ISO: 20121 Sustainable Event Management Systems A guide to understanding ISO 20121 Public Comment period April – Sept 2011, Release 2012 Prepared by the Sustainable Event Alliance www.sustainable-event-alliance.org

• What is an ISO standard? Brief Introduction • What is an ISO standard? • Why is an ISO needed for the events and meetings industry? • What is ISO 20121? What is an ISO standard? An ISO Standard is document that has been developed by standards bodies from various participating countries. Standards can be a management systems standards or technical standards. The standards document consists of ‘normative text’ (the main text) and annexes which generally include guidance for implementing the standard. ISO stands for the International Organisation for Standardization (http://www.iso.org/iso/home.html). It is comprised of a network of the national standards institutes of member countries.  Australia is represented by Standards Australia, the country’s peak non-government Standards organisation. International Standards are developed by ISO in response to identified needs by different sectors. In order for a Standard to be of international relevance it must meet certain criteria and be suitable for implementation on a broad worldwide basis. Why is an ISO needed for the events and meetings industry? It goes without saying that addressing sustainable development issues in the event industry is a must, yes we need to. It is envisaged that it will become minimum accepted practice. There is increasing pressure to address sustainability in all sectors of society, industry and commerce. Those with stakeholders to report CSR performance to, will certainly benefit from implementing the management system. Without a standard to follow, it will be incumbent on each event organiser to establish their own processes to achieve improved sustainability performance. Without an easy entry point, it is likely to be a long time coming until the critical mass of the event industry takes on sustainable development issues in depth, at length and with thorough success, as the effort required to go from a standing start is immense and may be a barrier to uptake. It will harmonize the event industry’s global efforts to demonstrate commitment to sustainable development through a recognized framework. It will allow the events industry to address its negative and positive social, economic and environmental issues, impacts and legacies in a systematic manner. What is ISO 20121? The purpose of the Standard is to provide a framework on how to implement a management system to manage sustainable development issues. – taking into account social, economic and environmental factors. Rather than being a checklist, it requires a systematic approach to addressing sustainable development issues in relation to event planning. It is aimed at the event organiser, rather than a single event. Successful implementation of an event sustainability management system will ensure continual performance improvement and management of issues rather than an ad-hoc approach. Explain the ISO 20121: a systematic approach aimed at the event organizer rather than a single event, it addresses sustainable development issues throughout the event process: conceptualizing, planning, implementing, execution, and measuring www.sustainable-event-alliance.org

Australia and ISO 20121 - Initially only Observer (O) - Participating (P) mid 2010 - Attended three international meetings 2010/2011 - Commented on ‘committee draft’ - Commented on JTCG text - Engaging in public comment of the Draft International Standard (now) What involvement does Australia have? No involvement until 2010 when individuals representing the Sustainable Event Alliance approached Australian Standards so we could participate. At this time the standard was well down the track to being developed. Jane Fullerton-Smith and Meegan Jones’ experiences going to the international meetings then reporting back to Australian mirror committee. The chair is Giselle Radulovic representing Business Events Sydney. Who is on the Australian mirror committee? ACEM (UTS) Australian Banking Association Association of Australian Convention Bureau Business Events Sydney Environment Institute of Australia and New Zealand Exhibition & Event Association of Australia (EEAA) International Congress and Convention Centre (ICCA) International Special Events Society (ISES) Live Performance Australia (LPA) Local Government & Shires Association NSW Meetings & Events Australia (MEA) NSW Department of Environmental Climate Change and Water (DECCW) Sustainable Event Alliance (SEA) Sydney Olympic Park Authority (SOPA) www.sustainable-event-alliance.org

