where the metrics are not backed with any proof?

Genuine sustainability shouldn’t involve any of these superficial measures but rethinking the entire event lifecycle — from planning to execution and through to post-event activities. Genuine sustainability includes reducing travel emissions, minimising waste, using sustainable materials, and ensuring that every aspect of the event aligns with your environmental values. Transparency and honest communication with attendees is crucial in this process. By adopting these practices, events can become powerful platforms for promoting and achieving real sustainability, shunning greenwashing and creating a positive impact that extends far beyond the event itself.

If you would like to find out more about how we could work with you to achieve all your event measurement goals in 2024, get in touch.

 

event sustainability

Are Event Planners Overlooking a Crucial Element of Sustainability?

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There’s an elephant in the event sustainability room

In event planning, ‘sustainability’ is often a buzzword. But are we, as event planners, really embracing its full scope? A recent report, “Shaping a Sustainable Future – One Year On,” should prompt us to reconsider our approach, especially in areas we might be overlooking.

Delegate travel

One glaring omission in many sustainability discussions is delegate travel. Surprisingly, this aspect, which significantly impacts the overall carbon footprint of an event, often escapes the event planner’s sustainability checklist. The report suggests that while we focus on local elements like catering and venue operations, the journey of guests / attendees / delegates to and from the event can be the largest contributor to carbon emissions. This raises a critical question: Shouldn’t travel be a central focus for sustainable event design?

As event planners, we have the unique opportunity to influence and reduce the environmental impact of our events. The location and format of the event, which often fall completely under our remit, play a pivotal role in determining the travel requirements of delegates. By choosing locations that are easily accessible by sustainable transport options, or by organising events in regions with a high concentration of attendees, we can significantly reduce the carbon footprint.

It’s not just corporates that should be considering this – associations and sporting events need to understand the issue & mitigate as best we can. See this pieces on the impact of the recent Super Bowl, for example.

Engaging with delegates for sustainable choices

The report suggests a more proactive approach in integrating sustainability into event planning. This involves not just making greener choices in event execution but designing events with sustainability as a core consideration. This means thinking about sustainability from the inception of the event planning process, not as an afterthought.

A key strategy in enhancing the sustainability of events must be to engage with delegates. Understanding how attendees prefer to consume event content – whether live, hybrid, or virtual – can guide us in designing more sustainable events. For instance, a preference for hybrid or virtual formats could significantly reduce the need for travel, thereby lowering the event’s environmental impact. Hybrid and virtual events not only offer flexibility and inclusivity but also present a sustainable alternative by reducing the need for travel. These formats, when used effectively, can maintain, if not enhance, the engagement and value of the event while significantly reducing its environmental impact.

Incorporating measurement tools for event sustainability

Another key highlighted in the report is the lack of use of robust measurement tools, with 78% of event organisers saying they ‘thought‘ they had become more sustainable in the last twelve months. Without using accurate tools to measure the impact of various components of an event, including delegate travel, it becomes challenging to assess and improve sustainability practices. Adopting comprehensive measurement tools allows us to make data-driven decisions, ensuring that our sustainability efforts are not just symbolic but have a real impact. These tools exist now and it is perfectly possible to quantify sustainability, rather than just thinking or hoping that it is improving, with or without delegate travel

The insights from the report are a wake-up call for the event planning industry. It’s time to broaden our understanding and implementation of sustainability. This involves taking a holistic view, considering all aspects of an event, including delegate travel and the use of measurement tools, and actively engaging with attendees to understand their preferences. Our tool Impact, has been designed after requests from corporate event planners to be able to assess events across all the broader ESG (Environmental, Social and Governance) factors.

As event planners, we have a responsibility to lead the way in sustainability. By incorporating comprehensive sustainability measures, including a focus on delegate travel and measurement tools, and designing events with sustainability as a core principle, we can significantly reduce the environmental impact of our events. It’s time to embrace this challenge and set a new standard for the industry.

If you would like to find out more about how we could work with you to achieve all your event measurement goals in 2024, get in touch.

