Frequently Asked Questions
Welcome to our FAQ page – your ultimate resource for finding answers to frequently asked questions regarding the Planet Positive Event tool, the methodology, standards, the technical instructions, and more.
General Questions
Does the final event report comply with ESRS?
16 Planet Positive Event evaluation forms cover all 12 ESRS Standards. Our forms also include regenerative effects, which go beyond the event’s direct impact. Our tool also follows the principles of ESRS, including assessing double materiality (event organisers must report on sustainability matters that are financially material in influencing business value and material to the market, the environment, and people). In addition, Planet Positive Event demands that event organisers report on their entire value chain.
Can we enter data into the Planet Positive Event web app ourselves, or do we require external help?
Our service includes access to the online Planet Positive Event app, where you enter data for the carbon footprint measurement and answer questions that help us calculate the event’s sustainability rating. All data you enter is audited by an external assessor. Based on their confirmation, the final report is generated automatically. You can also contact one of Planet Positive Event’s partner companies for the entire evaluation process.
Does the online app automatically calculate the final sustainability rating and carbon footprint?
Indeed, the sustainability rating and carbon footprint calculation are automatically generated by our online app. You will be granted access to the online app before the event so that you can prepare data for the calculation.
What does the final sustainability rating report look like? Is it generated automatically?
The final report about the sustainability rating is generated automatically, comprising all data needed to comply with the ESRS Standard. At the client’s request, the report can be designed following the holistic graphic image of the client’s brand. Further graphic design work is charged additionally. You can see an example of the final sustainability rating report at the following link: CONVENTA REPORT.
In what ways is your tool transformative?
We see event organising as a transformative process. Our tool aims to direct event organisers to leave a positive imprint on the planet. The final sustainability rating shows how successful we are en route to regenerative events. Every step counts on our path to organising events that will be more responsible to the environment, society and attendees.
Do you offer clients consultancy services in sustainable event organising?
Planet Positive Event is a holistic platform that provides inspiring knowledge you cannot find elsewhere. To make a sustainable transformation of your events, we will connect, encourage, educate and impress you with the help of our partner network, which you can see at https://planet-positive-event.eu/.
The Planet Positive Event team and partners offer consultancy services in the following fields:
- Preparing a green pledge for your event
- Preparing a sustainability policy for your event
- Preparing a regenerative plan for your event
- Preparing an action plan for your event
- Establishing and educating a green team
- Establishing systems to measure and track progress
- Creating handbooks for sustainable events of various types
Who created Planet Positive Event?
The project came to life as a result of close cooperation between companies Artctur d.o.o. and Toleranca marketing d.o.o., two leading companies in their field in Europe. The web app was developed by Arctur, a pioneering technological company that has been setting standards in processing data and using AI with the help of its supercomputer.
The content part of the project came to life as the result of 16 years of sustainably transforming the international trade show Conventa, the central event for the regional meetings industry. Toleranca marketing’s aspirations have been recognised internationally. Among the agency’s accolades is the award for the world’s most sustainable event, received at the BEA World Festival, a competition considered the Oscars of the meetings industry. Both companies pledge to reduce the negative impact of their events on the environment and society. The project’s vision and mission are a testament to both companies’ sustainability pledges.
Where can we find trustworthy suppliers of sustainable gifts for attendees? Will you also evaluate and certify suppliers in the future?
Already in the summer of 2024, we will establish a certification scheme for sustainable suppliers of Planet Positive Event. The suppliers will have to demonstrate that they meet strict criteria and include the carbon footprint of their products.
What's “Green Manager Footprint Assistant”?
To simplify data collection before entering it into the PPE carbon calculator, we have prepared an easy-to-use Excel sheet. This tool helps green managers keep track of all the necessary data needed to calculate the carbon footprint. The collected data is then entered into the tool, into the specific sections of the calculator from CT1 to CT9.
We’re just a few days away from the event. What do you recommend given that we’re relatively late. Should we focus on answering “only” the mandatory questions?
If you’re running out of time, we suggest you only fill out the mandatory fields before the event. These account for 70% of the scoring.
