It’s that time of year, autumn leaves bring sustainability show season to London

As the event industry leans further into a more sustainable future, the final quarter of the year brings with it a series of unmissable exhibitions and conferences focused on event sustainability. This time of year, which we’re dubbing ‘sustainability show season’, is the time for everyone across the industry to come together and exchange ideas and innovations that will lead to more responsible events.

Two upcoming events stand out for us, and we’re pleased to be playing a significant role at both. Here’s our look at what’s coming up.

The Sustainable Events Show

The Sustainable Events Show, on 31st October 2024 at Chicago Booth Conference Centre London, is a must-attend for anyone working in the events industry. With a focus on reducing the environmental impact of events and enhancing social responsibility, the show provides a space for industry leaders to connect, collaborate, and explore new strategies for making events more sustainable.

event:decision will not only be exhibiting at the show but also showcasing our work as part of The Power 50 UK’s Most Sustainable Agencies, the definitive campaign recognising UK agencies at the forefront of sustainability.

Supported primarily by Encore EMEA and also by Wyboston Lakes Resort, The Power 50 highlights those agencies setting benchmarks in sustainability within the events sector. The Sustainable Events Show will offer a unique face-to-face optimisation clinic for all Power50 MSA entrants. Don’t miss the chance to meet with the P50 MSA team at the show to go over your proposals. Please register for the show independently.

As curators of all content sessions, we are also proud to support the Sustainable Events Show by helping to shape the agenda with a wide range of seminars and workshops all focused event sustainability. CEO Matt Grey will be speaking on “How to deliver a responsible event – Carbon is just the start…”, alongside industry experts in a wide variety of fields.

For anyone looking to improve the sustainability credentials of their agency or event, this show will offer an excellent opportunity to meet with sustainability experts, see cutting-edge solutions, and learn how to incorporate more eco-friendly practices into your operations.

More information on how to enter The Power 50 UK’s Most Sustainable Agencies: Power50

Event Sustainability Live

Event Sustainability Live (ESL), taking place 20th & 21st November at ExCeL, London, another key date in the event sustainability calendar. This event focuses on driving real change within the events industry by showcasing sustainable products, services, and innovations, while offering a full programme of educational sessions and networking opportunities for industry professionals.

event:decision is thrilled to be both exhibiting and speaking at ESL. At 12:40 on Wednesday 20th Matt Grey will be speaking on his “Top ten learnings from three years in event sustainability”. After event:decision’s first three years working for 200+ event brands, Matt will be sharing what the team has learned about event sustainability that everyone can benefit from. From the sudden surge of ‘we’re sustainable’ through to ‘how do we really do this?’ ‘what should we be doing?’ and ‘how can we prove it?’. The event industry has been through a lot in the last few years – this talk from Matt is the perfect chance to learn from it all.

Join us at the shows

London’s event sustainability show season offers a fantastic opportunity for professionals across the events industry to deepen their understanding of sustainability, discover new products and services, and network with event profs on the same journey. At both the Sustainable Events Show and Event Sustainability Live, we’ll be showcasing our products and services and are excited, as always, to be contributing to shaping the conversation around sustainability in the events industry. Our involvement at both shows underscores our commitment to helping event professionals move beyond just talking about sustainability and start taking measurable, impactful action.

Take some time out of your busy work schedule and come and see us at The Sustainable Events Show or Event Sustainability Live – or even both. We look forward to seeing you during sustainability show season!

For more information about how event:decision can support all your sustainability goals, please get in touch.

event:decision presented at Reset Connect, part of London Climate Action Week.

The AEV (Association of Event Venues), AEO (Association of Event Organisers) and ESSA (Event Suppliers and Services Association) invited event:decision to update members on the State of Sustainability. As part of the Reset Connect show at London ExCel this was an excellent opportunity for Association members to understand and benchmark their organisations in wider event sustainability.

Members also had the opportunity in working groups to define areas of sustainability that the industry performs well, alongside elements that we can work together on to improve. Collated content will be made available to members shortly.

As requested, the deck delivered is here.

For more details on how event:decision can help meet your sustainability goals, get in touch.

Encouraging sustainable event travel is a decision that will significantly impact the event’s overall environmental footprint.

