How to run a net zero event

The UK has a target of being net zero by 2050. With the deadline approaching, how can the events industry play its part and how can you run a net-zero event?

The government’s Net Zero Strategy: Build Back Greener sets out policies and proposals for decarbonising all sectors of the UK economy to meet the target of net zero by 2050.
    
Published in October 2021, the plan states: “People are rightly concerned, with the latest IPCC report showing that if we fail to limit global warming to 1.5°C above pre-industrial levels, the floods and fires we have seen around the world this year will get more frequent and more fierce, crops will be more likely to fail, and sea levels will rise driving mass migration as millions are forced from their homes. Above 1.5°C we risk reaching climatic tipping points like the melting of arctic permafrost – releasing millennia of stored greenhouse gases – meaning we could lose control of our climate for good.
    
“But the good news is that there is, still, a path to avoid catastrophic climate change. The science could not be clearer: by the middle of this century the world has to reduce emissions to as close to zero as possible, with the small amount of remaining emissions absorbed through natural carbon sinks like forests, and new technologies like carbon capture. If we can achieve this, global emissions of greenhouse gases will be ‘net zero’.
    
“Delivering this requires urgent global action, including ending coal fired power generation, retiring petrol and diesel engines from all cars, and halting deforestation.”

Net Zero Carbon Events initiative
While it is clear that net-zero should be a priority, how can this be achieved in the events industry? The Net Zero Carbon Events initiative is an industry initiative to address climate change. The initiative states: “The events industry has a special role to play in tackling climate change. We provide the meeting places and market places to work on solutions to the climate crisis. At the same time we have a responsibility to minimise our impact on climate change.”

Pledge
Phase 1 of the initiative was the development of the pledge, which ran from July to November 2021. The Pledge was officially launched at the UNFCCC COP26 meeting in Glasgow. At the time of the launch, 109 businesses had already committed to taking action. Signatories of the pledge commit to publish, by the end of 2023, their organisation’s pathway to achieve net zero by 2050 (at the latest). This should also include an interim target to reduce greenhouse gas emissions by 50 per cent by 2030, in line with the Paris Agreement. The signatories pledge to measure and track Scope 1, 2 and 3 greenhouse gas emissions according to industry best practice and report on progress at a minimum of every two years. Signatories have also committed to collaborating with partners, suppliers and customers to drive change across the value chain.

Roadmap
Phase 2 of the initiative was the development of the roadmap, from October 2021 to November 2022. The roadmap was officially released in November 2022 at the UNFCCC COP27 meeting in Sharm El Sheikh. According to documentation, “The Roadmap sets out a common framework for stakeholders to make their net zero journey together.” The roadmap is applicable to and adaptable by individual companies. The focus of the roadmap is on event operators, including organisers, venues and service providers. The roadmap recognises that organisations operate in different contexts, each with different levels of resource and local infrastructure. Therefore flexibility in approaches and timelines is built into the roadmap through equity principles. Importantly, the primary aim of the roadmap is to decarbonise the in-person element of events and not to transition to digital or hybrid events as a solution.
    
The roadmap sets out industry action areas, as well as a company pathway, so it can be used to plan your journey to net zero.

Workstreams
Phase 3 is workstreams to deliver on the roadmap and will run from October 2022 to November 2023. Eight workstreams have been identified to deliver on the priorities that were identified by the roadmap. These are Measurement, Reporting, Carbon offsetting, Venue energy, Production and Waste, Food and food waste, Logistics, Travel and Accommodation.
    
The Net Zero Carbon Events initiative published a “quick guide to getting started” in February 2022, which sets out the steps you can take for your net-zero journey.

What can you do?
Arguably the most obvious area of focus is energy. Maximise energy efficiency and use renewable energy where possible. Possible actions to take in this area include using LEDs and implementing temperature guidelines to reduce energy consumption. There should be a focus on embedding sustainability and carbon reduction into events.
    
Food is often not the most obvious focus for net-zero planning, though it is a very easy area to make changes. This can be done by using seasonal and local produce. Food waste should be sorted and can be composted and any leftovers donated. You can discuss sustainable food and packaging with your suppliers and give clear guidelines on your requirements.
    
The next area of focus can be waste. The goal here should be to send zero waste to landfill, this means that full recycling options should be available. All equipment and items should be recyclable, renewable or reusable – this includes everything from booths and carpets to lanyards and merchandise. Logistics is another area where reductions can be made. This can be done by working with local suppliers or by using equipment already in place at the venue to avoid the need for shipping. Try to work with venues and service providers to use common and shared materials such as carpet and AV equipment. There should also be an emphasis on consolidating shipments.
    
Finally, travel is often the area with the highest carbon emissions, but the area over which event organisers have the least control. Pick a venue that is easily accessible by public transport and/or that provides EV charging points. Promote sustainable routes to the venue and offer incentives to use sustainable transport. When recruiting staff for the event, look locally to reduce emissions from travel. You should also provide hybrid options to those looking to attend the event from a long distance.
    
It is important to establish a net-zero culture in your organisation, so it becomes the norm and staff are always looking for a net-zero solution. Make sure that everyone in your company understands the concept of net zero. Training should be provided for all staff who will be involved as net zero should be a company-wide commitment.
    
All net-zero actions should be taken and discussed in collaboration with your key partners, including organisers, venues and service providers.
    
It is also a good idea to engage with others in the industry and share best practice,
as well as research what other companies are doing.
    
Every change you make is a step in the right direction and even the smallest change can make a big a difference. Running a net-zero event is not an unattainable goal and there is lots of information available and suppliers out there that can help you with this.