Track Archives - event:decision

Turning Measurement into Action on Event Sustainability #SOS23

May 23, 2023/in Track

event:decision is helping the events industry deliver on sustainability

Last week we released the findings of our first annual State of Sustainability report, the aggregated data from the hundreds of events and planners that are using our sustainability tool track to deliver more sustainable and efficient events. But simply measuring the carbon footprint of an event, while a crucial first step, isn’t enough. That measurement must then lead to action to reduce emissions impact.

“TRACK isn’t just about measurement – it’s about action too. Our aggregate data shows that in the last year we’ve helped the events industry save emissions equivalent to 1,000 London to New York flights”.

Matt Grey, Founder event:decision

The illusion of progress

Think about a chef who measures ingredients but then fails to use their skills to create a memorable dish. Or, a doctor diagnosing their patient’s illness but then not prescribing any treatment. In both those cases measuring, or assessing, without follow-up action is fairly ineffectual. The same applies to the measurement of a carbon footprint in the events industry. Measuring provides valuable insights into the environmental impact of an event, allowing event planners to identify the major areas of concern. However, without any accompanying action, measuring alone can create a dangerous illusion of progress. To use yet another analogy; a company that tracks customer satisfaction through surveys and questionnaires but doesn’t take the necessary steps to address any dissatisfaction, may feel they are doing enough by listening but will probably rapidly lose their customers.

Pre and post event measurement highlights action

Our sustainability tool track is unique (we believe globally), in that it allows for both pre and post event measurement which highlights exactly what action has been taken and the subsequent reduction in carbon emissions which have resulted. Findings from our State of Sustainability report across all the aggregated data revealed an impressive 8% average reduction in the carbon footprints of events using the tool. That’s between the footprint projected at the planning stage versus the final footprint of the actual event.

Action taken varies from event to event but typically includes:

Re-thinking the location of the venue to ensure sustainable travel options are available
Considering hybrid real and online options where appropriate
Planning accommodation choices carefully to maximise walking and public transport options
Offering sustainably-sourced food and a comprehensive waste and recycling plan on-site

Any or all of these choices, together with many other smaller decisions, can make a big impact on sustainability if factored in at the planning stage of any event, as the event planners who use our tool track have been able to demonstrate.

The results of taking action

That 8% average reduction across the hundreds of events that were planned using our tool is equivalent to 1,000 London to New York flights, or a whole two and a half day Europe-wide 450 delegate in-person conference with flights, transfers, accommodation, stage-set, AV and all food and beverage. Or, the same as filling up 3,576 London double deckers! All of which goes to show that when you move from measurement to action you really can make a big difference.

If you’re interested in finding out more about sustainable event planning, you can use track – the tool used by the event planners in our report – to calculate your own event’s projected carbon footprint. Please get in touch, we can give you a demo and show you some more sample reports to illustrate just what it could do for you.

State of Sustainability 2023 #SOS23

May 16, 2023/in Track

event:decision launches an annual report on the state of sustainability in events.

At event:decision we’re now mid-way through our second year in business measuring the carbon impact of the event industry through our sustainability tool track. With unparalleled access to a wealth of hugely useful data from across the industry, the launch of an annual State of Sustainability report releases for the first time findings from the hundreds of events and planners that are using track to deliver more sustainable and efficient events.

SOS ’23 Findings

Data runs from April 2022 to May 2023 and shows an average event carbon footprint of 117 tCO₂e. This is broken down into the key event components as follows:

78% of the overall footprint from travel
7% from accommodation
6% from materials
4% from food and beverage

Of events reported on within this time period, 54% are UK events, and 46% elsewhere globally. 89% are in-person events, with 6% hybrid and 5% fully virtual.

NB Removing global events (with high flight emissions profiles) does not typically significantly alter the proportions of flights, accommodation, F&B, energy, materials, freight and waste.

Perhaps the most striking finding from the data however, comes in the comparison between pre and post event carbon footprints. Using track at the planning stage has empowered hundreds of event planners to make decisions which have resulted in a significant reduction in the climate impact of their event. As event:decision founder Matt Grey explains

“Our data shows that reductions in carbon footprints, through pre-event planning, range from 4% to 44% across agency portfolios. And the largest single-event mitigation was an impressive 95%”.

Matt Grey, Founder event:decision

What areas have the greatest impact?

Unsurprisingly, the data shows that there is a significant impact on emissions associated with getting to and from events, with travel accounting for an average of 78% of all events’ carbon footprints (we measure a large number of events with significant flight profiles). There are relatively small proportions associated with materials, freight and waste, however, which may come as a surprise to event planners.

