Sustainable event management according to ISO 20121
Why sustainability in the event industry?
Sustainability in the event industry has become a real competitive factor: The discussion about sustainable development and corporate social responsibility (CSR) has become an integral part of the event sector and so-called "live communication" - the demands on the part of organisers and consumers have increased.
The best way to meet these demands is to systematically pursue sustainable development with the help of a management system. Because if the essential elements from the areas of quality, environment, energy and occupational health and safety are included here, efficiency is combined with cost reduction and compliance - and quite incidentally, the event organizer scores points through image enhancement.
For which events is sustainable event management relevant?
Every event is in itself a multiplier for messages, i.e. also for the increasingly important aspects of sustainable development. Regardless of whether sustainability is directly addressed or not - if the event itself is sustainable in its execution, much has already been gained, simply through:
the large number of daily events taking place worldwide with corresponding numbers of participants
the strong networking character between event organisers and participants and among the suppliers of the many interface industries such as event technology, catering, mobility or the hospitality industry
the exemplary character: the event itself is its largest communicative platform
This creates a fruitful interaction between sustainable development and event management.
For the "Event sustainability management systems - Requirements with guidance for use", the type and size of the event only play a subordinate role: Whether sports competitions or trade fairs on an international scale, music festivals or concerts, conferences, exhibitions, meetings or other formats - all can be certified according to ISO 20121. ISO 20121 offers different formats for certification
Depending on your wishes, certifications are offered for:
individual events
a series of recurring events
the sustainability management system of an organiser
Why you should get certified according to ISO 20121?
The special feature of ISO 20121 is that it covers all three pillars of sustainability: environmental protection, social impacts and economic components. An ISO 20121 certificate therefore serves as internationally recognized and credible proof when communicating the sustainable orientation of an organizer with clients and the general public.
An ISO structure of the standard facilitates the integration into an already existing management system. If, for example, a quality, environmental or occupational safety system is already in place, existing structures can be extended to the event standard.
The holistic approach of sustainability management for the event industry offers several advantages and opportunities:
Sustainability performance is systematically improved
Sustainability goals are set and communicated
Processes are systematized
Resources are used more efficiently and thus costs are reduced
a systematic, adaptable communication structure is established
continuous development and optimisation within the framework of the organisation's management system is encouraged
Sustainability efforts are objectively recorded, checked and compared
Sustainability performance is communicated in a credible manner, which enables
to participate in tenders of the public sector and other sustainability-oriented clients
significantly shorten the communication loop for such tenders
to present one's own performance risk-free and credibly to customers, business partners and the general public
Establishment of a sustainability management system in the event industry according to ISO 20121 [in German]
For us, the ISO audit carried out by GUTcert is proof of the credible and high-quality sustainable development of our events. Thank you for the inspiring cooperation!
Fenja Gewitsch, Deutsche Filmakademie Produktion
[Translated with DeepL]
From the very beginning, the GUTcert employees impressed us with their expertise, and the seminars they offered on ISO 20121 were a very important and valuable source of support. The list of costs was transparent and comprehensible, with no hidden surprises.
Isabella Anders, meplan GmbH
[Translated with DeepL]
How does the audit of sustainable event management according to ISO 20121 work?
Since ISO 20121 offers several variants on the scope of certification, the process is determined by which variant of certification you choose.
GUTcert audit procedure for sustainable event management in accordance with ISO 20121
1. Pre-audit (optional, only permitted if contract is awarded)
The aim of a pre-audit is to check selected management system elements on site and to get to know each other before the certification audit. The client then receives a report with the results of the pre-audit. If the pre-audit is successful, the internal effort required for subsequent certification can usually be reduced.
2. Stage 1: Planning (on site at the management headquarters):
In the Stage 1 audit, the conformity of the implementation of the requirements of ISO 20121 is checked and confirmed, including:
Structure of the project documentation with regard to the sustainability-related fields of action
Formation of a workable team
Application of management tools
Internal and external communication
Procedural specifications and documentation for the planned production and implementation of projects
Collection of information on optimisation possibilities and deviations with subsequent evaluation of performance
To this end, interviews are conducted with the management and project managers, and the documentation and evidence are reviewed. Following the audit, a tabular report is produced.