Can you send us an example of an action plan and how demanding it should be?
We recommend that you prepare the action plan after reviewing the criteria for your event. The criteria will guide you in preparing specific activities in areas with the greatest impact. You can view a sample action plan at the following link: https://planet-positive-event.eu/wp-content/uploads/2024/09/Annex-2-Green-Action-Plan.pdf
Can you send us an example of a mobility plan? What should we focus on?
The mobility plan includes guidelines for a sustainable approach to all important event venues and the mobility plan for each participant group.
When should we enter the server data? Does this apply if we have our own server for the website, communication, etc.?
More and more digital services are in the cloud, and many companies no longer use their own servers. However, if you have a server for greater autonomy, security, and flexibility, please provide the server data. You can calculate the energy consumption of the server as follows:
- Number of servers: 1
- Duration of server use: 1 hour
- Server nominal power: 0,594 kW per server
- Emission factors for electricity: 0,3040 kgCO2e
Calculation: emission factor x number of servers x duration of use x server(s) nominal power = 0,3040 x 1 x 1 x 0,594 = 0,181 kgCO2e
Could you provide a simple explanation of some KPIs related to the following question: Did you set KPIs to measure how attractive and successful were sustainable activities and include the set goals into your communication (please define KPIs in your comment)?
Such goals can be linked to each selected criterion, for example:
- 30% of participants will cycle to the event
- 70% of food will be vegetarian
- 100% of water will be served in pitchers
- 40% of event’s energy will come from renewable sources
How long does the external assessment of our event take?
As soon as you enter the event data, an external assessor will review it. Assessors are required to complete their evaluation within a maximum of 7 days.
As a larger company, we’re interested in whether you can provide a white label tool?
White label is possible by special arrangement. In this case, the whole reporting will also be the white label. Our technical team requires approximately three weeks to configure the tool.
What does the notation in bold e.g. Mobility 26 (5+21) mean?
96 obligatory and 286 recommendable sustainable criteria represent the basis for calculating an event’s sustainability rating. In the mobility segment, there are 5 obligatory and 21 recommendable criteria (5+21 = 26). The average sustainability rating is calculated from the percentage of achieved obligatory and recommendable criteria. To receive the certificate, the event must meet at least 70% of the obligatory criteria.
The certificate in the end is issued by Planet Positive Event. Is Planet Positive an independent certifier?
The certificate is issued by an independent certification organisation, controlled by the Executive Board. It functions in accordance with the Policy & Procedure Manual for External Assessors (attached). The certification system is coordinated with the ISO 9001:2015 Standard. External assessors are experts with specialised know-how in event organising and sustainability. Because of its credibility, leading certification companies in Slovenia have praised the solution.
I imagine by the end of the year, imagining we have reported on several events, we could issue an Annual Report with the consolidation of all the work, a progress report, highlighting the reductions, good work and areas for improvement. Right?
Indeed, we can merge all the reports into a joint Annual Report. We will create it with artificial intelligence that supports the analytical part of the tool. We are particularly proud of this feature of the tool, which was created by our technological partner company, Arctur, one of the leading European companies in their respective field.
For all data concerning human beings, would it be possible to separate in collection and analysis by gender? For the future, I mean.
That is a fantastic idea we can effortlessly implement. We plan to implement this as soon as possible.
I see that even production is marked as having 0 CO2 footprint. Why is that?
The reason is straightforward. In accordance with Planet Positive Event’s methodology, we gained a highly accurate calculation of electricity use and energy use for air-conditioning for each day of the event. The calculation included the energy used to power all multimedia equipment. That is why we did not need to calculate energy use for every segment of the production. The second reason was that the production equipment was already built-in or reused. Effectively, no new equipment was used for the event. To summarise, event production in our methodology pertains to stage elements, including special effects (pyrotechnics, artificial fog, etc.). The staff and project management are included in the project management segment.
Mobility
With mobility, is it necessary to measure transport even for activities such as site inspection? For example, should we include a trip where we go inspect the venue (e. g. 3 people, 0.5 km), or when we have a meeting with two subcontractors, and they travel to meet us?