Matt comments that the data highlights that event planners may be focusing their current sustainability efforts in the wrong places;

“It’s very easy to devote a lot of time and effort on factors that are visible at an event (badges, lanyards, menus etc) which, of course, we still need to do. It’s much harder though to devote significant effort to the mitigation of invisible factors, such as travel and accommodation, which affect the meeting format as a whole. But these are the areas which desperately need our industry focus.”

Matt Grey, Founder event:decision

Progress in sustainability is being made

It’s important to emphasise that huge progress is being made in sustainability for events. Only four years ago, just prior to Covid, no event specific carbon footprint measurement tools were available. Sustainability was a small section, if included at all, within brand event briefs, while very few venues were accredited to sustainability standards – in fact, few standards existed. Into this environment event:decision was founded in Mar 2021 with Net Zero Carbon Events following in Aug 2021. Matt comments

“A fundamental shift has started. Whether due to concern for climate change or fear of the brand risk associated with conspicuous consumption – change is happening. The next trick, is how to make it meaningful?”

Matt Grey Founder event:decision

So, armed with the knowledge from this data, what do event planners need to do? We suggest our seven point action plan, which starts and ends with measurement.

A Sustainability Action Plan for event planners

Measure – create a projected carbon footprint.
Select destinations carefully (think ‘access’) – plan with travel in mind, event:decision can accurately predict travel footprints for specific venues and destinations and compare them.
Select venues carefully (think ‘power’) – using renewable venue power makes a significant difference.
Consider F&B – move away from meat where you can (especially beef), it makes a difference to the F&B element, if not a hugely significant one to the event as a whole.
Use local supply for kit & crew (not just for transport mitigation, but crew accommodation and subsistence also).
Build stands locally – using local materials and labour.
Measure – post event, measure the projected carbon footprint to demonstrate your savings.

This is the first of our State of Sustainability reports and we will be using these annually to track how we are performing as an industry. The timing is significant as just on the horizon is the Corporate Sustainability Reporting Directive (CSRD), an EU directive requiring large and listed companies to publish regular reports on the social and environmental risks they face, and on how their activities impact people and the environment. It is EU legislation but will affect all companies of a significant size operating in the UK. Measurement will become even more important in order to accurately report progress in sustainability.

“There is no way to tell how well you are doing unless you measure!”

Matt Grey, Founder event:decision

If you’re interested in finding out more about sustainable event planning, you can use the carbon footprint calculator track – used by the event planners in our report – to calculate your own event’s projected and actual carbon footprint. Please get in touch, we can give you a demo and show you some more sample reports to illustrate just what it could do for you.

The Events Industry Can Lead the World in Sustainability

May 10, 2023/in Track

The events industry has lagged but now has the chance to become a world-leading exemplar in sustainability

The events industry has been slow to engage with the issue of sustainability, but there are welcome signs of change. The COVID-19 pandemic provided an opportunity (albeit an unwelcome one) for the industry to take a step back and rethink how events are planned and executed, and to be more flexible and creative as a result. With a global focus on environmental impact, there is suddenly a real opportunity for the industry to transform itself to become a leading sector in sustainability.

Three key areas provide the key to unlocking best practices: reducing waste, reducing carbon emissions, and promoting sustainable actions.

Reducing Waste

One of the biggest challenges facing the events industry is waste reduction. Events generate large amounts of waste, including single-use plastics, food waste, and materials used in event production. To reduce waste, event organisers must focus on reducing, reusing, and recycling.

Reducing waste can be achieved through a range of strategies, such as sourcing local and sustainable materials, reducing the amount of packaging used, and encouraging attendees to bring their own reusable water bottles and coffee cups. Reusing materials, such as event signage and decorations, can also help to reduce waste, as can recycling materials such as paper, cardboard, and plastics.

Some events have already made big progress in reducing waste. The Glastonbury Festival in the UK has implemented a range of sustainability initiatives, including a reusable cup scheme, composting toilets, and a food waste reduction program.

Reducing Carbon Emissions

Another key area where the events industry can make a significant impact on sustainability is by reducing carbon emissions. Events generate large amounts of carbon emissions through travel, energy consumption, and event production. To reduce carbon emissions, event organisers must focus on reducing energy consumption, promoting sustainable transportation, and only then by offsetting emissions.

