While this is brilliant, if you have ever been to a Fashion Week, then you may have notices how incredibly wasteful and non-green the majority of them are. It seems that on whole the principle of sustainability need to be much better integrated into the organisation of the actual fashion shows.

To debate this question lets look to Asia and see how the Chinese approached sustainability with the Shanghai Fashion Week. For the 2011 Closing Show the organisers decided to take a bold step and work to make the event more sustainable. The attached sustainability report that we produced using the GRI Reporting guidelines shares their approach, their achievements and their learnings. It’s an interesting case study showing how organisers can implement sustainability into event even in areas where sustainable infrastructure, knowledge  and services are limited.

The cup runneth over. Not since GMICs Sustainable Events conference has so much high quality, relevant educational content been available to the events professional. The Professional Conference Managers Association (PCMA) has worked hard to feature relevant and timely sessions to help planners understand sustainability as smart business.

Education Needed
Loved and respected educator and expert Sue Tinnish quoted a recent survey which revealed that 4 in 10 planners are unfamiliar with the topic of sustainability. If the industry is to stay viable and if planners and suppliers are to meet business objectives, professional education is going to be the key. PCMA sessions included topics on writing policy (MeetGreen’s Amy Spatrisano), marketing and communication (the aforementioned Sue Tinnish) and engaging stakeholders (Wonderful Copenhagen’s Steen Jakobsen and I), among others all offered example and ‘get started’ tips as well as deeper thinking on more advanced application of sustainable event management.

The strong turnout (4000 attendees) at Convening Leaders has much to do with the quality of the educational content. PCMA, like Green Meeting Industry Council (GMIC), are important partners in the transition to creating a sustainable meetings industry. Smarter, more profitable, more innovative, more effective meetings require different thinking, concrete examples and a sharing of best practices. Industry events like these may represent the best method to improve skills and gain access to education and collaborations.

Partners are more than providers of services. Partners share in our concerns and our successes. They understand out needs and feel compelled to support us. Partners are integral to our success. In providing great, timely, practical educational content, PCMA earns the ‘partner’ title.

1. Measurement and Reporting: 2012 will see a defined growth in measurement of event impacts and reporting to stakeholders.  This trend will be a natural extension of the rapid growth in reporting seen in the corporate sector.  At present, 95% of the Global Fortune 250 companies now complete sustainability reports to investors and stakeholders. One reason for the intense interest in reporting can be attributed to organizational effort to build trust with investors and clients.  The economic crisis has compromised the perception of business integrity and transparent reporting of financial returns. Sustainable business practices are an effective way to show that organizations are committed to responsible behavior. For more and more such organizations in 2012, tracking sustainability data will be fundamental to goal setting and trust building.  Top 4 list of things the industry will measure this year:

• Return on Investment
• Event related carbon emissions
• Total waste/recycling/donations
• Investment in local communitySee this brief, informative presentation on the topic of organizational sustainability reporting  from Ethical Corporations’ Toby Webb

Earlier (this post), our list of predictions for 2012 was introduced. The thinking is informed by many conversations, readings, client requests and a dash of common sense.

• Technology:  As with all sectors, the meetings and events industry will see a rapid evolution resulting from the increased usage of event-specific smart phone applications.  These apps provide individual delegates personalized, customized mapping to optimize their event experience, saving time and increasing productivity.  Social Media, as a platform for two way communication between even owners and event participants (‘what’s with the air conditioning?’ ‘The Audio Visual is awful’) provide real time opportunity to address any event improvements needed to enhance participant experience.  Social media makes it possible for the event to begin at the time of registration giving real value to sponsors and exhibitors to engage event attendees in constructive dialogue before the official event start date.  2012 will see an industry awakening in the practical use of simple-to-use-yet-powerful social media as a meaningful resource for planners and delegates.

• Virtual presence: Regional events connected internationally: Ok, so this is a technology thing, too, but the easy availability of ever-improving-and-affordable technologies will create a shift to more events creating ‘hub and spoke’ formats. Not only will this reduce costs (time, travel expense) but can also provide meaningful focus on regional issues.  2012 will see increases in the number of event planners who understand that allowing virtual audiences increases stakeholder engagement in their organizations (rather than, as many worry, compromise attendance).  Regional ‘nodes’ which connect at focused times during their respective events can be highly engaging and offer exciting opportunities to share knowledge while reducing costs and carbon emissions from flights and other transport. The Green Meeting Industry Council webinar (Midori Connolly and Jessica Levin) and Event Camp Vancouver provide recent example not only of evidence of how well this can work but also ‘how to’s’ for integrating such technology for positive effect.