You need to measure all trips made before, during, and after the event. This includes journeys related to site inspections. They should be entered into under the category “Organiser Travel”. Data is collected and recorded in three categories:
- Organiser Travel
- Supplier Travel
- Participant Travel
You enter the total kilometres of all trips into the tool using the "Green Manager Footprint Assistant" table.
Does the question “Do you prioritise the selection of air carriers with a transparent model of carbon offset (if not, explain in comment why not)?« refer to this specific event, or is it meant generally?
All questions refer to the specific event. You must respond based on whether this was explicitly prioritised for the event in question. We recommend following the CORSIA scheme in this context. Adopted by the European Council in 2022, CORSIA is a system for carbon offsetting and reduction in international aviation, aimed at contributing to global climate neutrality goals. It was introduced by the International Civil Aviation Organization (ICAO) in 2018. For more information, visit: https://www.icao.int/environmental-protection/CORSIA/Documents/CORSIA_FAQs_Apr2024.pdf
Is the question “Do you provide any amenities to employees who cycle to work?” aimed at individual suppliers?
This applies to the company or companies organising the events. Amenities include:
- Bicycle parking facilities
- Shows and changing rooms for cyclists
- Purchase of company e-bikes
- Charging points for e-bikes
Additional information is available on the SmartMOVE project website: https://www.smart-move.si/
Project Management
Did you prepare a sustainability policy for your event, including at least the following three core segments: mobility, venue, food and beverage? What do you recommend, do you have any good practice examples?
Many organisers have their own sustainability policies. These are often prepared at the company level, but there are also policies specifically for event organisation.
Example 1: Sustainability policy of the insurance company Generali https://www.generali.com/sustainability.
Example 2: Sustainability policy for events at Cankarjev Dom https://www.cd-cc.si/en/green-pledge-event-organization.
- Organiser Travel
- Supplier Travel
- Participant Travel
You enter the total kilometres of all trips into the tool using the "Green Manager Footprint Assistant" table.
Did you identify your event's most important impacts (environmental, social, organisational)? How should this be prepared? How to approach it?
This area has been most thoroughly tackled by Conventa. We recommend reading their documents published on https://conventa.si/green-conventa/.
A particularly important document is https://conventa.si/featured/strategy-for-a-carbon-neutral-conventa/.
Did you set goals to reduce your event's adverse environmental and societal effects whilst increasing positive impacts? How should this be prepared? How to approach it?
Start by setting the basic goal of measuring your event's carbon footprint. Only after this will you be able to create concrete proposals for reduction. One of the main goals is to ensure that the carbon footprint per participant does not exceed category D (80 – 114 kg CO2e/participant).
The carbon footprint per participant in our measurement system is divided into the following categories:
- A: Below 10 kg CO2e/participant
- B: 11 – 44 kg CO2e/participant
- C: 45 – 79 kg CO2e/participant
- D: 80 – 114 kg CO2e/participant
- E: 115 – 149 kg CO2e/participant
- F: 150 – 184 kg CO2e/participant
- G: 185 – 219 kg CO2e/participant
- H: Over 220 kg CO2e/participant
Did you prepare an action plan with measures needed to achieve the goals set (please add a link to the document in your comment)? How should this be prepared? How to approach it?
We advise preparing an action plan for each event. You can start building it with the help of the criteria, which can be easily converted into concrete activities. For example, the question "Did you precisely measure the amount of food waste in cooperation with catering companies?" can be turned into an activity: "We will carefully measure the amount of food waste at the event."
Example of an action plan: https://planet-positive-event.eu/wpcontent/uploads/2024/09/Annex-2-Green-Action-Plan.pdf
Regarding the appointment of a green leader and team: should this be formalized? Is a document necessary or is it sufficient to internally agree who will lead it?
We advise formally appointing a green leader and team. It is beneficial to adopt an official resolution on this matter. You can find an example of such a resolution here: https://www.visitmaribor.si/media/11539/sklep-o-imenovanju-zelene-ekipe.pdf.
We also recommend publishing it on your website.
How detailed and accurate should the action plan be? I assume it’s based on a questionnaire. Do you have a good example?