Reducing energy consumption can be achieved through a range of strategies, such as hosting virtual events where appropriate, either wholly or within a hybrid format. On-site things to consider include; using LED lighting on-site, reducing the use of air conditioning, and encouraging attendees to use public transportation or carpool to the event. Promoting sustainable transportation, such as cycling or walking, is a key part of helping to reduce carbon emissions.

Offsetting carbon emissions is another strategy for reducing the environmental impact of events (although not producing the emissions in the first place is always the preferred strategy). This could be initiatives such as investing in renewable energy, carbon capture (well-known as planting trees)), or supporting community projects that promote sustainability.

Promoting Sustainability

The events industry needs to not just pay lip service but actively promote sustainability, raising awareness of the importance of sustainability among attendees, suppliers, and partners. This can be achieved through a range of strategies, such as providing information on sustainability initiatives, offering sustainability training, and promoting sustainable products and services. Working with suppliers and partners to promote sustainability is also key, through initiatives such as sustainability clauses in contracts, supplier audits, and sustainability scorecards.

Social sustainability is an important aspect to consider – evaluating the impact of events on local communities and working to ensure that events benefit everyone involved.

For example, events can partner with local charities or businesses to provide opportunities for attendees to give back to the community. It’s also important for the events industry to consider the impact of events on the mental and physical well-being of attendees and your event staff – including those who serve your lunch and drinks, take away your rubbish and service your hotel bedrooms.

One major challenge in achieving sustainability in the events industry is the lack of standardised metrics and reporting. There is currently no consistent way to measure the environmental and social impact of events, which makes it difficult for companies and event planners to set goals and track progress. However, the United Nations has developed a set of sustainable development goals (SDGs) that provide a framework for sustainable development across a range of industries. These goals can be used to guide the events industry in developing sustainable practices. For example, SDG 12 focuses on responsible consumption and production, while SDG 13 addresses climate action.

The events industry has a long way to go to become a world-leading sustainability exemplar. However, by implementing sustainable practices in areas such as waste, the reduction of carbon emissions, and promoting sustainability, it can reduce its environmental impact and demonstrate its commitment to sustainability – showing other industries how it can be done.

If you’re interested in finding out more about sustainable event planning, our carbon footprint calculator – track – can calculate your own event’s projected and actual carbon footprint. Please get in touch, we can give you a demo and show you some more sample reports to illustrate just what it could do for you.

What you’re getting wrong about sustainable event food

May 3, 2023/in Track

When considering sustainable event food there are plenty of pitfalls. Plan your sustainable food choices carefully.

When planning a sustainable event the menu and catering are amongst the most important elements. Food choices can significantly impact the overall carbon footprint of your event. And even though most of the industry is aware of this, there are still some pretty large pitfalls that event profs can fall into if we don’t educate ourselves about the wider implications of our choices. We’ve come up with four areas that we think every event organiser needs to consider carefully;

1. Eat local?

‘Eat local’ is a mantra often repeated by those looking to enhance sustainability, whether for individual lifestyle choices, or for an event, with ‘buy local’ a frequent recommendation to reduce the carbon footprint of catering.

But, from an emissions perspective, ‘buy local’ can be one of the most misguided pieces of advice. Yes, buying and eating food from local suppliers is great for the local economy but actually the transportation of food tends to account for a relatively small share of its overall greenhouse gas emissions. You may be surprised to know that the food grown in the UK for UK consumers can actually have a larger carbon footprint than the footprint of similar food grown overseas

That’s because agriculture in the UK tends to rely more heavily on energy-intensive inputs, such as fertilisers and machinery, which can significantly increase the carbon footprint of domestically produced food. In addition, many crops can only be grown during certain times of the year in the UK, and out-of-season production requires heated greenhouses or the use of artificial lighting to keep plants growing. All of this increases the energy consumption required to produce domestic food, thereby increasing its carbon footprint.

While importing food from overseas may require transportation which contributes to the carbon footprint, it is often more energy efficient to transport food that isn’t a product of energy intensive agricultural practices over long distances in bulk by ship or rail, than by individual trucks for local or regional distribution. Surprised? It might be time to take a look at exactly where your food is coming from.

2. The menu

Bearing in mind the above and with seasonality and sourcing in mind, you should certainly try and choose your ingredients carefully to try and minimise your event menu’s carbon impact. You probably already know that beef has a high carbon impact, followed by lamb, farmed prawns, pork, poultry, fish (both farmed and wild catch). The debate about whether to go fully vegetarian is alive and well in the European events’ market and it’s a choice that’s very much down to you and your event. But for pure sustainability a vegetarian menu probably can’t be beaten.