• Community Actions: Social programs are fundamental to any meeting or event.   The change we will see in 2012 will be in what planners offer as activities.  Rather than invest exclusively in more traditional activities such as theme parties or cocktail mingles, planners will offer more examples of socially responsible actions which give back to community.  Participants in these sessions are moved to enthusiastic expression of these sessions being a highlight of their event experience as they offer highly personal connections not only with the charities supported but also other attendees.  These sessions completely change the networking dynamic so that attendees interact as people with a shared interest and not just representative buyers and sellers.   Also, greater effort will be made to measure social responsibility.  Hours worked, funds raised, meals served, media hits, etc.  Measurement of social responsibility is increasing in importance as organizations work to provide stakeholder groups concrete examples of how they are responsible and worthy of trust.

Thoughts on these?  Look for a consolidated list of all 7 predictions later this week!

This time last year, we created a list of predictions.  While a few examples were perhaps a bit optimistic, we maintain that the list remains viable (it’s just ahead of it’s time!).  Because they are poised to be trends, some appear again in this list for 2012.

A thoughtful review of international business trends (recent relevant random sampling here, here and here) shows clearly that sustainability, and sustainable business practices, are more relevant and, indeed, more important to business than ever before.  Return on Investment (ROI), risk reduction, cost containment, stakeholder engagement and innovative  initiatives to increase revenue streams are terms which are not only near the top of every business leaders ‘to do’ list, but also characterize sustainable business results.

Given the increasing import of sustainable business practices in a difficult and ever more competitive marketplace, it’s appropriate to look more closely at the most influential of sustainability trends which will inform the 2012 landscape of meetings and events internationally.  Identified are 8 total trends.  To ring in the New Year and to make things even more enticing, we’ll portion these out just 2 at a time over the next few days (suspense!).

Trendspotting 2012: sustainability is smart business

1. Fewer actions, greater results: Rather than struggle to integrate multiple new actions, ideas or processes, planners and suppliers will focus on 2 or 3 specific and measurable tactics which can yield tangible returns or progress.  In 2012, more planners will mature in their approach to sustainable event management and find concrete results by narrowing their focus to improve areas most material to their unique conference or business.   This approach will help underscore the business case for actions taken and inspire additional actions which provide value.
2. Destination Marketing Organizations as sustainable business hubs.  As a first point of contact for many planners, DMO’s and CVB´swill become increasingly responsive to demand for sustainable suppliers and activity options for events.  Through their connections with regional membership, DMO’s have the opportunity to gather industry leaders around the topic of sustainability and facilitate training to bring mutually beneficial business returns to the region.  (This finding is based, in part, on the projects in which we’ve been proudly involved in with DMO leaders in Gothenburg, Copenhagen and the Costa del Sol.)

Share your thoughts on these and any sustainability related predictions of your own.  Stay tuned for more soon!

We’ve seen many studies and examples of the impact of travel (and here)  but fewer practical examples which outline solutions which can be replicated by event owners internationally.  Some fantastic designers are exploring big solutions which bring real promise to destinations.  Many such solutions, however, will bring benefit to events only in the distant future.

 What can be done today?

1. Measure your transport impacts: Include carbon dioxide emissions from delegate travel and local transport.
2. Set clear goals for improvement: Identify measureable targets, track progress and share performance on your website, newsletter or after action report.
3. Choose wisely: the clever experts at The Carbon Consultancy have collaborated with NGO parter Cool Earth to create a search tool which provides better flight selection options. The tool includes carbon emissions as a decision factor in choosing flights.  By evaluating airplane type, age of fleet, staff training and which routes offer direct flights, this tool calculates complex data and provides simple and clear estimates to inform the buyer.
4. Pursue sponsorships: The UN Global Compact Leader’s Summit gained Price WaterhouseCoopers as a sponsor for event sustainability. The package included their participation in event measurement and approving the recommended offset project
5. Engage delegates: Provide recognition on name badges for delegates who travel ‘climate smart’ (also, registration site tip here)
6. Regional events, connected virtually
7. Work with CVBs to promote local transport options

Carbon emissions are part of meetings and events.  When we acknowledge them with measurement, we increase the likelihood that these emissions will be seen as a liability and will encourage investment in sound practices to meet targets of drastically reduced emissions.

Looking forward to practical tips and thoughts from your own experience!

Within any organisation, individual department-based process are interrelated and interdependent.

Random example: The person working reception at a hotel, if they are to be productive and enthusiastic, relies on the successful observation of effective processes in the restaurant.  Poor systems will result in poor service and, eventually, problems for anybody involved in guest service.

What about sustainability.. and sustainble events?

Many organisations disallow themselves the benefits from aligning sustainability with traditionally recognized core business practices.

Random example #2: Marketing includes 2 pages on sustainability in the annual report yet procurement has no policy or practice related to sustainable practices.  The sustainable event planner in this organisation won’t deliver an event which reflects the promises sustainability outlined in the annual report because purchasing-often given influence over event-related expenses—have processes which are not aligned to the organisational sustainability initiative.

Strength through unity

Sustainable events are an expression of an organisations’ successful integration of sustainable business practices.  As part of a strategic approach to building a better business and responding to the widest possible stakeholder group, sustainable events are an extension of the core business initiatives which build the most resilient, innovative and successful companies.