The action plan is the foundation for the sustainable transformation of your events. When preparing it, focus on the most problematic areas where the greatest carbon footprint is generated. The plan should be realistic, actionable, and include SMART goals. You can find an example of an action plan here: https://planet-positive-event.eu/wp-content/uploads/2024/09/Annex-2-Green-Action-Plan.pdf.
Were recommendations regarding sustainable event organisation published on your event's website and made accessible to all? What do you recommend? What should this include? Do you have any good practice examples?
We recommend publishing all documents that could be useful to you and other organisers in an open-access format, in line with the OA philosophy. A good practice example is Conventa, which publishes its documents on a page dedicated just to that https://conventa.si/green-conventa/.
Did you purchase carbon offset for the greenhouse gas emissions? What do you recommend?
First, we recommend measuring the carbon footprint and calculating its value according to the current EU ETS Price on the calculation day. Then, compare this value with the calculated regenerative effects of the event. If the carbon footprint value is still negative, consider offsets. PPE's team believes that investing in local projects is the most worthwhile. Find such projects and follow a regenerative logic to leave the destination in a better state than before the event!
Venue
Does the venue ban banners made from polyester or other plastic materials? What kind of stickers and banners are meant here?
Banners and stickers made from PVC materials are problematic at events as they cannot be recycled. Organisers like using them because they are highly resistant to tearing, tensile forces, and scratches. However, there are much more sustainable alternatives available. Therefore, we recommend requesting that the venue prohibit the use of plastic-based banners.
Does the venue use efficient water technologies that reduce the use and pollution of water by implementing at least two measures? What measures are referred to here? Could you provide an example?
Basic measures include eco-friendly toilet cisterns that use 6 litres of water instead of the usual 12 litres, and automatic touch-free faucets that significantly reduce water consumption. These are just starting points, and there are many more alternative methods and techniques. This area is also regulated by the Energy Performance of Buildings Directive (EPBD) and Water-Saving Fixtures. You can read more at https://energy.ec.europa.eu/topics/energy-efficiency/energy-efficient-buildings/energy-performance-buildings-directive_en.
Does the venue follow standards regarding water use? Which standards are referred to here?
In Slovenia, the basic regulations are outlined in the regulations on minimum technical requirements for residential buildings and recommendations for the management of water supply networks (see https://www.vokasnaga.si/informacije/10-pravil-ravnanja-z-vodo). The venue must also adhere to various water use standards. These standards often combine EU directives, national regulations, and best industry practices aimed at reducing water consumption, managing wastewater, and promoting sustainability.
To quickly check how well a venue manages water, you can ask about compliance with the following directives:
- WFD - Water Framework Directive
- UWWTD - Urban Waste Water Treatment Directive
- DWD - Drinking Water Directive
Certificates like BREEAM, LEED, and others also serve as proof of compliance. The management of water is also covered by ISO 14001 and ISO 46001 certification.
Sustainable procurement of products and services
Did you prepare a sustainable procurement policy and include measures to execute it in the action plan? What does such a policy look like? Do you have an example of good practice?
This policy is most often prepared at the company level by event organisers. Public companies are required to follow green public procurement guidelines for 22 procurement categories (ranging from electricity to office furniture).
Many companies go a step further, procuring products with Fair Trade labels, BCorp certification, Ecovadis, and other sustainability certifications. To provide clearer understanding, here are a few examples from well-known global companies:
- Patagonia: https://www.patagonia.com/on/demandware.static/-/Library-Sites-PatagoniaShared/default/dw02c6df87/PDF-US/Preferable-Purchasing-Principles.pdf
- Microsoft: https://www.microsoft.com/en-us/procurement/corporate-responsibility
Catering
Did you internally certify the catering service providers by using our questionnaire for catering companies? Where should this be done, and how can we implement it?
This means that, prior to the event, you must familiarise the catering company with the mandatory and recommended criteria for catering (8 mandatory and 12 recommended). These criteria are designed so that you can create an action plan based on them. You should also send them the form for collecting data to calculate the carbon footprint: https://form.123formbuilder.com/6742119/cal08-catering
We recommend doing both tasks at least a week before the event or, at the latest, during the menu planning stage for your event.