Companies like Klimato are working with venues such as Exclusive Collection to add food impacts to event menus to help your guests make more informed decisions and to emphasise the thought that has gone into planning the menu.

3. Cutlery, crockery and glasses

According to estimates, England uses 2.7 billion items of single-use cutlery — most of which are plastic — and 721 million single-use plates per year, with only 10% of these recycled. To give you an idea of the scale, if 2.7 billion pieces of cutlery were lined up they would go round the world over eight and a half times.

The UK Government is banning single-use items completely from October 2023 (that’s a mere five months from now). But what materials should you be thinking about using instead? It isn’t as simple as just not using single-use. Your choice of material actually comes down to how often you think your items will be reused. To minimise your event carbon footprint the following calculations might be useful:

Use glass plates and bowls if they will be reused at least 15x
Use stainless steel plates and bowls if they will be reused at least 24x
Use ceramic plates and bowls if they will be reused at least 118x

4. Food waste

Drinks, snacks and tea and coffee breaks are a central feature of any event as they allow your guests to network and mingle as well as giving event organisers a bit of a breathing space to ensure everything is running smoothly. Unfortunately, because of their ubiquity, it often means events are over-catered. That means a lot of food waste. In the UK it’s estimated there are about 10 million tonnes of food waste generated annually. The average event actually wastes around 15%-20% of all the food, contributing significantly to its carbon footprint. and of course it’s a significant part of the overall event budget – wasted.

How can you minimise food waste, yet ensure your guests get a good choice of food and refreshments? Companies such as Olio can help by using food waste post event. And chefs are becoming far more adept at using ‘all-of-animal’ and vegetable offcuts which previously would have been binned. So, involve your chefs in your sustainability planning and get their input on what’s possible.

Eurovision Song Contest: Carbon Headache or a Reason to Jump for Joy?

April 25, 2023/in Track

Eurovision’s carbon footprint has been calculated in advance of the 2023 contest in Liverpool. Is all the fun worth the damage to the planet?

Eurovision – here we go again (as we like to imagine ABBA singing). It’s almost time for the excitement of the 67th Eurovision Song Contest! Hosted in Liverpool for the first time (the ninth time in total in the UK), as last year’s winners Ukraine were prevented from hosting it themselves. Thirty seven countries will take part in this year’s contest with millions settling down at watch parties to watch at home and thousands of singers and visitors preparing to flood the streets of Liverpool from the 9th to 13th of May. Here at event:decision we thought we’d have a look at the carbon footprint of the core event to work out whether all that fun is really worth it (we’re not party poopers, we promise).

The carbon footprint calculated

CEO and Founder Matt Grey talked us through the process of how the team arrived at the calculation of the total carbon footprint for the event (using our carbon footprint calculator track).

“Thirty-seven countries take part in the Eurovision Song Contest and each entry brings up to 25 people with them. When you calculate flights, hotel accommodation, food and drink, audience travel, audience accommodation, and the energy it takes to host such a mammoth television production to 161 million viewers, then you’re talking big numbers.

Now factor in the production and broadcast crew, staffing the ACC Liverpool and associated venues, crew, and stewards, that’s a lot of people. You also need to consider the 11,000 people travelling to Liverpool for three Eurovision events [two semi-finals and one final] and this all has an adverse impact on the event’s carbon footprint.” Matt Grey

When we input all the data into track to calculate the carbon footprint of Eurovision we arrived at a footprint of approximately 65,000 tCO2e. As Matt explained, that number broke down into the following areas;

Flights – 879 tCO2e
Energy consumed at the venue – 30 tCO2e
Hotels accommodation for participants – 90 tCO2e
Food and beverage for participants – 46 tCO2e
Audience travel – 4,450 tCO2e
Audience hotel accommodation – 356 tCO2e
Broadcast/streaming – based on 161 million viewers watching a four-hour performance with four people sharing a screen – 59,000 tCO2e

So, is Eurovision’s carbon footprint a lot?

Eurovision as an event is huge. It’s the longest-running annual international televised music competition in the world. In 2022, it had a TV viewing audience of 161 million people and was streamed live into 500 cinemas in the UK. In the UK alone, more than 8.8 million people watched the Grand Final. So it’s not surprising that its carbon footprint is going to be a big number, but just how a big is it really? Matt explained further;

“It’s the same as parking 250,000 double-decker buses nose-to-tail and filling each one with carbon dioxide and other not-so-great gases”.

OK, so not great then?

“Yes, but at the same time, it’s only about 2.5 per cent of last year’s FIFA World Cup”.

That’s a sobering comparison (for FIFA). How does that work out on a per-person basis?