 

AI in Event Planning: Personalisation

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AI in Event Planning: Harnessing AI for Tailored Event Experiences

In the first of a new series for 2024 we’ll be examining the huge range of opportunities that exist for artificial intelligence (AI) in event planning. We’re all about helping event planners make better decisions with information, so we’re starting our series by looking how the vast data processing capabilities of AI can be used to provide tailored event experiences, ensuring each attendee’s experience is unique and memorable.

Understanding AI in Event Personalisation

AI personalisation in event management involves using AI technologies to analyse attendee data and preferences and then using the insights to provide a customised experience for each individual, something that has historically been very time-consuming and costly to do. Using AI in this way can range from producing personalised agendas to recommended networking opportunities and providing post-event summaries and recommendations. Using AI for personalisation provides several benefits including: enhanced attendee engagement, increased satisfaction, higher attendance rates, and improved feedback scores.

Gathering and Utilising Attendee Data

 Ai can be used in both the data collection and data analysis of the attendee data to be used for personalisation. AI enabled-tools can gather data through pre-event surveys, social media interactions, and registration information. AI algorithms can then be used to analyse this data, identifying patterns in attendee preferences, interests, and behaviours.

Important: always ensure compliance with data protection regulations and legislation and maintain transparency with attendees about how any data collected will be used, providing opportunities to opt-out if desired.

Personalising Event Content with AI

Once all the data has been collected and analysed, AI can help with better decisions by suggesting personalised session schedules and agendas based on attendee interests. One area that has shown a high level of interest for the future includes using the data to create dynamic content delivery which could utilise AI to adapt presentations or workshop content in real-time, based on live feedback and/or engagement levels.

   How-to Steps:

     1. Select AI tools that integrate with your event management software.

     2. Define key interest areas or tracks for your event.

     3. Enable attendees to input their preferences during registration.

     4. Use AI to match attendees with relevant sessions or activities.

Enhancing Networking Opportunities through AI

AI can also be used for attendee ‘matchmaking’, using AI algorithms to connect attendees with similar interests or complementary professional backgrounds and can then suggest good times and formats for networking events, maximising each attendee’s availability and interests.

How-to Steps:

     1. Choose networking platforms that incorporate AI matchmaking capabilities.

     2. Encourage attendees to create detailed profiles to facilitate accurate matches.

     3. Monitor and adjust AI recommendations to ensure accuracy, based on ongoing attendee feedback.

Personalised Communication and Engagement

AI chatbots, already used in many other industries, can enhance customer service and have the potential to reduce or eliminate the costs of staff tied-up with answering simple repetitive enquiries, freeing them up for more demanding and value-add roles. AI chatbots can provide instant, personalised responses to attendee inquiries, with the same chatbots then being used to provide targeted marketing messages, personalised event updates, schedule changes and information – all based on individual attendee interests.

How-to Steps:

     1. Integrate AI chatbots with your event website and mobile app.

     2. Segment your attendee list based on interests and past behaviour.

     3. Craft personalised messages and updates, leveraging AI for content optimisation.

Post-Event Engagement and Feedback

After the event AI can be used for personalised follow-up. AI can send customised thank-you messages, content recaps, and suggestions for future events. AI tools can also be used to analyse post-event feedback for the event organisers, generating insights and ideas for future event improvements.

How-to Steps:

     1. Automate post-event communication with personalised AI-driven messages.

     2. Collect and analyse feedback using AI for comprehensive insights.

Where to Go for More Information and Tools

This is a fast-moving area and keeping yourself up-to-date with the technology as it develops will ensure you maintain a  competitive edge. Research companies that specialise in AI for events, consider enrolling in courses related to AI in event management, and attend events focused on technology in event planning to network with experts and discover new AI tools.

AI’s role in personalising event experiences is not just a futuristic idea; it’s happening now and has the potential to completely transform the event planning landscape and help everyone in the events space make better and more informed decisons. By harnessing the power of AI for personalisation, event planners can create highly tailored, uniquely engaging and memorable events. Personalisation always leads to higher satisfaction rates, stronger attendee engagement, and ultimately, more successful events. As the technology continues to evolve, staying informed and flexible and willing to try new tools will be key to leveraging AI effectively in the fast-changing world of event planning and management.

If you would like to find out more about how we could work with you to achieve all your event measurement goals in 2024, get in touch.