Water
Did you implement at least one measure to save water at your event, listed in the KT-15 criteria segment? What exactly is meant by this?
There are several measures, but we recommend focusing on preventive actions that have long-term positive effects on the environment. One such measure is, for example, banning the use of plastic bottles and encouraging the consumption of tap water, if possible.
Other important measures include:
- Providing simple instructions on water consumption and water-saving practices in toilet areas
- Carefully tracking water usage during the event, supported by relevant documentation
- Using biodegradable cleaning products with appropriate certifications
- Using recycled toilet paper
These are just a few actions that can contribute to more responsible water usage. The average water consumption per participant per day at an event is 90 litters. Therefore, your goal should be to reduce this consumption at your event.
Regenerative effects
Did you employ at least 30% of women in the leading positions of the event's organisation? Which organisation does this refer to? Should we consider all companies involved in the preparation and execution of the project?
The data on the employment of women and men refers only to the event organisers. If your institution hired an event agency to manage the event, you should combine the employment data from both your organisation and the event agency. Make sure to gather data from the entire event lifecycle: before, during, and after the event.
Did you measure the carbon footprint of the entire event and the carbon footprint per participant? Did you set goals to reduce the carbon footprint by 2030? What should we do if we have measured the carbon footprint in previous years in a simpler (approximate) way?
We strongly recommend that you measure the carbon footprint of your event and then systematically track it over a longer period. When doing so, specify the tool and methodology used for measurement and evaluate the accuracy of the data:
- Highly accurate: All information comes from precise measurements and evidence, such as paid invoices.
- Moderately accurate: Some information was measured, and other data was estimated.
- Inaccurate: Almost all data was estimated
What could be considered the legacy of an event like ours?
These are long-term positive impacts on the community.
In 2004, Slovenia became an EU member, and the legacy in Gorizia is that borders do not divide but unite. A prime example is the European Square, which will be a development hub and the main venue for the European Capital of Culture project in 2025.
What could be considered time impact of an event like ours?
These are short-term and measurable SMART effects.
The most typical KPI is the number of jobs created by the organisation of the event, such as the number of retirees involved in the project’s implementation
What could be considered time impact of an event like ours?
These are short-term and measurable SMART effects.
The most typical KPI is the number of jobs created by the organisation of the event, such as the number of retirees involved in the project’s implementation
Productions
Why is it necessary to input the power of the sound system?
If we don't have exact data on electricity consumption, we calculate it based on the power of the sound system and other equipment. These are control data that contribute to the accuracy of the carbon footprint calculation.
Why do we need to provide data on the rehearsal rig status kWh of discharge?
These are data collected in the case of more complex stage productions, managed primarily by experts in stage, lighting, and sound. For smaller events, this isn't relevant.
Waste
Does it make sense to set up an Eco Island at the event, considering we don't expect much waste (even for catering, where there shouldn't be single-use packaging)?
We recommend setting up an Eco Island at all events. While you may not produce a lot of waste, it serves as a great reminder for participants and has a transformative effect. PPE strongly supports its setup.
Using the App
Do you organise an educational course before we start entering data into the web app?
Before you start entering data into the online tool, we organise a brief educational course for your team. We also recommend a one-hour educational meeting with the event suppliers, who will have to send you data to calculate the carbon footprint. To better understand, here is an example of a form hotels must fill out: FORM FOR HOTELS.
Can all criteria be exported in an Excel sheet or PDF format?
Our tool is a web app that will help you check if your event complies with ESRS Standards, help you measure your event’s carbon footprint and learn how to organise sustainable events. Our tool does not support exporting individual criteria in pdf or Excel format. Regardless, using the web app will familiarise you with criteria relevant to your event’s size and complexity.
How to register into the PPE web app?
See our YouTube tutorial at: https://youtu.be/yRaA_oXDkCM?si=kAN31dpsH1Q96nnX.
How to submit basic data about our event into the PPE web app?
See our YouTube tutorial at: https://youtu.be/ID_3zDfl4Bw?si=jujUp4y1v2LbrfEL.