“It’s approximately the same as one pint of beer or one glass of wine, per viewer.”

The same carbon footprint as a single drink per viewer? When you put it like that it really doesn’t seem as bad as we thought it might be. But how much joy can the equivalent of one drink really bring while we all try to work out whether it’s worth it..?

A price worth paying?

We love measuring things, and we were sure someone must have already calculated how much joy Eurovision brings so we tracked down some research. It was carried out by Imperial College, London and it looked at exactly that question – how much joy does the Eurovision Song Contest bring? Their study found that even if your country just takes part it increases your life satisfaction as a viewer. In fact, life satisfaction increased by four per cent for every increase of then places on the final scoreboard. Imperial found that winning the competition doesn’t even matter to the overall impact!

“When you look at it like that, the joy of 161 million people adds up to a lot…”

…concluded Matt, and we have to say we agree.

So here’s to a happy Eurovision for everyone and remember it’s the taking part not the winning that’s important (and the research backs that up).

5 big issues with Sustainable Event Planning

April 4, 2023/in Track

If sustainable event planning was easy everyone would be doing it. What are the big issues you need to think about?

Event sustainability is the goal of every event planner but there some issues that trip everyone up. We’ve identified five big ones we think event planners need to confront when thinking about their sustainable event planning;

1. Visible vs invisible

Some event planners love to focus on lanyards, badge holders and plastic drinks bottles, all the stuff you and your clients and visitors and guests can see. And you should. But in reality these can add up to less than 1% of an event footprint, often much smaller. Sweat the small stuff but give significant time to the big things that make a much bigger difference.

Instead of designing an event and then thinking “How can I deliver this more sustainably?” The most effective approach is: “How can I design a sustainable event?” Elements such as flights and accommodation, organised far in advance of delegates arriving on site, will have a far higher impact overall than those small tactical elements at the venue. The issue is, we don’t see them during the event, so they can attract less feedback and plaudits.

2. The travel problem

In-person events need travel, yet the sad truth is that travel is generally not yet sustainable. With one airline group (IAG ) predicting air travel rising by a third between now and 2050, it seems that the appetite for travel is not going anywhere but up (pardon the pun). It follows that international travel for events will fit within this trend. With event emissions averaging between 60-90% of the total event carbon footprint, event planners need to be more savvy when it comes to event destination and global vs. regional event models, to help other industries mitigate their impact. The location, destination and venue can be the single most important decision any event planner makes in designing a more sustainable event.

3. Local food is best?

It’s true that buying local is best when it comes to supporting local communities and economies. But, that’s not necessarily for emissions. For example, UK tomatoes grown in heated greenhouses may actually have a higher carbon footprint than tomatoes imported from hotter countries – even including the extra transport. And, whether we like it or not, vegetarian fare is not for everyone, which can lead to increased food waste if you plan a vegetarian menu to enhance event sustainability.

4. Plastic – the enemy?

Plastic has had a really bad rap over the past decade. But many recycling centres are really good at reclaiming plastic from events, be it bottles, cutlery or other. The main issue is sorting at source. Dumping full drinks into recycling bins (it happens, you know it does) can render then entire contents un-recyclable – soggy paper cups and wooden cutlery generally cannot be reclaimed. Clear and polite signage on-site can help the right bits go in the right bins.

5. Carpet

We don’t have a clear-cut answer to this one.

20sqm of carpet can have lifetime emissions of a whole tonne of CO2 associated. But for large exhibitions, omitting carpet completely causes issues of area delineation, ugly convention floors and issues for anyone with a hearing disability. If you do go for carpet, the recycling centres are few and far between, which can add significant truck miles. And yes, manufacturers will claim decomposition rates, but these can be 100 years+, far longer than the product has been in existence. We’re seeing a good number of expos trying out both options, with or without carpet covering, and so far the view is ‘undecided’.

None of the issues make an event planner’s life easier. But you can measure the effect of your decisions, at planning stage and post-event with our sustainable event planning tool – track – which can calculate your event’s projected and actual carbon footprint. Please get in touch, we can give you a demo and show you some more sample reports to illustrate just what it could do for you.

The No-fuss Carbon Footprint Calculator for Events

March 28, 2023/in Track

A carbon footprint calculator with no data input, no training and no tech integration. Can this be a thing?

Time and time again we hear from event professionals that they want to plan and put on more sustainable events. But the time and effort involved in all accurate carbon footprint calculations to help their planning process is just prohibitive. The events industry has been under huge pressure for the past couple of years and anything that adds to that pressure, or pulls anyone in the team away from the core business, is going to struggle to get buy-in.

