The voice of climate action has been amplified.
Sustainability has shot to the top of event organisers’ agendas, especially post-pandemic and after the discussions at COP26. At the heart of all the conversations around protecting the future of our planet, is the vital role that businesses have to play.
But what does this mean for your events and how can sustainability be meaningfully implemented?
Sustainability covers a broad spectrum and it’s important to be realistic when setting targets for your events. This is where tailoring comes into play.
Whether your organisation has no sustainability policy in place at all, or you’re actively working to eliminate waste in your supply chain and aiming for greener events, Lemon Lane can help find what works for you.
GETTING STARTED
The first thing is simply starting on your sustainability journey, which can often be the most daunting part. There might be internal resistance, fear about being out of your depth, or simply worries around getting it wrong.
But the most important thing is to take action. There’s no shame in being a beginner- every organisation has to start somewhere.
SET UP A TEAM
Over the last year or so, you’ve probably had to take on extra responsibilities and learn new skills as part of your role. Sustainability can seem like yet another thing you have to get your head around.
The good news is that incorporating sustainability into your event strategy isn’t just down to how much budget you set aside. Time and resources will make the most difference, so try to dedicate at least one person to the task, if not a small team.
Make sure you choose the right person for the task. Giving the responsibility to someone too senior may mean that things don’t get done and someone too junior might not have enough influence to encourage other stakeholders to get involved.
If you don’t have capacity in-house, or want to outsource to an expert, agencies have got your back. At Lemon Lane we are keen members of isla, so we have access to their wide range of training, working groups, events and upcoming measurement software. We are putting sustainability front of mind in our event design and have the knowledge to advise you on the processes below.
360 WORKING
A comprehensive internal audit will show you where you are in your journey and is a good way to collate what you are currently doing. It’s also useful if you want to share this with any suppliers who are helping you with your event strategy.
You should involve the whole company in this process, as different people will be making different contributions. Together, a lot of small actions can really add up. Your comms team may have a CSR strategy in place that they can share, and the accounts department can tell you have much electricity and gas is being used. Facilities may know how much waste your organisation generates each year.
You may be shocked at some of the results, but from here you can start to take action and put a plan in place that is realistic for your company. Embed sustainability throughout your organisation, with responsibility at each level of decision-making.
BRUSH UP
Take some time to learn about the areas you want to focus on. The internet has endless information and resources, with plenty of case studies of other companies sharing their best practice.
Tools such as carbon calculators and benchmarking frameworks can help you set KPIs- and longer-term goals – which are vital to making sustainability, sustainable!
Avoid greenwashing; branding something as eco-friendly, green, or sustainable when that isn’t the case. Be transparent about any part of your supply chain or process that isn’t sustainable, and be authentic in your commitment to do better for future events.
Accept that you don’t – and can’t – know everything. The science is fast-moving and even the experts don’t have all the answers yet. Learn what you can and implement your findings to the best of your ability. Check in regularly with your sustainability policy to make sure it’s still fit for purpose.
COLLABORATE
You don’t have to do it alone! Venues, suppliers, and delegates all have their part to play too. Understanding what suppliers can do to increase an event’s sustainability credentials will give you an idea of what other items you can check off your list.
For agencies, build sustainability into the bidding process to find out what they can do for you. This will free up time for your team and add to your pool of ideas for reducing environmental impact.
Ask venues about their policy on food waste, getting rid of single-use packaging and if there are any opportunities to offset carbon emissions.
Ask delegates to travel by train, coach or car-share if possible (Covid restrictions permitting!). Encourage them to download event apps instead of requesting paper documents. Suggest that everyone bring their own reusable water bottle to avoid plastic and paper cups.
Other suppliers, such as set designers for example, can advise on reusable or recyclable build materials and environments.
MEASURE FOR MEASURE
Data is your friend. Decide what you want to measure and how you will measure the items on your personalised action plan.
You can measure delegate travel omissions by asking how they got to the event, and incentivise using greener ways to get there.
Or if you’re measuring food waste or emissions from food supply chains, ask the venue about putting this into the contract. You can audit contractors to make sure they used the sustainable suppliers you requested.
But alongside gathering data, you also need to set milestones so you can plan exactly when you’re going to achieve your targets. Base these targets on your data and make them realistic – sticking to milestones is just as important as setting them.
You will find that each event is a trial and error process, where you gather more data and refine your processes on a continual basis.
There is no one-size-fits-all with sustainability. If all of the above seems daunting, Lemon Lane can take on responsibility for your end-to-end event management. And that includes tailoring your sustainability goals. We are committed to prioritising people and the planet, both in-house and for all our clients.
