The event industry has undergone a decisive change in recent years: sustainability is no longer an optional extra, but a central theme in the planning and realisation of events. But what does it actually mean to organise an event sustainably? In this article, we shed light on which measures and strategies can contribute to sustainable event management and which services we at VOK DAMS offer to support companies on this path.

WHAT IS SUSTAINABLE EVENT MANAGEMENT?

Sustainable event management means taking equal account of ecological, economic and social factors when planning, organising and following up on events. The aim is to minimise the consumption of resources, reduce the carbon footprint and achieve positive social effects at the same time. Sustainability in event management is a holistic process that extends from the choice of venue to the organisation of all services and the consideration of the needs of all participants.

A sustainable approach is not just about reducing environmental impact. Rather, it is about finding a balance between the three dimensions of sustainability - and this requires a systematic strategy that is customised to each event.

SERVICES & TOOLS FOR SUSTAINABLE EVENTS

As an event and live marketing agency, we are constantly working on innovative tools and services that support companies in integrating sustainability as an integral part of their event strategy. With Agile Event Management, we take a flexible and collaborative approach to effectively respond to change and continuously develop sustainable solutions together with our clients. Below we present some of our concepts:

SUSTAINABILITY STRATEGY DEVELOPMENT

Development of a customised sustainability strategy

Every event has different framework conditions and requirements, which is why a generalised approach is rarely sufficient. A customised sustainability strategy is therefore essential in order to take into account the specific needs of a company and develop individual solutions. It helps to define clear goals and take targeted measures to make the event as environmentally and socially compatible as possible. At VOK DAMS, we support our clients by holistically analysing existing processes and identifying key areas for action.

Our event experts are continuously trained by an internal CSR and sustainability unit to ensure that they are always up to date with the latest sustainable best practices. This enables us to ensure that our team is comprehensively equipped to provide clients with expert advice on the development and implementation of long-term sustainability strategies. From reducing the carbon footprint to optimising social aspects and complying with ethical standards along the entire supply chain, we work with our clients to develop individual plans that can be seamlessly integrated into existing processes and effectively advance their sustainability goals.

AGILE SDG EVENT TOOLS

Sustainable event planning with a global framework

The SDG framework offers a practical solution for integrating sustainability into the event planning process in a targeted manner. Based on the 17 Sustainable Development Goals (SDGs) of the United Nations, it helps companies and event planners to organise events strategically and responsibly. Thanks to its global orientation and flexible application options, the framework is suitable for events at any location worldwide.

A special feature is the agility of the concept: the planning process can be implemented efficiently and easily using standardised tools specially developed for the event industry. These ready-made modules help to integrate sustainable measures without causing additional effort or high costs. This saves time, simplifies processes and ensures that ecological as well as social and economic aspects remain in balance.

To summarise: the SDG framework is internationally applicable, increases efficiency and offers a comprehensive solution to achieve a positive impact on the environment and society. With ‘Agile Sustainable Event Management powered by SDGs’, VOK DAMS offers companies an innovative method for organising their events in a sustainable and future-proof way and positioning themselves as pioneers in the field of sustainable event solutions.

CO₂ ACCOUNTING FOR SUSTAINABLE EVENTS

Transparent analyses for climate-friendly events

THE VOK DAMS AI DESTINATIONFINDER

Event planning with AI-based destination research

A crucial step towards more sustainable events is the integration of environmentally friendly practices when selecting the venue. This is where the  VOK DAMS AI DestinationFinder comes into play. This tool was developed to analyse the CO₂ emissions and costs associated with participants' travel and to identify potential reduction opportunities. With its detailed calculation of travel times, costs and emissions, the AI DestinationFinder helps event planners make informed decisions.

The tool, which is based on real-time data, compares different destinations based on numerous factors and provides precise recommendations for optimising the event. This not only enables the selection of a suitable venue, but also more environmentally friendly planning of arrivals and departures. Thanks to this data-based approach, the AI DestinationFinder makes a significant contribution to minimising the impact of events on the environment and making planning more responsible overall.

SUSTAINABLE WORKSHOPS AND TRAININGS

Laying the foundation for sustainable events

Successful sustainability management starts with the right know-how. Workshops and training courses offer an excellent opportunity to raise awareness of sustainable event management within your own team and integrate environmentally friendly practices into everyday life. Topics such as the integration of environmentally friendly processes, CO₂ reduction and inclusion take centre stage, while experienced trainers and speakers provide interactive, practice-oriented solutions.

At the end of our workshops, there are concrete results that enable your team to implement sustainable measures independently and effectively. These training courses often serve as the basis for the development of guidelines, standards and briefings that provide strategic impetus for credible and serious sustainability in event marketing. Together we create a solid basis for the successful integration of sustainability into your future events.

THE SUPPLIER SUSTAINABILITY CHECK

Supply chain management and supplier evaluation

One aspect that is often overlooked in the context of sustainable events is sustainability along the entire supply chain. It is not enough to focus solely on your own environmental and social footprint - the selection and assessment of the service providers and partners involved also plays a crucial role. From catering and technical service providers to the materials and resources used, all players must meet high environmental and social standards to ensure that the sustainability goals of an event are consistently implemented. The Supply Chain Duty of Care Act is also becoming increasingly important here, as it obliges companies to review human rights and environmental standards in their supply chains and actively minimise potential risks.

Effective supply chain management and systematic supplier evaluation are therefore essential to ensure that all environmental and social standards along the value chain are met. This includes not only the use of resource-saving materials, but also the review of ethical aspects such as fair working conditions. By carefully selecting and regularly reviewing our partners, we guarantee that external service providers make a positive contribution to sustainable events. In this way, together we create the basis for events that fulfil ecological and social requirements at every stage of their planning and implementation.

THE VOK DAMS DE&I-EVENT-CHECK

Checklist for ensuring diverse and inclusive events

Sustainability encompasses not only ecological aspects, but also social aspects such as diversity, equality and inclusion (DE&I). An event is only truly sustainable if it involves all participants regardless of gender, origin, disability or other characteristics and creates an equal experience. Our DE&I check assesses whether events are accessible and engaging for all, with the aim of creating a welcoming atmosphere that promotes diversity and recognises the needs of different target groups.

Diversity, equity and inclusion are firmly anchored in our corporate culture at VOK DAMS and characterise both our own working methods and the client projects we support. Our event experts develop customised concepts to break down barriers and actively promote inclusion. We are happy to support you with our specially developed DE&I event checklist to ensure that your event makes all guests feel welcome and valued. 

Sustainability is more than just a trend - it is a key success factor for the future of the event industry. Systematic integration of sustainable practices requires expertise, strategic planning and a comprehensive range of services. As a future-orientated event and live marketing agency, we focus on sustainable event concepts and offer valuable support to make events not only successful, but also responsible. Whether through consulting, workshops or the development of customised strategies - companies that take sustainability seriously are actively shaping the future of the event industry.

If you would like to find out more about sustainable event design, please contact Claudia Krause, Head of CSR at VOK DAMS at csr@vokdams.de.

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