Which is where our clever carbon footprint calculator track comes in.

“1,000x easier than your competition” – Agency Sales Director

Track measures and reports on the sustainability of any event, large or small. It shows you which event factors are significant for the carbon footprint and sustainability of the event and which are less so. It’s a carbon footprint calculator that was specifically designed so that we, not you, do all ‘heavy-lifting’ on the calculations, so that you don’t have to. All that’s needed to carry out the calculations is an event brief. No spreadsheets, no data inputting from you, no report-building. Here are four things we think makes it unique:

What makes track fuss-free?

A service-based approach, not a platform – the best analogy we’ve heard was from one of our clients who described it as a bit like the HMRC website and process for UK tax returns. You can of course do your tax return yourself, using the online data input forms and facilities provided online. Or, you could pay an accountant to put all the information together for you in the right format. Simpler, quicker and undoubtedly with less potential for errors.
No data entry – when we say ‘no data entry’ we mean it. There are no hidden requirements for anyone in your team to sit and input any the data from your event. We do the lot.
No tech integration, a standalone service – integrations are the bane of most IT department’s lives. Someone buys in a new tool and then finds it won’t ‘talk’ to other key pieces of software in the business. track is completely stand-alone, so you never need to worry about that.
No training required – not only do your staff not need to input any data, they won’t need any training on track either. That’s because it’s a service, not a platform. and we do it all for them.

“We’ve been looking for this product” -Brand Head of Events

“Finally, someone who tells us how it is. So glad I found you.” – Senior Planner, Europe

What does track report on?

There are two sets of reports, the pre-event report means events can be assessed at the planning stage with the impact predicted. It’s perfect for RFPs, briefs and for the start of your event planning process. The post-event report then measures the actual carbon footprint after the event. The two reports can of course be compared to assess how much of your careful event planning contributed to the sustainability of the event. Our reports are simple, easy to interpret and beautifully designed.

“The user-friendliness of your service and detail was incredible” – Exhibition Owner

Don’t just take our word for it though, we have hundreds of happy clients who tell us how easy track is to use and how simple it has been for their team.

“Value & simplicity” – Agency Director
“We actively recommend to our clients” – Head of Venue Sales & Marketing

To find out more about our no-fuss carbon footprint and sustainability tool track, please get in touch, we can give you a demo and show you some more sample reports to illustrate just what it could do for you.

Sustainable Suppliers for the Events Industry

March 21, 2023/in Track

Choosing sustainable suppliers can help the events industry reduce its environmental impact.

The choice of sustainable suppliers is increasingly crucial to achieving the events industry’s goal of hosting fully sustainable events. Selecting suppliers that focus on sustainability use eco-friendly materials, reduce waste, conserve energy, and promote social responsibility can help event professionals minimise the environmental impact of any event – large or small.

The careful selection of suppliers that promote sustainability can also provide a competitive advantage. Visitors and guests are more and more environmentally conscious themselves and more likely to choose events to attend that reflect their values. By choosing sustainable suppliers, event professionals can attract environmentally conscious consumers, enhance their brand reputation, and differentiate themselves from their competitors.

What should event professionals consider when selecting suppliers to optimise their event sustainability?

When selecting suppliers that promote sustainable practices, consider the following:

Environmental impact: the environmental impact of suppliers is the most crucial factor to consider when selecting sustainable suppliers. Event professionals should look for suppliers that use sustainable materials, reduce waste, and conserve energy. For example, selecting a catering supplier that sources local and organic produce, uses compostable plates and utensils, and recycles waste can significantly reduce the environmental impact of an event.
Certifications and accreditations: look for suppliers that have environmental certifications and accreditations, such as the ISO 14001 certification. These certifications indicate that the supplier has implemented environmental management systems that comply with recognised international standards.
Social Responsibility: consider the social responsibility of suppliers, look for suppliers that promote fair labour practices, support local communities, and contribute to social causes.
Reputation: research the reputation of suppliers before selecting them. Look for suppliers that have a proven track record of delivering sustainable products and services.