Australian Mirror Committee Australian Centre for Event Management (UTS) Australian Banking Association Association of Australian Convention Bureau Business Events Sydney Environment Institute of Australia and NZ Exhibition & Event Association of Australia International Congress and Convention Centre International Special Events Society Live Performance Australia Local Government & Shires Association NSW Meetings & Events Australia NSW Department of Environmental Climate Change and Water Sustainable Event Alliance Sydney Olympic Park Authority What involvement does Australia have? No involvement until 2010 when individuals representing the Sustainable Event Alliance approached Australian Standards so we could participate. At this time the standard was well down the track to being developed. Jane Fullerton-Smith and Meegan Jones’ experiences going to the international meetings then reporting back to Australian mirror committee. The chair is Giselle Radulovic representing Business Events Sydney. Who is on the Australian mirror committee? ACEM (UTS) Australian Banking Association Association of Australian Convention Bureau Business Events Sydney Environment Institute of Australia and New Zealand Exhibition & Event Association of Australia (EEAA) International Congress and Convention Centre (ICCA) International Special Events Society (ISES) Live Performance Australia (LPA) Local Government & Shires Association NSW Meetings & Events Australia (MEA) NSW Department of Environmental Climate Change and Water (DECCW) Sustainable Event Alliance (SEA) Sydney Olympic Park Authority (SOPA) www.sustainable-event-alliance.org

Other Mirror Committees Secretariat: UK and Brazil Participating Countries: Argentina, Australia, Austria, Belgium, Bulgaria, Canada, China, Colombia Denmark, France, Germany, Italy, Japan, Malaysia, Netherlands, Norway, Peru, Spain, Sweden, Switzerland, USA. Observing Countries: Armenia, Czech Republic, Finland, Lithuania, Morocco, New Zealand, Poland, Singapore, Thailand Liaison Bodies: AIPC (International Association of Convention Centres), EFAPCO (European Federation of the Association of Professional Congress Organizers), GMIC (Green Meeting Industry Council), HORTREC (Hotels, Restaurants and Cafes in Europe), MPI (Meeting Professionals International), UFI (The Global Association of the Exhibition Industry), GRI (The Global Reporting Initiative) www.sustainable-event-alliance.org

Development of ISO 20121 www.sustainable-event-alliance.org 2007 2009 ISO 20121 in development London Olympic Committee and BSI propose to ISO an international event sustainability standard to be used at the 2012 London Olympics ISO 20121 Meetings 1st UK 2nd France 3rd USA 4th Japan ISO 20121 Draft International Standard Public Comment Period BS8901 developed by British Standards Institute (BSI) 2007 2009 2010 Jan/May/Oct/Jan April – Sept 2011 June 2012 BS 8901 launched updated standard Anticipated Launch of ISO 20121 International ISO committee formed After London was awarded the bid for the 2012 summer Olympics, the British Standards Institute created a national standard to apply to the event industry. It gained int’l attention which led to the International Organization of Standards beginning a committee to make framework for the event industry worldwide The ISO 20121 has been in development for nearly two years. www.sustainable-event-alliance.org

What is Sustainable Development? Defined ‘ A pattern of resource use that aims to meet human needs while preserving the environment so that these needs can be met not only in the present, but also for future generations ‘ Principles of Sustainable Development Human Rights Environment Labour Standards Anti-Corruption Stewardship Integrity Inclusivity Transparency What is Sustainable Development? Sustainable development is development that meets the needs of the present without compromising the ability of future generations to meet their own needs. It involves managing the impacts of activities so that outcomes, on balance, are beneficial in the long term. The organization’s governing principles of sustainable development regarding event management would include considerations for stewardship, inclusivity, integrity and transparency. The United Nations Global Compact describes 10 principles for sustainable development. Principles of sustainable development by which an organisation is governed should be made in the form of a statement of purpose and values. This then provides a framework for setting its policies, objectives and targets as defined within the scope of its event sustainability management system. www.sustainable-event-alliance.org

So What Does the Standard Involve? PLAN Define scope for sustainability management Define primary purpose and values As this std is a management standard, a process has to be established, these next slides walk you through the road map -Steps in planning and implementing ISO 20121 Event sustainability management systems Define policy for sustainability www.sustainable-event-alliance.org

So What Does the Standard Involve? PLAN Identify and evaluate issues Set objectives and targets Identify and engage stakeholders/interested parties www.sustainable-event-alliance.org

So What Does the Standard Involve? Provide resources and competencies Manage supply chain Maintain communications Document the system www.sustainable-event-alliance.org

So What Does the Standard Involve? CHECK Performance Monitoring and measurement Audit, Management Review www.sustainable-event-alliance.org

So What Does the Standard Involve? ACT Management Review Nonconformity and corrective action Continual improvement, evaluating compliance www.sustainable-event-alliance.org

