Sustainability for Convening EMEA 2024

The event design incorporates a set of approaches developed to advance Sustainability Thinking year by year, guiding how to consider, define and deliver sustainability across teams and event areas. Together with our partners, we mapped and defined the sustainability initiatives and commitments, reviewing what we produce by targeting reduction of resources and material use and optimize waste management.

Production, Materials, Waste

• Phase-out unnecessary handouts and adopt digital-first: Define if and where printing is essential, invest in posters and banners that aren’t time-sensitive so can be re-used or re-purposed and when needed opt for the most sustainable option available.
• Enforce (phase-out) no-polystyrene-use policy
• Enforce (phase-out) zero-single-plastic-use or biodegradable alternatives
• Choose packaging-free products
• Choose recyclable/biodegradable badges and partner with suppliers who support us to make responsible choices
• Choose to rent materials and equipment from the venues and suppliers (not purchase)
• Choose sustainable flooring from a supplier that can produce, supply & recycle

Food and Beverage

• We ask the venues we are using to;
  • Reduce packaging of food and plastic use
  • Efforts to find effective use of any leftover materials after the event
• We choose/prioritize low-carbon menu sourced locally and organically with season-based ingredients
• We choose/prioritize to implement one-day of the event catering as a vegetarian or plant-based menu
• We communicate dietary requirements in advance
• We choose water fountains in all event areas and we consider the local implications of our choices for example we discuss with venues whether we use biodegradable /compostable cups versus glasses which require washing and extra consumption of water in a city experiencing a water shortage.

Venues: energy, waste and water

We ask venues:

• Do venues measure and track environmental performance?
  • Yes/No (examples include but not limited to)
  • Total energy use
  • Total Renewable Energy Use (%)
  • Total Waste Generated
  • Waste Diversion at Venue
• Can venues provide datasets of the event environmental performance/
• Do venues have sustainability strategy and practices that include (but not limited to):
  • Programmes and/or partnerships available directly through the Venue to divert or donate leftover materials/food from the event
  • Energy efficiency and reduction programmes
  • Furniture available on-site by default (does not need to be purchased or rented separately and brought into the venue)
  • Audio/Visual efficient equipment, power down planning
  • Digital signage offering
  • Accessibility program to venue and at the venue

Travel to and From Destination

• Include Procurement language (new RFP): accessibility by short flights and trains, offer walkable for attractions, amenities, and experiences during the event or can provide electric vehicle.
• Review amount of site inspections and who needs to attend.

Local Transportation

• Ask if destination can offer walkable attractions, amenities, and experiences during the event or can provide sustainable transport options
• Provide attendees passes for public transportation (when city and safety allow)

Accommodation

• Investigate, collect, understand and leverage accommodation sustainability documents, initiatives and opportunities, such as energy and water efficiency, zero-waste and zero-plastic, accessibility.

Stakeholders Engagement

• We work with Convening EMEA 2024 venues and suppliers to intentionally consider sustainability in all areas of the event planning.
• Exhibitors are encouraged to consider reducing the environmental impact of events with reduction of unnecessary handouts and engaging with responsible suppliers for necessary materials.

Socially Responsible Partnerships

• Local Community: PCMA Convening EMEA 24 is supporting local impact programmes with the Beach Clean as part of the Exploration Tours
• Support the Future Professionals: PCMA offers the ‘Next Gen Rate’ to Business Event Organizers and Business Event Suppliers who are early in their career.
• Student Volunteers from local Universities; PCMA recruits student volunteers to work with the team onsite at the event.