Four new (ish) sustainable suppliers for event professionals

These companies have been specifically created to help you deliver your events more sustainably:

Event Cycle – take unwanted event material and give it a second life, repurposing and redistributing items to charities and community groups as well putting them back into the events industry. From graphics to giveaways, planks of wood to plants, they find a new home for them all. Their mission is to lead the events industry into a circular economy where landfill waste is reduced, and by doing so a social impact is made.
You.Smart.Thing – host a travel demand management platform that generates personalised low-carbon travel plans that enhance visitor experience & increase revenues. Their ‘travel assistant’ can be tailored to enable organisations to offer content-enhanced wayfinding and low-carbon door-to-door travel plans that nudge visitors towards net-zero travel to events.
Green Voltage – provide ‘green’ mobile power and support to the film, television, broadcast and live event industries. Created specifically to address the demand for environmentally conscious solutions, their emissions-free, silent, generators are available to hire or buy.
event:decision – help event professionals measure the environmental impact of any event – both at the planning stage and after the event with track, the carbon footprint management tool.

To find out more about our carbon footprint and sustainability tool track, or to nominate a sustainable events supplier to be included in our list, please get in touch.

7 Clever Ways to Make Your Event More Sustainable

March 14, 2023/in Track

Sustainable events adopt eco-friendly practices which reduce the event’s carbon footprint.

We have become much more aware of our impact on the environment, and events in particular can have a significant ecological footprint. So it’s important for event owners and organisers to consider ways in which they can make their events more sustainable. In this article, we’ll explore seven clever – and practical – ways to make your event more sustainable and environmentally friendly.

Waste management and recycling – waste management is one of the most critical aspects of sustainability. It is important to ensure that waste generated during the event is managed responsibly. One way to achieve this is by separating waste into different streams such as food waste, plastics, paper and glass. Providing appropriate bins, clear signage and helping educating attendees about where to dispose of waste is key. A study conducted by the University of Minnesota found that an event with 500 attendees can generate up to 1.89 tons of waste. By properly managing this waste, you can significantly reduce the amount that ends up in landfill. By recycling materials, you can reduce others’ need for virgin materials and save both energy and reduce the amount of material in landfill. You can encourage recycling at your event by providing recycling bins in easily accessible areas, such as near food and drink stations. This will help attendees to dispose of waste responsibly – ask a local waste carrier what they can accept, it’s only one web-search away. Also look for services provided by companies like Event Cycle who can turn your materials into social donations.
Choice of venue – your choice of venue will have a huge impact on the emissions associated with your event. How your delegates or visitors travel to your event is almost certainly the largest factor you an control. When choosing a venue, look at where your audience is based & search for venues within that area and accessible by public transport. Then consider factors such as renewable energy provision, water usage and waste management. A venue with green credentials such as solar panels or a rainwater harvesting system, or better-still LEED-certified, can significantly reduce your event’s carbon footprint. Studies have shown that LEED-certified buildings deliver a 25%-30% reduction in energy compared to non-LEED certified buildings, for example. When choosing & speaking to your possible venues, make sure to ask them about these – and which certifications they hold.
Sustainable travel & transport – transportation is probably the most significant source of event-related greenhouse gas emissions. Therefore, it’s important to encourage sustainable modes of transport to and from your event. One way to achieve this is by promoting public transport, such as trains or buses. You could also encourage attendees to carpool to an event. Offering incentives such as discounted tickets or digital swag for carpoolers & those using public transport can be used to encourage people to do so. According to the UN, transport accounts for approximately 28% of global greenhouse gas emissions.
Sustainable suppliers – choosing sustainable suppliers is another crucial aspect of sustainable event planning. Consider the sustainability practices of the companies that you work with, such as their use of renewable energy, waste management practices, and their commitment to reducing their ecological footprint. You could also consider suppliers who use eco-friendly materials and packaging, and who have a strong social and environmental commitment. By working with sustainable suppliers, you can ensure that your event aligns with your sustainability goals.
Sustainable materials – choosing sustainable materials for your event is another way to reduce your event’s ecological footprint. For example, you can choose decorations made from recyclable materials, or you could opt for reusable cutlery, plates and cups rather than disposable options. You could also consider using eco-friendly materials such as bamboo, which is renewable and biodegradable. An Italian study found that using biodegradable and compostable cutlery and plates resulted in 10 fold energy savings and 3 fold CO2 emission reductions compared to using single-use plastic cutlery. As you know, venues already have reusable cutlery and crockery on-site!
Water management – water is a precious resource, and it’s essential to manage it responsibly at events. You can do this by providing water stations where attendees can refill their water bottles rather than using single-use plastic bottles. This will also significantly reduce the amount of plastic waste generated at the event.
Energy Conservation – energy conservation is another critical aspect of sustainable event planning. You can conserve energy by using energy-efficient lighting, such as LED lights, and by turning off equipment when it’s not in use. You could also consider using venues with renewable energy tariffs. This can significantly reduce your event’s carbon footprint and help to conserve natural resources.
Sustainability has become a key consideration when planning an event. By implementing these seven very practical suggestions, you can significantly reduce your event’s environmental footprint and make your event more sustainable. Don’t forget – a sustainable event is also an efficient event, financially. Accessible venues, sustainable suppliers, waste management and recycling, sustainable materials, sustainable transport, water management and energy conservation are all crucial elements of sustainable event planning. By making small changes and encouraging responsible behaviour from attendees, we can all work towards a more sustainable future.