Benefits of using ISO 20121 • It will put you ahead of the game if legislature comes into action regarding sustainable events or where sustainable requirements are part of a RFT • Efficiency across all aspects of event planning can be achieved • It demonstrates a systematic approach to sustainable development principles • It makes tracking and recording your sustainable performance consistent and much easier • The supply chain will inevitably become more sustainable for our industry and others. www.sustainable-event-alliance.org

Things to Know Q. Is there such thing as a sustainable event? A. This term is an often used one and really does need to come with a caveat. One of the official definitions of sustainable development is: ‘Sustainable development meets the needs of the present without compromising the ability of future generations to meet their own needs.’ So a truly ‘sustainable event’ needs to have every element of procurement and operating logistics in line with this definition. Q. What is a sustainable policy? Q. Is there such thing as a sustainable event? Events should be produced with considerations of sustainable development Q. What is a Sustainability Policy?: A Sustainability Policy represents the foundation for all event-related activities, products and services. The policy shall take into consideration Supply chain organizations (product, facility and service providers); The event management cycle, from conception and planning through to implementation, review and post-event activities; Output from engagement with interested parties, The needs of end users; and Legacy issues. A. Represents the foundation for all event-related activities. The policy shall take into consideration; Supply chain, event management cycle, interested parties, needs of end users, legacy issues. www.sustainable-event-alliance.org

Things to Know Q. Is the standard for the organisation or the event? A. The implementation of ISO 20121 is by the event organisation, and therefore it is the event organiser (and its activities/events) which are compliant with the standard, rather than the single event. Q. Is the Standard an accreditation program/system? A. The standard will be able to be ‘certified’ as ‘first party’, ‘second party’ and ‘third party’. In the first one or two years after the standard is launched it is likely that the standard will only be first or second party verified. As the uptake of the standard matures, Third Party certification will be in place. Q2. As the uptake of the standard matures, Third Party certification will be in place. This is where ‘accredited auditing organisations’ (authorised/accredited by JASANZ in Australia) are charged with the authority to independently assess and certify compliance with the standard. Their auditors will have required competencies in auditing, sustainable development and event management and will be equipped to assess compliance (including successful outcomes) of implementing the management system. www.sustainable-event-alliance.org

Things to Know Q. Is this standard mandatory? A. The standard is not mandatory, but likely to become minimum accepted practice. Q. Will government ever regulate the standard? A. It is doubtful that government will regulate the standard. www.sustainable-event-alliance.org

Things to Know www.sustainable-event-alliance.org Q. Do my staff need training? A. Yes, your staff need a good understanding of sustainable development. The person in charge needs a thorough understanding of management systems, sustainability, and event planning. Some staff (eg: site manager, production manager, waste manager) need to understand practical application. Induction may be enough for lower level staff members. You can bring in a consultant www.sustainable-event-alliance.org

Things to Know Q. What if my client doesn’t care or does not have a sustainability policy in place? A. Lead by example! You can refer to client’s CSR reporting requirements and remind the client that a sustainable event will meet these goals Q. Will it cost more to organise an event that is consistent with the standard? A. Once you have introduced the management system, you may find either costs savings or investment required, depending on what actions you have to take to improve your sustainability performance. www.sustainable-event-alliance.org

How Can You Get Involved • You can comment on the latest draft from April - September 2011. • The international committee will meet again in November to tackle all public comments that have not previously been addressed. • To make comments go to a member organisation on the mirror committee and they can link you into the public comment interface. www.sustainable-event-alliance.org

About the SEA www.sustainable-event-alliance.org The Sustainable Event Alliance is an association dedicated to the promotion and advancement of sustainable development within the event industry. Our vision is to unite events professionals around the world through increased consideration for sustainable development. 1. Provides a knowledge bank on sustainable development for the event industry. 2. Offers a portal for networking and discussion. 3. Communicates and creates a commonality of best practice. 4. Spreads the desire to reduce impacts of event production. 5. Opens up opportunities for development of sustainable production solutions within the industry’s supply chain. www.sustainable-event-alliance.org

For More Info www.sustainable-event-alliance.org info@sustainable-event-alliance.com Or contact your relevant Mirror Committee Member www.sustainable-event-alliance.org