Sustainability & the UN Climate Change Conference (COP15) Event Management System Case Study: The How and Why

Transcription

1 Sustainability & the UN Climate Change Conference (COP15) Event Management System Case Study: The How and Why Michael Luehrs, Sustainability Services Manager, MCI Group

2 Today COP15: Event Overview BS8901 for MFA Notes and Learnings

3 What was COP15? Conference Of the Parties Took place 7 th 18 th (19 th ) December 2009 in Bella Center, Copenhagen registered for the meeting Actual attendance of 30,222 ( delegates and 8,000 technical staff) Organized by Danish Ministry of Foreign Affairs for the UNFCCC Largest ever political meeting outside of New York City

4 122 Heads of State

5 6000 NGOs

6 4000 Press & Media

7 A bit more.. 1,000 police officers, UN officers and security staff onsite 300 tons food: 185,889 meals, 20,057 sandwiches, 14,779 cakes and cookies 350,000 glasses of tap water, and 250,000 cups of Fair Trade coffee 100 chefs at work and 450 catering staff A total of 2,500 meetings held Estimated costs for Denmark: 200M Euros

8 Lastly: COP15 Sustainability Snapshot 100% of delegates carbon emissions were offset 93% of the participants used public transport to and from the venue 75% of the food and beverage was certified organic 53% of hotels in the Copenhagen Area and the venue were eco-certified saved by not giving gifts 40% of food was sourced within a 100mile (160km) radius 1st UN event to achieve BS8901 certification of its management system

9 Event Priorities: Challenges to sustainability Make COP15 as sustainable as possible given the facts that: - Security = priority# 1 - best possible political outcome : filter for decisions - Energy technology showcases - Environment COP15 was not the greenest conference ever it was created to be as sustainable as possible under the given conditions of a large international political summit.

10 How: Standards & Guidelines Specification for a Management System BS8901 (ISO20121) Green Meeting & Event Guidelines APEX GRI Guidelines for sustainability reporting

11 Certification Selected BS8901:2009 Specification for a Sustainable Event Management System External certification increases - quality - Integrity - credibility

12 BS 8901 System Elements Management System Scope 2. Purpose & Values 3. Sustainability policy 4. Issue identification & evaluation 5. Legal and other requirements 6. Stakeholder identification & engagement 7. Objectives, target and plans 8. Change management 9. Roles and responsibilities 10. Operational Controls 11. Resources 12. Competence & training 13. Supply chain management 14. Communication 15. Documentation & record keeping 16. Monitoring and measurement 17. Evaluating compliance 18. Non-conformity 19. Management system audits 20. Management reviews 21. Performance against sustainable development principles 13

13 How: Pieces needed Leadership MFA saw 8901 as a way to lower risk Investment in training Participated in development of innovations Time Create, document the system Engage stakeholders Integrate improvements

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15 Ongoing review=system improvement 1

16 How: Tools BS 8901 for COP15 system: Gap Analysis results August Define & document scope of sustainability management system status action needed The scope of the sustainability management system needs to be defined and documented by describing which parts of the organisation are to be included in the scope of the BS 8901 certification. This involved defining the entity that owns and operates the sys tem There is considerable flexibility in setting the boundaries of the scope for BS The boundaries could be set at Team, Department, Business Unit or Organisational level. When setting the scope, it is important to note what is not within the scope as this may have implication on what claims an organisation can make. For example, if an Operations Team within an event organiser have implemented and achieved BS 8901 but the Define and document primary purpose/mission The primary purpose/mission of the entity/organisation within the defined scope (i.e. that owns, implements and operates the sustainability management system) needs to be defined and documented. The statement of purpose/mission should describe why the organisation within the defined scope exists, and what it seeks to accomplish. The mission statement should be very concise and articulate exactly what the organisation within the defined scope is setting out to achieve. Define and document sustainability principles to which entity subscribes The organisation will need to sign up to a set of sustainable development principles. The organisation should refer to or capture these principles in the sustainability policy. The organisation may decide to subscribe to an already existing code of susta Define and document values Values are the principles or beliefs that guide an organization's members as they pursue the organization's purpose. These need to be documented. The values should reflect the sustainable development principles to which the organisation subscribes and sh Define sustainability policy The organisation needs to develop a policy statement which is applicable to the defined scope describing the commitment to sustainable development principles. It is possible to have a policy statement that goes beyond the defined scope (i.e. covers other The policy should reflect the significant sustainable development issues associated with the scope of the sustainability management system and should be approved by an appropriate level of management and dated. The policy will need to state the agreed pu leadership within the field of sustainable development of events comply with applicable legal requirements and with other requirements to which the organization subscribes continual improvement Once developed, the policy will need to be communicated to relevant stakeholders The Team needs to develop a concise statement that describes the scope of the BS 8901 management system, the Team should develop a statement that concisely summarizes the mission of the COP15 Events Team and document this. The Team has adopted the UN Global Compact sustainability principles. Record where this info can be found record where info can be found the COP 15 Events Team will need to develop a policy statement specifically addressing those areas for which it is responsible and accountable. The policy should identify the key commitments and priorities for the event that the Team is aiming to achieve

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18 Scope The Foreign Ministry Events Team s sustainability management system encompasses the following activities associated with COP 15: managing security logistics transportation hotels convention centre catering

19 Strategy ISSUES SCOPE GOALS PRIORITIES POLICY Issues: Venue Active management of the supply chain Certification process Communication

20 Stakeholder Engagement Key Stakeholders Categories Examples Staff Danish Ministry Foreign Affairs United Nations UNFCCC Sponsors DHL, Cisco, Velux, SAS, Novo Nordisk, Mercedes, Deloitte Suppliers Government Participants Civil society Bella Center, MCI, Danish Ministry of Environment United Nations Agencies City of Copenhagen Municipality Vis it Denmark Wonderful Copenhagen NGOS Corporates INGOS Local Community Local NGOs: WWF Local Universities

21 2 way communication Source: Survey by Deloitte among 411 COP15 delegates

22 COP15 CASE STUDY Supply Chain get on board. Contracts. Documented follow up (+ Criteria for sponsors)

23 Operational Integration Accommodation June 2008: 1800 eco certified hotel rooms (12%) Dec 2009: 7200 eco certified rooms 53% of total accommodation

24 Innovate Social Instead of spending Euros ear-marked for gifts COP15 financed 11 international student s master degrees at Danish universities.

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26 Process: timeline

27 Document and Improve Data as of Oct 1st 2009

28 Report 30

29 CONCLUSIONS

30 Lessons Started BS8901 process in August very late. Create a compliant system as a first step. Process confusing for many on the team: Invest in an assessment from 3 rd party Waste management was a failure. Include as part of risk assessment. Unsustainable amount of work for 1 person. Create a team, delegate. MFA loved BS8901. Encourage others to adapt its use.

31 The Why : benefits Engagement from tourism and meetings industry A more sustainable meetings product PR: Capital of Sustainable Meetings MFA now adapting system for EU Presidency 2012

32 Help! BS8901: Certification-services/Management-systems/Standards-and- Schemes/BS-8901/ Green Meetings Industry Council Sweden: APEX Green Meeting Standards: Global Reporting Initiative:

33 For more information