To find out more about our carbon footprint and sustainability tool track, and how it can help plan and execute more sustainable events, please get in touch.

Buying Local is the Key to Sustainability for Events

March 7, 2023/in Track

‘Buy local’ isn’t just a mantra for supporting the local economy, it can reduce your carbon footprint too.

Improving sustainability for events is a hot topic. The problem is, how best to achieve it without affecting the quality of the event and diminishing the visitor or guest experience. One solution may be right under your nose – using suppliers and materials local to your event venue. This not only benefits the local economy, it also offers significant efficiency gains that can help make your event more sustainable.

The benefits of using local suppliers are obvious, and the environmental advantages are significant. By sourcing goods and services locally, event organisers can significantly reduce their carbon footprint and deliver events more efficiently.

Formula 1, currently top of the Netflix charts, can be seen as a great case study on how not to achieve event sustainability. Each race team ships materials and products around the world as every year, Formula 1 races are held across different racetracks worldwide, with millions of fans watching live, and millions more watching on television. It’s no secret that the logistics of running a Formula 1 event are incredibly complex, with vast amounts of materials, equipment, and personnel required to execute a race weekend. And it’s not just the cars, drivers and engineering teams – hospitality suites, brand materials and catering support can also cover thousands of miles during a season.

In the past, F1 has come under criticism for its environmental impact, especially concerning the transportation of goods and personnel across the globe. The carbon footprint of Formula 1 is significant, with an estimated 256,000 tonnes of CO2 emitted every year, primarily due to the transportation of materials, equipment, and personnel around the world. In fact, a study by Carbon Trust found that around 45% of the sport’s carbon footprint is related to logistics, which includes transportation.

Formula E (the electric car version of F1) goes to some lengths to address this issue;

“Engaging with local suppliers in order to build acceptance, consent and support for Formula E’s events.”

But even Formula E’s footprint is made up of 86% freight and flights.

F1 has acknowledged the need to address their carbon footprint, and in recent years, they have made significant strides towards this goal. The sport has made a commitment to have a net-zero carbon footprint by 2030, and they have already taken some steps towards achieving this target. F1 introduced hybrid engines back in 2009, which are more fuel-efficient and have reduced the number of personnel required to travel to races. Fewer travellers translates into fewer hotel rooms, reduced local transport and subsistence. It’s well known that advances in tech in F1 translate into mass-production cars during their lifecycle. However, there is still room for improvement, particularly concerning the transportation of goods and equipment.

Formula 1 could improve its environmental impact is by sourcing goods and equipment locally. For instance, rather than shipping materials and equipment from one end of the world to another and back, (several times), F1 organisers could work with local suppliers to source the items they are currently shipping. This approach has several advantages. Firstly, it reduces the carbon emissions associated with transportation. Secondly, it supports the local economy, creating jobs and boosting the local community’s economy.

Sourcing locally is not only beneficial for Formula 1, but it is also relevant for any event owner of organiser looking to improve sustainability for events. Concerts, festivals, and other large events require vast amounts of equipment and personnel, making logistics a crucial aspect of the planning process. By sourcing as much as possible locally, rather than shipping in from HQ, event organisers can significantly reduce the environmental impact of their events and contribute to a more sustainable future.

One example of how local sourcing helped events more sustainable is Green Point Stadium in Cape Town, South Africa. During its construction, the stadium’s designers made a concerted effort to source materials locally, reducing the carbon footprint associated with transporting materials to the site. The stadium’s design incorporated sustainable features, such as rainwater harvesting and energy-efficient lighting, further reducing its environmental impact. The result was a state-of-the-art stadium that not only supported the local economy but also contributed to a more sustainable future.

All of these ideas can be adopted at various scale for events of any size when planning and executing events. It just takes some thought and planning to work out where shipping can be replaced by local solutions – but the effort is more than repaid by the environmental benefits. And visitors and guests will appreciate the extra efforts put into making the event more sustainable.

To find out more about our carbon footprint and sustainability tool track, and how it can help optimise sustainability for events, please get in touch.