GUIDELINES of corporate responsibility for sustainability when organizing and running events

STRATEGY.

1. The ‘sustainable business person’ addresses the specific conditions of the events industry and turns sustainability into an effective and process-oriented strategy in his own company. He analyses the risks and opportunities associated with a long-term focused sustainability strategy and acts accordingly. He exposes himself to self-regulation and reports on the strategic application in his areas of operation.
2. Goals, rules and processes for implementation are published and brought to implementation through the continuous optimisation process, lead by the company’s sustainability representative. Set goals are ambitious and are guided by best practice standards.

OPPORTUNITY.

3. The ‘sustainable business person’ considers sustainability management to be of a strategic dimension to the company that offers solutions for the future effects of his actions.
4. The ‘sustainable business person’ seizes the opportunities of sustainable actions, i.e. by saving resources and energy, increasing employees’ motivation and reducing staff turnover. Therefore, measures taken to avoid, reduce and compensate for effects bring about substantial advantages for the company, in addition to helping solve a societal problem. The optimisation process of a ‘sustainable motion’ strengthens the market position of a future-oriented company amidst international competition.
5. The ‘sustainable business person’ supports event organisers and participants by offering customer service with proactive assistance for ‘green meetings

COMMON GOOD.

6. The ‘sustainable business person’ meets his responsibility in the region. He makes his contribution to the regional community to foster the common good and to support the region’s further development.
7. Wherever possible, regional economic partners are included in the supply chain as suppliers and service providers.

ECONOMY.

8. Economy and profitability are requirements for business success, but they are not the sole purpose
of a business. The ‘sustainable business person’ sees sustainable practice as a challenge that considers ecological and social aspects in a long-term balance with economy. The ‘sustainable business person’ is completely committed to this balance.
9. For the company’s economic partners, long-term stability of the partnership is of high importance. Clients and suppliers, state authorities and (regional) companies of the entire supply chain are major economic partners that depend on the company’s economic stability.
10. The ‘sustainable business person’ captures and evaluates environmental and social risks just the way he does with business and financial risks. In order to retain stability, all risks from entrepreneurial actions are analysed early and counteracted as effectively as possible.

RESOURCES AND ENERGY.

11. The ‘sustainable business person’ follows the priorities of 1) avoiding, 2) reducing and 3) replacing with renewables for all aspects of resource and energy usage.
12. In the long run, the ‘sustainable business person’ follows the goal of climate friendly events and systematically works towards it. In practice, this means to steadily reduce the direct use of resources and energy through constant measurements and analyses.
13. The ‘sustainable business person’ includes the use of resources and energy by all stakeholders of an event in a balance. He makes suggestions and offers innovative services to address and, wherever possible, prevent energy and resource use as part of an event, in order to reduce the overall carbon footprint.
14. Growing demand for environmentally friendly and energy-saving products and services brings about a significant ecopolitical responsibility. Hence, the ‘sustainable business person’ strengthens the market by purchasing and utilising innovative, environmentally friendly goods and services.
15. The main potential for lowering energy use of events is in the mobility (arrival / departure) and the accommodation of participants. The ‘sustainable business person’ recommends event times which allow the participants to use public transport. For mobility services, low-emission vehicles are recommended.

16. The ‘sustainable business person’ gathers the amounts of carbon dioxide emissions created, i.e. by using emissions calculators for events, and sets goals for emission reductions according to the Greenhouse Gas (GHG) Protocol. Measures to compensate for unavoidable emissions are considered.

17. Regarding building requirements, all possibilities to save energy are consistently checked and improved. When planning renovations, energy-efficient aspects are key to the building management’s considerations.

18. For further aspects of organising and running sustainable events, the “Guidelines for the sustainable organisation of events” (Leitfaden für die nachhaltige Organisation von Veranstaltungen) by the BMU (Federal Environment Ministry) and its further recommendations are followed.