3. Stage 2 (management headquarters and production sites):
The second stage of the audit focuses on providing evidence of how the requirements of ISO 20121 are applied in practice: concepts, planning and implementation of measurement points and evaluation of the results.
Before stage 2, your company must have carried out a management review and completed a full internal audit. During the audit, interviews are conducted with the project management and members of the project team, as well as with other employees at the production sites. Here, too, relevant documents and evidence are requested.
The auditors accompany individual orders throughout the entire period, from concept to dismantling and disposal. The management review carried out and documented after the events is also part of the audit procedure.
Following the Stage 2 audit, the tabular report from Stage 1 is supplemented.
4. Certification decision
Review of the audit documents by the certification body
Independent technical review
Certification decision by the certification committee
The certification cycle
The certificates are issued for three years, with an annual review of compliance with the requirements for sustainable event management in planning and implementation on a slightly smaller scale. If compliance is not confirmed, certificates may also be withdrawn.
1. Pre-audit (optional, only permitted if contract is awarded)
The aim of a pre-audit is to check selected management system elements on site and to get to know each other before the certification audit. The client then receives a report with the results of the pre-audit.
2. Stage 1 (document review at the management headquarters):
The document review examines the conformity of the planning for the event to be certified with regard to compliance with the principles of sustainable event management and the inclusion of sustainability-related aspects, including:
Structure of the relevant system documentation
Establishment of a functional organisation
Internal and external communication with the aim of making the event sustainable
The review is followed by a tabular report.
3. Stage 2 (management centre and inspections during the event):
The second stage of the audit focuses primarily on providing evidence of how the principles of sustainable event management are applied in practice.
First, any follow-up work from stage 1 is reviewed (documentation): The conformity of the system structure and the company's own objectives must be confirmed. The events are then inspected to complete the verification process.
The auditors accompany the entire process, from set-up and implementation to dismantling and conclusion of the event.
4. Certification decision
Review of the audit documents by the certification body
Independent technical review
Certification decision by the certification committee
The certification cycle
The certificates are issued for three years, with an annual review of compliance with the requirements for sustainable event management in planning and implementation on a slightly smaller scale. If compliance is not confirmed, certificates may also be withdrawn.
1. Stage 1: Planning (on site at the management centre):
During the document review, the planning of the event to be certified is checked for compliance with the principles of sustainable event management and the inclusion of sustainability-related aspects. This includes setting up the relevant system documentation, establishing a workable organisation and internal and external communication with the aim of making the event sustainable. The review is followed by a tabular report.
2. Stage 2 (management centre and inspections during the event):
The second stage of the review involves providing evidence of how the principles of sustainable event management are applied in practice.
First, any follow-up work from stage 1 is reviewed (documentation): The conformity of the system structure and the company's own objectives must be confirmed.
The events are then inspected to complete the verification process. The auditors accompany the entire process, from set-up and implementation to dismantling and completion of the event.
3. The certificate
The certificates are issued once for the event being audited.
It is possible to obtain a certificate for sustainable planning if this can be confirmed during the stage 1 audit. This can be useful for larger events that are planned with a longer lead time (approx. 1 year).
However, ‘sustainable implementation’ can only be confirmed after the event has been completed as a result of the Level 2 audit. In this case, a new certificate is issued, which certifies the sustainable planning and implementation of the event.
How much does it cost to have your event or company audited to ISO 20121?
We calculate the cost of auditing your event or event organisation depending on the size of your company, the range and scope of your impact (national or international), the number and size of your projects and your specific wishes with regard to the scope of application of your certificate.
We would be happy to create an individual offer for you. Just give us a call or send us an e-mail.
Publications
Our guide to sustainable event management, further assistance and all other GUTcert publications on the subject of sustainability can be found at Publications.