How do we choose suitable criteria for our event?
See our YouTube tutorial at: https://youtu.be/L9npQcN4l3g?si=kTaFhtIOZtUfs0nY.
Calculating the Carbon Footprint
How can we collect data from suppliers to calculate the carbon footprint? Do you have a solution for this problem?
We are particularly proud of our forms to calculate the carbon footprint. They are the first of their kind in the world. Our forms render the process of collecting information straightforward. You can find the forms on Planet Positive Event’s website: LINK.
Does your carbon footprint calculation comply with the GHG Protocol? Does the final report include calculations for GHG Scope 1, 2, and 3 emissions?
Our calculations adhere strictly to the GHG Protocol standards. The final report includes the following emissions:
Scope 1: Direct greenhouse (GHG) emissions that occur from sources that are controlled or owned by an organisation.
Scope 2: Indirect (GHG) emissions (all purchased energy that is spent on event equipment or activity)
Scope 3: Indirect (GHG) emissions that arise in the value chain of an organisation (transport of employees from and to work, business trips, services, etc. - matters not owned by an organisation, yet have an indirect impact on the organisation).
Does your carbon footprint calculator follow the ISO 14064-1 standard?
We adhere to the ISO 14064-1 standard for calculating the carbon footprint, which means we follow and report on all aspects of event organising. In other words, we calculate the event’s entire lifecycle, including communication and marketing. Thus, the carbon footprint of attendees includes the time from their arrival at an event until their arrival back home. That timeframe represents an event’s lifecycle
Who verifies and audits the carbon footprint measurement?
The carbon footprint calculations are independently audited by external assessors of Planet Positive Event. The assessors helped prepare the methodology of the calculator and emission factors. They will prepare an independent overview and write a final report and calculation for your event. You will receive their comments in written form.
Which forms are used to calculate the carbon footprint generated by F&B vendors at music festivals?
Vendors of food and beverages must fill out the form for catering. All vendors must report on key figures, most notably about the structure of meals they serve, energy and water use, and waste management.
Sustainability Rating
What is the difference between one and three stars in the final sustainability rating?
THREE STARS = PRO PPE Organiser: rating from 4.21 to 5.00
Leading organisers of sustainable events
TWO STARS = MASTER PPE ORGANISER: rating from 3.41 to 4.20
Excellent organisers of sustainable events
ONE STAR = ADVANCED PPE Organiser: rating from 2.61 to 3.40
Good organisers of sustainable events
ZERO STARS = PPE BEGINNER: rating below 2.60
Beginners with an elementary knowledge of sustainable event organising
What do the additional marks in the final sustainability rating mean?
In each category, we award additional marks based on the number of achieved points. These marks help us further position events. We subdivide events as follows:
AAA (4.76-5.00) AA (4.49-4.75) A (4.22-4.48)
BBB (3.95-4.21) BB (3.68-3.94) B (3.41-3.67)
CCC (3.14-3.40) CC (2.88-3.14) C (2.61-2.87)
How long does it take to collect and enter all data into the Planet Positive Event tool on average?
The amount of time needed to collect and enter all data depends on the complexity of an event. In our system, the complexity depends on the number of selected criteria. From experience, you can see an approximate estimate of hours needed to enter all the data based on the packages:
Package S (4) 4 obligatory criteria segments
Smaller conferences, workshops, educational programmes, press conferences, seminars
Estimated time needed to enter the data: 1.8 hours
Package M (4+3) 4 obligatory criteria segments plus three additional segments
Relatively demanding conferences, congresses, openings, social events, incentive events
Estimated time needed to enter the data: 3.3 hours
Package L (4+6) 4 obligatory criteria segments plus six additional segments
Multi-day congresses, festivals, conferences, cultural events, exhibitions
Estimated time needed to enter the data: 4.7 hours
Package XL (4 +9) 4 obligatory criteria segments plus nine additional segments
Demanding events, trade shows, trade fairs, festivals, sports events
Estimated time needed to enter the data: 6.1 hours
Package XXL (4+12) 4 obligatory criteria segments plus twelve additional segments
Highly complex sports events and festivals
Estimated time needed to enter the data: 7.5 hours
Why are some criteria obligatory and others recommendable? How does this impact the sustainability rating?