 

Embracing the Future: Sustainable Events in 2024

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2024 brings new challenges but also opportunity to the events sector.

We’re at a pivotal point, evolving rapidly in response to global changes. In 2024, my view is that the focus will increasingly be on sustainability, aligning with corporate responsibility, and harnessing technology for more effective planning. ESG (Environmental, Social, and Governance), ROI (Return on Investment), and AI (Artificial Intelligence) are the three areas that are key to this transformation. Here’s how I think they will transform the event landscape in 2024

ESG: Environmental, Social, and Governance

Environmental, Social, and Governance (ESG) criteria have become key factors in event planning, reflecting a shift towards more responsible and sustainable practices.

Environmental: This element emphasises reducing the carbon footprint of events. It involves choosing eco-friendly venues, minimising waste, and promoting recycling. Sustainable transportation options for attendees, like electric shuttle services, and using digital materials over printed ones are also under scrutiny, as is event format – linking to international travel.

Social: Here, the focus is on creating events as a force for good. From social enterprise suppliers to engaging local organisations. This includes ensuring diversity in speakers and attendees, and making events physically and virtually accessible to people with different abilities. Engaging with local communities and incorporating social elements, such as charity fundraisers or community service projects, will also enhance the social value of your event.

Governance: Strong governance involves transparent and ethical decision-making. For event planners, this means adhering to regulations, ensuring data protection, and maintaining high standards of integrity and accountability in all operations.

ROI: Return on Investment

For successful sustainable events in 2024, measuring the success of an event goes far beyond the number of attendees or the financial metrics. ROI now encompasses a broader spectrum of benefits, including long-term brand value, attendee satisfaction, and alignment with corporate values.

Financial ROI: The traditional aspect remains crucial. It involves careful budgeting, efficient resource allocation, and maximising financial return through strategic partnerships and sponsorships.

Brand and Reputation ROI: Events are an extension of a brand’s image. A successful event that aligns with a company’s ESG goals can significantly enhance its reputation and brand value, leading to long-term benefits. Note: this will extend to your sponsors & partners – do their values enhance or detract from yours?

Learning and Engagement ROI: The quality of content and engagement at an event is crucial. Interactive sessions, networking opportunities, and high-quality speakers contribute to the intellectual and professional value for attendees, impacting the overall ROI.

AI: Artificial Intelligence

Artificial Intelligence has become an indispensable tool in modern event planning. AI can streamline operations, offer personalised experiences, and provide valuable insights.

Personalisation: AI-driven algorithms can tailor recommendations for sessions, networking opportunities, and activities based on attendee profiles, enhancing the overall event experience.

Operational Efficiency: AI can automate operational elements of event management, from registration to feedback collection, making the planning process more efficient and reducing human error.

Data Analysis and Insight: AI tools can analyse vast amounts of data to provide insights on attendee behaviour, preferences, and feedback. This information is invaluable for improving future events and measuring success in real-time.

The event planning industry in 2024 will continue to be dynamic, driven by a commitment to sustainability, a focus on holistic returns, and the intelligent application of technology. By embracing ESG principles, evaluating ROI in a comprehensive manner, and utilising AI for efficiency and personalisation, event planners can create impactful, memorable, and sustainable events. The future of event planning will not just about logistics and entertainment; it’s about creating value-driven experiences that resonate with attendees and contribute positively to the broader community.

Get in touch if you want to hear more about sustainable events in 2024!

Event Sustainability Heroes: Megan Williams at Production Bureau

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Introducing one of our favourite sustainability heroes

We’re starting 2024 with a fascinating chat with Megan Williams, Project Coordinator at Production Bureau, and one of our event sustainability heroes

Q: How did you first became interested in sustainability?

“My interest in sustainability started while I was studying International Events Management at university. One of our modules was focused on sustainability in events which showed just how wasteful the event industry can be and the impact that it is having on the environment. After starting work, I saw this first hand and this then spurred me on to see what I could do to help reduce the impact our events are having. The pandemic encouraged this further by showing the world the impact that we are having and that by making changes (big and small) we can make a difference.”

Q: What sustainable habits are important to you?