SOCIAL COMPETENCE.

19. The ‚sustainable business person‘ recognises the implications demographic developments have on the labour market. He takes measures to further educate and train his employees to ensure their employment and enhance their qualification. These measures are considered an investment in the company‘s future viability.

20. The ‚sustainable business person‘ defines his own guiding principles and leadership values by supporting equal opportunities, involvement in the company development and the development of employees‘ potentials.


RESPECT.

21. The ‚sustainable business person‘ is aware of his societal responsibility and protects human dignity and human rights. Nationally and internationally recognized human rights standards are respected, valued, supported and complied with in the company‘s sphere of influence.

22. The ‚sustainable business person‘ implements processes to ensure compliance especially with employees‘ rights, and to involve employees.

23. The ‚sustainable business person‘ designs his events and facilities according to the expectations of the multi-faceted visitor groups attending international events. The needs of i.e. mothers with their children, elderlies or people with disabilities are taken into consideration when offering services in the building.

24. The ‚sustainable business person‘ actively opposes any form of discrimination, i.e. on the grounds of gender, race, religion or political orientation. He implements processes to encourage equal opportunities, health and safety at work, protection of minorities, and the integration of migrants and people with disabilities.

25. The ‚sustainable business person‘ takes a stand against accepting advantages and corruption of any kind. In case a rule is breached, countermeasures are launched systematically to avoid recurrence. Recognised standards offer further guidance (i.e. Transparency International). Furthermore, the use of systems to avoid misbehaviour in the company is recommended.

OPEN-MINDEDNESS.

26. Events influence ecological, economic and social aspects of society. The ‚sustainable business person‘ identifies these influences and the relevant interest groups affected. Upon request by the relevant interest groups, the company will explain the kind and scope of the measures taken to meet sustainable requirements.

27. Any communication and presentation about the company‘s sustainable management practices answers the claim of truth and clarity.

SELF-COMMITMENT.

28. Companies that submit their ‚declaration of support‘ for the Sustainability Codex commit to being ‚pro-actively sustainable business people‘ based on this voluntary self-commitment. They pay regard to this commitment in all relevant economic, ecological and social aspects.

29. The ‚sustainable business person‘ commits to publishing a progress report detailing the status of measures taken to put the Sustainability Codex into practice, one year after submitting the ‚declaration of support‘. For each guiding principle, the ‚sustainable business person‘ explains which goals have been set and which measures he has taken to achieve these goals. He describes the feasibility of every guiding principle that has not yet been fulfilled. The associations GCB and EVVC will provide a standard matrix for the production of the progress report.

30. Furthermore, it is recommended that the ‚sustainable business person‘ submit their company policy and sustainability strategy.

INCENTIVES.

31. The ‚sustainable business person‘ supports the goal of sustainability by providing incentives to re-think and act. The management, employees, clients and all market partners should be encouraged to achieve good sustainability performance in the constant improvement process.

32. Firstly, the ‚sustainable business person‘ sets direct incentives by including qualitative and/or quantitative goals in the performance evaluation for the employees and the company management.

33. Secondly, the ‚sustainable business person‘ recommends specific measures to all stakeholders in order to achieve sustainability when running events. The ‚sustainable business person‘ actively offers his support in planning and organizing suitable measures, i.e. by facilitating partnerships and enabling offers to achieve better use of public transport.

34. Thirdly, the ‚sustainable business person‘ sets market incentives for the effects of acting sustainably. He prefers groups of products, service providers and hotels that act in line with the Codex in as many key areas as possible, such as mobility, climate and energy, catering, and waste management.

35. The ‚sustainable business person‘ makes use of the company suggestion scheme in order to include all employees in achieving sustainability, and utilises social benefits, i.e. by financially supporting the use of public transport, health protection, further education or scholarships. To the extent feasible, the ‚sustainable business person‘ sponsors internal and external funding programmes, initiatives or projects.