The final sustainability rating is calculated as the average mark of the percentage of achieved obligatory and recommendable criteria. An event must meet at least 70% of the obligatory criteria to acquire the certificate. In other words, obligatory criteria contribute 70% to the final score, whilst recommendable criteria contribute 30%. We thus recommend you devote most of your efforts to meeting obligatory criteria.
What is the threshold to acquire a positive sustainability rating?
The sustainability rating of an event ranges from 1 to 5, with 5 representing the highest possible mark. The threshold to acquire a positive sustainability rating will be an overall score of 2.61, and the condition that the event organisers measure their event’s carbon footprint following our methodology.
How do you regulate the external assessment? Who is responsible for the work of external assessors?
The external assessors conduct their assessment in compliance with the Policy and Procedure Manual for External Assessors, which follows the ISO 9001:2015 standard. In accordance with the Policy and Procedure Manual, their work is audited by a supervising committee.
What are the criteria and values of external assessors?
An external assessor is an expert specialising in various fields of event organising or is a sustainability expert. External assessors assume the role of “critical colleagues” of event organisers during the external assessments. In practice, that means they must be:
- External (from another institution or organisation) and independent (have zero personal or institutional interest in the evaluation)
- Work in a similar environment or have organised events independently
- Are proven experts in their field (with similar values, professional competencies and approach, language proficiency, etc.)
- Can bring specific know-how about event organising into the evaluation and pair it with an external view of someone who comes from a different organisation ("external insider")
External assessors conduct their work adhering to the following values:
- Objectivity and impartiality
- Respecting the achievements of event organisers, regardless of their level of knowledge in sustainability, and understanding the circumstances that lead to an event’s results
- Respecting business ethics
- Openness to novelties and learning
- Accepting different approaches (different solutions, approaches to work, etc.)
- Motivating event organisers to make improvements
Commonly used abbreviations and terms
What does the abbreviation ESRS stand for?
The abbreviation ESRS stands for European Sustainability Reporting Standards. The standards identify and specify the information companies must share and report about. The information includes a company’s impacts, risks and opportunities related to environmental, societal and governance aspects of sustainability. The European Commission accepted ESRS on 31 July 2023. Companies in the ESRS framework must start writing reports between 2024 and 2028.
Find out more at: https://eur-lex.europa.eu/legal-content/EN/TXT/?uri=PI_COM%3AC%282023%295303.
What does the abbreviation CSRD stand for?
The abbreviation CSRD stands for the Corporate Sustainability Reporting Directive. The directive specifies the gradual implementation of standards concerning the types of companies obliged to write sustainability reports. Companies will have to start writing sustainability reports based on their size:
1 January 2024 - large organisations with over 500 employees trading on the stock market, banks and insurance companies are obliged to report according to the NFRD Directive from 1 January 2024 onwards.
1 January 2025 - companies not included in the current NFRD Directive
1 January 2028 - large organisations from developing countries
Find out more at: https://eur-lex.europa.eu/legal-content/EN/TXT/?uri=CELEX:32022L2464
What does the ESG abbreviation stand for?
ESG = E – environment, S – social, G – governance
What does the NFRD abbreviation stand for?
NFRD stands for Non-financial Reporting Directive, which was in force until the new directive, known as the CSRD Directive, replaced it.
What does the CSDD abbreviation stand for?
CSDD stands for Corporate Sustainability Due Diligence Directive.
Find out more at: https://commission.europa.eu/business-economy-euro/doing-business-eu/corporate-sustainability-due-diligence_en
What does the ESAP abbreviation stand for?
ESAP is a joint EU database about sustainability that will begin operating at the end of 2027.
Find out more at: https://eur-lex.europa.eu/eli/reg/2023/2859/oj
What does ZERO WASTE mean?
Protecting all natural resources through responsible production, consumption, reuse and use of products, plastic and matter, without incinerating matter or generating emissions that could impact the soil, water or air and thus harm ecosystems or humans.