“Reducing the amount of waste is one of the biggest concerns of mine. I believe that if everyone put a bit more thought into what they are throwing away and how they are disposing of it, then the amount being sent to landfill would be reduced significantly. There are so many items that get thrown out without thought, when actually they could be used for something useful by someone else. Over 2023, we have seen a bigger interest in recycling and reuse and have worked with our clients to make sure this has happened which has been great to see. One man’s trash is another man’s treasure.”

Q: Have you any tips or tricks for living a more sustainable lifestyle that you’d recommend for others?

“Education and awareness. Just be more conscious of the impact you are having.  The last three years have been a big eye opener for us all, but there are so many people that have gone back to old habits and not thinking about the impact that they are having. Sustainability as a whole is an area that I think more people need to learn more about. We all have a responsibility to do what we can and think differently about living differently.”

Q: Are there any new areas of focus you might have for your sustainable habits looking forward to 2024?

“Moving into 2024, I hope to continue to focus on reducing the impact of our events and in terms of new focus, I want to get more people involved in making a change. The main focus for us in 2024, is making sure our suppliers are operating in a similar way to us, and sharing in our thinking, so that will be a big focus for 2024. We have already made some great strides in the way we think and act in terms of our design and build processes, and I know my fantastic colleagues throughout Production bureau are as keen as me to make a real difference. 2024… bring it on !”

If any of you would like to find out more about how we could work with you to achieve all your event sustainability and ESG goals in 2024, get in touch.

 

event sustainability hero

Event Sustainability Heroes: Emma Sharp from eventdecision

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Introducing some of our favourite sustainability champions

In the last (for 2023) of our occasional series on our event sustainability heroes, we’re ending the year in style with eventdecision’s own Track Team Leader, Emma Sharp!

Q: How did you first became interested in sustainability?

“The first time I really thought about and became interested in sustainability was during lockdown. I was an event manager for many years and always too busy to stop – but living in Wiltshire, surrounded by fields and green spaces, when I was on furlough, I finally had the time to stop ‘and smell the roses’ . Looking up at the clear skies with no plane fuel trails criss-crossing it – this was an amazing sight to behold and something I’d never seen before in my lifetime. And this really started me thinking about what we do and take for granted both in home and work life because it’s always been the ‘norm’  – and what impact this was having on the world around us!”

Q: What sustainable habits are important to you?

“There are many sustainable habits that are important, however, since taking up my role at event:decision the impact that has become most important to me is the most predominant ‘non-visible’ one that people don’t often think about especially in the world of events – travel! I was as guilty as anyone, of if I needed to get somewhere just jumping in my car and off I went – but having worked for event:decision over the last year, calculating and reporting the impact of a large number of events, it has made me realise how much of an impact the travel choices we make can have. And whilst travel is a necessity of life, I now think a lot more carefully – ‘Do I need to make this journey?’ and if I do, ‘what’s the most suitable route to the destination? ‘Can I walk, cycle or take public transport?’ ‘If I have to fly somewhere, what class should I fly in – definitely economy?”

Q: Have you any tips or tricks for living a more sustainable lifestyle that you’d recommend for others?

“There are so many things that we try and do as part of our daily lives already, but I think my main tip would be to really ‘stop and think’ about what you’re doing both personally and in your work life, which is especially key in the world of events and event sustainability. Things like do I/my delegates really need that plastic toy/giveaway made ‘en mass’ in China and then shipped/flown over to the UK? Can this be replaced by something more natural, made locally, from a small supplier that would also benefit from the purchase and keep transport impacts to a minimum?  Have we picked a destination/venue that is easily accessibly to people with a good public transport infrastructure supporting it, and additional transport support where require such as electric car shuttles? Are we buying/supplying the food or catering with the least impact i.e. a vegetarian menu? And, if there are leftovers what’s going to happen to these, can they go to help someone less fortunate?”

Q: Are there any new areas of focus you might have for your sustainable habits looking forward to 2024?

“I think one area of focus is to expand the sustainability conversation across all areas of E, S and G, so we think about the wider impact rather than just ticking boxes regarding giveaways, vegetarian menus and so forth. However, I think the key is to continue to ‘shout about’ and encourage more people and businesses to do more and think about their wider picture! One person doing their bit diligently will not have a huge impact. However, the more people/companies who get on board, doing the right thing, will start to have an impact. I also think bringing attention to the areas with the most ‘impact’ is important to ensure that any changes they make have the most profound and significant impact. The only way to start having a significant impact is if we change the way we think and what we do ‘en mass’!”

