Tracking events' carbon footprint: A path to sustainable event management

Why tracking your carbon footprint matters
 

1. Environmental impact: Calculating an event's carbon footprint can help understand how the event is contributing to climate change, which emissions are the most involved (travel, energy, transportation, food & beverage, waste generated), what steps can be taken to reduce them and how progress can be tracked over time. It also more broadly strengthens the accuracy of our client's footprint measurement. 
    
2. Sustainability reduction action plan : Monitoring emissions allows event teams to create sustainability plans. By adopting measures and setting goals for future events, they can work toward more eco-friendly events and contribute to their companies' climate strategy and ESG mandatory compliance. 
    
3. Cost savings: Eco-efficient practices not only save money but also open new revenue opportunities through increased sponsorship and participation from environmentally conscious stakeholders. 
    
4. Attracting and retaining attendees: Modern consumers and employees prioritise environmental responsibility. A recent survey indicates that 60% of consumers maintain a consistent demand for sustainable products especially Gen Z for 71%. Enhancing brand image: A company’s environmental policies significantly impact its reputation. Unethical practices can lead to a loss of customer trust and even potential boycotts. Take the opportunity to report and communicate your sustainability efforts to your stakeholders, such as sponsors, attendees, suppliers, and the media.  
    
5. Industry leadership: Sustainable development is a growing focus across various industries. By leading the way in sustainable event management, your company can pave the way for positive change and be position as industry leader. 
    

The importance of a collaborative and tailored approach

“As each event (congresses, internal events, incentives, marketing initiatives) is different, begin by establishing sustainability objectives, measurement scope, and criteria for attaining project success. These objectives should align with our client’s strategic sustainability policy and be determined prior to project initiation. We consistently initiate discussions with relevant sustainability stakeholders and the department responsible for coordinating the event,” says Céline.  

“Engaging all relevant stakeholders (including event suppliers, venues, partners, internal departments) is crucial not only for measuring the carbon footprint but also for effectively implementing reduction strategies. For large and recurring projects, allocating dedicated resources to data collection allows project managers to proactively reduce the overall impact.” 

“To achieve long-term goals, a strategic sustainable event management policy, aligned with the client’s ESG priorities, establishes a framework and guidelines for collaborative efforts across the entire value chain. This facilitates the creation of step-by-step sustainability action plans, making it easier to maintain team motivation over time.”  

MCI uses a five-part model that ensures environmental impact, social responsibility and diversity and inclusion are central to every project:

1. Rethink: We design accessible and inclusive experiences, leveraging new technologies and solutions, and collaborating with partners and suppliers. 
2. Reduce: Our strategies focus on minimising food consumption, event waste, collateral material, resource-intensive substances, transport, and water usage. 
3. Choose: We select certified suppliers, eco-friendly signage, and materials, and prioritise fresh, local, seasonal produce and fair-trade options. 
4. Eliminate: We work to eliminate disposables, hazardous chemicals, and unethical business practices. 
5. Help: Our initiatives support local communities, leave educational legacies, and measure and report impact, including offsetting emissions. 
    

Tools for tracking and planning sustainable events
 

To accurately measure and reduce events' carbon footprints, MCI uses proprietary tools like Events for Change and others like Trace by Isla and Myclimate.Myclimate. 

1. Events for Change: Developed by MCI Canada, Events for Change is a comprehensive framework designed to help event organisers enhance sustainability, inclusivity, and diversity. This user-friendly tool outlines specific categories and action items with a points system to measure your efforts and completed achievements. Here's what Events for Change offers: 

Events for Change makes it easier for event managers to create and manage sustainable, inclusive, and diverse events.

• Event Assessment: Evaluate your event with detailed action items, targets, and objectives. 
• Support and Resources: Receive pre- and post-event support, access to resources, and advisory consulting. 
• Vendor Sourcing: Find and collaborate with eco-friendly vendors. 
• Post-Event Assessment: Get help with carbon accounting, emissions mitigation, and a thorough post-event review. 
• Comprehensive Reporting: Receive a detailed event report with actionable recommendations for improvement.
   

Events for Change makes creating and managing sustainable, inclusive, and diverse events easier for event managers. 

2. Trace by Isla: This tool captures emission and waste data from live, hybrid and digital events across nine emission sources, including energy, production, food and drinks, waste management and travel. It provides real-time reports for sustainability teams and stakeholders, helping to identify and reduce the event's environmental impact. 

3. Myclimate: This NGO offers basic and broad estimations of the carbon footprint and supports certified climate protection projects for offsetting carbon emissions.

Case stories of successful sustainable events 
 

HSM+ 2023, Brazil: MCI Brazil implemented a holistic sustainability strategy for this event, including on-site ESG monitoring, waste management, and supplier training. Key achievements included compensating 158.1 tons of CO2 emissions by planting 790 trees and ensuring diversity, equity, and inclusion in all aspects. 

Land & Carbon Lab Summit, Belgium: Organised with the World Resources Institute, this summit featured virtual participation to offset travel impact, a 3-star Green Key venue, and sustainable food and beverage options. The event highlighted eco-friendly initiatives and encouraged responsible practices among suppliers.  

Global Vaccine Impact Conference, Spain: MCI Spain integrated sustainable practices into all aspects of this conference, from supplier selection to carbon footprint calculation and offsetting with myclimate. The event's sustainability strategy focused on rethinking, reducing, reusing, and replacing. 

ESCRS Congress 2022, Switzerland: A sustainability team co-created a strategy to focus on a circular economy, social responsibility, and climate action. Achievements included serving 79% vegetarian or vegan food, using 70% reclaimed materials, and offsetting 76% of emissions with Climate Impact Partners. 

It’s in our DNA 

Sustainability is part of MCI’s DNA. We apply the principles to everything we do, and by applying best practices, we help our clients reach their sustainability goals, enhance their brand image and comply with regulations. Our successful sustainable events demonstrate the tangible benefits and impact of these strategies. 

Learn more about how MCI can help you create sustainable, impactful events. Contact us today.