Find out more at: https://zerowasteeurope.eu/
What does CARBON NEUTRAL mean?
The essence of carbon neutrality is that you can compensate for your emissions by offsetting carbon emissions elsewhere. Such compensation can be achieved by investing in renewable energy sources, forestation projects or supporting a third party to reduce their emissions.
What does NET ZERO mean?
Net Zero is all about doing our best to reduce our emissions. With Net Zero, offsetting is used only to compensate for remaining emissions.
What does CARBON ZERO mean?
Carbon zero refers to a product or service that emits no carbon emissions. In other words, from the beginning of its use, zero carbon is emitted. That is why no carbon footprint needs to be offset or captured.
What does CARBON NEGATIVE/BALANCED mean?
Negative carbon emissions are achieved when the activities of an organisation exceed net zero carbon emissions and create benefits for the environment by removing or capturing additional carbon dioxide from the atmosphere.
General questions about sustainable event organisation
What is the Net Zero Carbon Events initiative?
The abbreviation ESRS stands for European Sustainability Reporting Standards. The standards identify and specify the information companies must share and report about. The information includes a company’s impacts, risks and opportunities related to environmental, societal and governance aspects of sustainability. The European Commission accepted ESRS on 31 July 2023. Companies in the ESRS framework must start writing reports between 2024 and 2028.
Find out more at: https://eur-lex.europa.eu/legal-content/EN/TXT/?uri=PI_COM%3AC%282023%295303.
How many events take place around the world per day, and what is their carbon footprint?
Between 3 and 4 million events take place every day around the world. Out of those, between 240,000 and 400,000 events take place across Europe. Data calculated only for German business events in 2023 is even more precise:
- Germany hosted 2,150,000 events in 2023
- 5890 events took place every day in Germany in 2023
- The average length of an event was 1.6 days
- 5% of events were corporate events (15.1% of events were association events)
Source: https://www.gcb.de/en/wissen-und-innovation/meeting-and-eventbarometer/
According to rough estimates, the carbon footprint of the German meetings industry alone amounts to more than half a billion tonnes of CO2. That amounts to 3.8 billion EUR.
What goals does the global meetings industry have to achieve a sustainable transformation?
The Net Zero Carbon Events initiative set four guiding principles en route to a carbon-neutral meetings industry:
- Carbon-neutral meetings industry by 2050 (the initiative calculates the industry’s carbon footprint in line with the GHG Protocol)
- Reducing carbon footprint by 50% by 2030 (calculated in line with the GHG Protocol)
- Measuring and tracking carbon footprint by following best practice cases in the industry
- Reporting about the progress every four years
Why do most sustainable strategies, plans and pledges remain unrealised according to statistics?
The reasons vary from company to company. In addition to staff shortages, prioritising sustainably unrelated projects and lack of motivation among employees, communications plays a visible role. Above all, one of the most pressing problems is that we don’t know how to measure the carbon footprint. To sustainably transform our events and achieve a behavioural change among event attendees, we must carefully plan how to communicate and share our sustainable event practices. That way, companies can build their reputation as organisations that understand the importance of going beyond “business as usual”.
What is the EU Emissions Trading Scheme (ETS), and what does it mean for your project?
The scheme for trading greenhouse gas emissions was established in 2005 and is being continually improved and revised. In 2021, they commenced phase 4 of the project, which will last until 2030. They prepared a revised legislative framework for trading carbon after 2020.
All large electricity and heating providers who use fossil fuels and all energy-wasteful industries(which generate the most greenhouse gas emissions) are included in the trading scheme for greenhouse gas emissions - around 11,000 electric plants powered by fossil fuels and major industrial plants in 30 countries - all 27 members of the EU, alongside Iceland, Liechtenstein and Norway. Since 2012, the EU-ETS emissions trading scheme includes emissions from air traffic within the European Economic Area (EEA).
The meetings industry has not been included in the EU Emissions Trading Scheme yet. However, we are already using the daily results of the emissions trading stock market to calculate greenhouse gas emissions if the need arises for possible carbon offsetting.
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