If any of you would like to find out more about how we could work with you to achieve all your event sustainability and ESG goals, get in touch.

 

event:decision 2023 unwrapped

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2023 has been a big year for event:decision. This is what our year looks like unwrapped.

In our mission to lead the world in event ESG measurement, 2023 really has been an incredible year.

 

We’re now working with over 100 agencies, and almost 50 brands – worldwide!

 

We support brands, agencies, societies, associations, exhibition owners, venues and digital platforms. We measured events ranging from a football tournament, to a citywide climate week to a huge London Fashion Week brand.

 

We measured more events than anyone else in the industry – three times more in fact.

 

We supported all these events (plus a few more): Business Travel Association, London Summer Event Show,Conference News, Micebook, International Confex, Cvent, M&IT, London Venue & Catering Awards, The BNC Show, Association Excellence Awards and 73 Waterloo.

We also continued to proudly support Elevate Mentoring, the industry-leading mentoring and coaching programme. It’s our third year now supporting them.

We’ve been working hard all year on the latest tool in our event measurement suite – Impact – which allows you to assess, benchmark and certify events, across Environmental, Social and Governance (ESG) factors. It’s coming soon, so watch this space. It joins Purpose which reports on company values and, of course, our carbon footprint and event sustainability tool Track.

We did all this without stepping on a plane!

If you’re one of the many people and partners who have been a part of our journey in 2023, we’d like to say a big thank you. We look forward to continuing to help you make better decisions in 2024 with our unique event ESG measurement tools. If you’d like to talk to us about how we can help, please get in touch.

Adding Social Value and Impact to Events: A Guide for #Eventprofs

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How to make a positive social impact with your event?

Event planning isn’t just about logistics, delegates ROI and profit margins. Every event has the potential to make a meaningful contribution to the community in which it is hosted. But with so much focus on the E in ESG(carbon calculations and sustainability), social elements often get overlooked. Here are some ideas and suggestions on how you could think differently about social value and impact for events

Charity partnerships

Ticket donations: give attendees the option to purchase an extra ticket that will be donated to a local charity.

‘Auction for Good’: hold an auction with items or experiences donated by sponsors, with proceeds going to a local charitable cause such as a hospice or a home for the elderly.

Community engagement

Local artisan marketplaces: partner with local artisans and vendors to create a marketplace at your event. Not only supporting local businesses but also encouraging attendees to shop responsibly.

Civic talks and workshops: offer spaces for public panels or talks on topics of social importance (like mini TED talks) like climate change, mental health, or homelessness – and how delegate contributions can support good work.

Social enterprise collaboration

Fair trade catering: many social enterprises offer catering services with a social mission. Using one for your event amplifies your social impact so make sure you talk to your venue about any local organisations you can connect with.

Skill building: team up with any social enterprises that offer workshops aimed at skill development, like woodworking or cooking and offer to host some sessions at the event.

Some event:decision favourites

We’ve worked with many organisations that continue to have an incredible social impact at events over the years. Here are a few of our favourites:

Connection Crew : a social enterprise providing teams of people to solve production challenges across a range of sectors including events, TV and film, Connection Crew supports those who have experienced, or been at risk, of homelessness to access training, mentoring and jobs.

Event Cycle : can collect any unwanted or left over event materials from your site and arrange for them to be repurposed with charities, community groups, schools and social enterprises, in the UK and abroad. They will then tell you where they went, so you know who you have helped.

Page & Bloom : produce handmade paper flowers for venue and event decoration, supporting survivors of domestic abuse. Flowers and arrangements can be made from your own company’s literature.

Elevate Mentoring : a free mentoring programme and community for the events industry. Their NewGen project supports under-represented young people into the events industry.

Measurement

It’s important when you think about social value and impact for events to also consider about how you could track how your impact has developed and improved over time, luckily event:decision’s coming tool impact can help you do exactly that.

If you’d like to find out more about how we could measure and advise on your event ESG goals, including its social impact get in touch.