Where to begin?

•  Understand sustainability.  Check out The Natural Step for business-friendly guidance on identifying the ‘system conditions’ which define sustainability. See this for a brief intro.
• Establish 2-way communication with stakeholders. Is your event deemed effective and valuable by participants? By the event host community? How do you know? Traditional 1-way communication will not help your organization improve and stay relevant.  Social media platforms, surveys and face to face sessions can provide pathways to needed feedback.
• Commit to 2 or 3 specific process improvementsin support of sustainability for your next event.  This might mean choosing sustainable suppliers, or measuring waste or creating a safeguards to ensure that the meeting site is accessible to people with disabilities. Regard the tracking and sharing of results as essential to improving the process.
  • Random example #3: In 2008 EWEA set a goal to measure their event waste.  In 2011, they recycled and composted their way to an 89% diversion rate (which included 100% of their exhibition carpet)

• Participate in the GMIC:  The Green Meeting Industry Council is focused on this stuff exclusively. (full disclosure: we’re members and active participants!) Ask questions, share best practices, absorb webinars, expand your network and help develop needed solutions.

Thoughts and additions welcome, as always.

Is there a lesson here for ‘green’ and sustainable event planners?  Do we get tangled up with trying to deliver a  ‘great sustainable event’ instead of  ‘a great event which happens to be sustainable’?

Often, event owners pursue a traditional planning approach, then attach sustainable elements as an afterthought.  Better to create an event which delivers on determined objectives but in a measured, sustainable way.

Email response to a planner who wanted to create a sustainable event for a corporate client:

“Try not to think of the sustainable elements as an ‘in your face’ thing, but a spirit within the event that gives the participant a deeper connection to the experience.  It’s not about having recycling containers everywhere. it’s about :

• finding a cool venue (which is close to public transport and is powered by alternative energy and takes good care of it’s employees)

• with stylish screens & lighting (energy efficient)

• beautiful food & gorgeous cocktails (seasonal cuisine, crushed organic fruit & local beer in real glasses)

• cutting edge event design (high tech networking elements, non traditional sessions, artful elements)

• collaboration with a social entrepreneur or NGO to diversify and give a sense of purpose (CO2 emissions measured and offset to a project benefiting this group)”

Will sustainability-for-events sooner become  mainstream if we think of these practices not as a separate list of technical actions which confuse and burden us, but a guide and an outline for the story we wish to tell… for the experience we wish to give?

CEI Asia Jan 11 Predictions.pdf

Here are my comments:

It has been a solid year for sustainability in the meetings industry and I am impressed by many of the actions taken by organisations around the world. Looking across the Green Meetings Industry Council (GMIC) membership, I have seen a growing number of businesses that have elevated sustainability to a strategic management priority and have taken actions to embed CSR into day-to-day practices.

However, while 2010 was a good year we must ask whether ‘good’ is good enough? Global resource issues, destruction of nature and unhealthy practices continue. Oil prices will go up and the unequal distribution of wealth and opportunity is only worsening. The meetings and events industry is not doing enough and together we need to step up, scale up and speed up. Sustainability is a key management competence. It is good for profit, builds trust and gives competitive advantage.

• 171 people, including 125 kids, participated in a 4 hour long session to create 19 different figures of (mostly) waste materials

• 108 graduation certificates were awarded to students graduating Young Guru Academy’s Read Think Share program
• And, *drum roll* 6467 €uros were raised in support of the development of the 111th Read Think Share creative learning library in Turkey, this one in Istanbul

These small points can’t begin to tell the story, though.  We invite you to have a look at the fun videos and photos from the event.

What did we learn?

The integration of community action projects has become an important aspect of creating sustainable meetings and events. Without a ‘how to’ guide, many planners are left frustrated with the effort required to include a community action project.  Here are a few takeaways from our experience:

Purpose: Planners should give meaningful thought to their reason and intention for including a community action project.  It can be helpful to remember this: “It’s not about you”.   Start with a purpose to consider the needs of the people receiving your support.  That said, any project should be aligned with the central mission and values of the organization.

Selection: Non Government Organizations (NGOs) or charities are not event suppliers.  It’s possible the community partner is not (a) in need of the help you can provide or (b) able to respond to the needs of planners.  In this article, we’ve provided some thoughts of Do’s and Don’ts of working with NGOs.

Engagement: Increase participation through promotion in the weeks leading up to the meeting. Conference teasers, social media sites and individual emails can build a sense of excitement and increase the number of attendees. Reach out not only to potential participants but also the members of your network, including your supply chain.  MCI received school supplies and, from Parthen, we received real money needed to support the fund raising goal. Importantly, don’t forget to involve members of the community itself.  It’s important they have a stake in the organization and action.

Follow Up: Maintain contact with the NGO to stay apprised of their actions and provide updates to your stakeholders about the impact of their support.

What are some of the best ideas you’ve seen in the organization of meetings and events?  Please share your thoughts and examples!