For event planners and professionals, the choice between train and plane travel involves weighing up not only carbon emissions but also the broader implications of each travel choice on sustainability. With increasing attention on reducing greenhouse gas emissions, making informed and conscientious travel choices is more under the spotlight than ever before. Here’s our comparison of the sustainability of trains versus planes plus some advice on how event planners can encourage more eco-friendly travel decisions to events.

Comparing the carbon footprint: train vs. plane

Statistics from the International Transport Forum and other research groups highlight that trains emit significantly less CO2 per passenger kilometre compared to planes. In regions where the electricity grid is largely powered by renewables, such as in key parts of mainland Europe, train travel becomes even more environmentally friendly, with emissions dropping to under 10 grams per passenger kilometre. The stark contrast in emissions is primarily due to the high energy efficiency of rail transport and the intensive fuel use involved in aviation, especially during takeoff and landing. Considering the entire lifecycle emissions, including manufacturing and maintenance, trains still maintain a significant advantage over planes.

But few pressed-for-time delegates seem to actively choose to travel by train because they feel guilty about the environment or because they are browbeaten into it. So how can event professionals sell the wider benefits of sustainable event travel of taking the train over the plane?

Benefits of train travel beyond pure emissions

More relaxed travel

Train travel offers a scenic route option that planes seldom match plus the comfort of larger legroom. The ability to move around just in itself can transform travel from just a transfer to an enjoyable part of the event experience.

Connectivity and accessibility

Trains often connect directly to city centres, reducing the need for additional transfers and the associated costs and emissions. This connectivity can really enhance the accessibility of events, particularly in urban areas where train stations are hubs of local and regional transport networks.

Economic benefits

For local economies, trains can bring more consistent foot traffic than planes, which is particularly beneficial for events aiming to boost local tourism alongside their primary activities.

Addressing the ‘inconvenience and time’ push-back of train travel

While trains may take longer than planes over long distances, the time spent travelling can be turned into a productive or restful period, rather than just transit. Modern trains offer much more comfortable seating than planes, Wi-Fi, and dining options, allowing delegates to work, relax, or socialise. For event planners, positioning train travel as a time to unwind before the start of the event or a chance to catch up on work, even schedule informal meetings with fellow travellers, can reshape perceptions about lengthy travel time.

And, the hassle of early airport check-ins, security checks, and time spent commuting to and from airports often actually negates the perception of the time saved by flying when you compare hour-by-hour. Trains typically require less stringent security procedures, allowing passengers to arrive closer to departure without the stress associated with airports.

How venue & event planners can promote sustainable travel choices

Incentivising train travel

Event planners can negotiate discounts with railway companies or include train travel as part of the event registration packages. Offering exclusive benefits for train travellers, such as upgrades, vouchers, or exclusive event carriages to travel to the event with fellow delegates, can also incentivise attendees to choose the greener option.

Iconic Luxury Hotels in the UK offers event planners a percentage of the contracted value back a as hotel credit, if 50% of the delegates arrive via public transport (terms apply) Now there’s thinking out of the box!

Providing detailed information

Providing attendees with comprehensive information about their travel options, including comparative carbon footprints and time considerations, can help everyone make more informed choices. Interactive tools that allow attendees to calculate their own travel emissions can also help the decision-making process.

Encouraging slower travel

Promoting the ‘slow travel’ concept, where the journey is part of the experience, can also make train travel more appealing. Organising pre- or post-event activities that can be enjoyed along the train route, or suggesting stopovers at points of interest, can turn sustainable event travel into a whole experience in itself.

Making sustainability part of the event identity

Embedding sustainability into the event’s brand – from the choice of venue to the activities included – sets a precedent for making sustainable choices, including travel. Highlighting the environmental commitment of the event can also inspire attendees to align their travel choices with the event’s values.

For event professionals, advocating for train over plane travel is not just about promoting sustainability but also enhancing the overall event experience. By focusing on the benefits and addressing the potential drawbacks of train travel creatively, event planners can encourage attendees to make choices that align with global sustainability goals without feeling coerced. In doing so, everyone in the events industry can take a leading role in advocating for and achieving significant reductions in travel-related carbon emissions.

For more details about Track (carbon reporting for events) get in touch and see how we can help you meet your sustainability goals.

 

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.

 

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.