The organization shall define its governing principles of sustainable development in the form of a statement of purpose and values. The organization's governing principles of sustainable development regarding event management shall include, at least, considerations for stewardship, inclusivity, integrity and transparency. The organization shall define and document its primary purpose and values with respect to its activities, products and services that relate specifically to events.

The principles, purpose and values of the organization shall provide a framework for setting its policies, objectives and targets, as defined within the scope of its event sustainability management system.

REQUIREMENTS:

Clause 4.5 Sustainable development principles, statement of purpose and values” requires that the organisation must include considerations, at a minimum, in their governing principles of sustainable development for stewardship, inclusivity, integrity and transparency. There must be a document which lays this out and includes the primary purpose and values of the organisation. The organisation's primary purpose and values should also be defined and documented.

This can be encompassed in a Sustainability Policy, or it may be as a separate statement. Potentially is could be in, for example, the leading page to annual reports or the ‘about us’ section of an organization’s website.

EDUCATION:

Sustainable Development is defined as being able to meet the needs of the present without depleting resources or harming natural cycles for future generations.

Planning for sustainability provides a framework which links economic, social, environmental, and governance matters.

Organizations and events should embrace the overarching principles of Sustainable Development which may include; Integrity, Inclusivity, Stewardship, Transparency, Labor Standards, Human Rights and Legacy.

By adopting these principles, an organization or event is able to consider them when undertaking its activities. They should guide strategy and decision-making processes right down to operational aspects of an event.

Resources: UN Global Compact, Global Reporting Initiative Event Organizers Sector Supplement

By declaring a statement of Sustainable Development principles to which the organization subscribes, the organization is confirming the values by which it runs. These values from a bridge between the principles and the operations of the organization.

Whenever there are decisions to be made which may have a sustainability impact, the organization should refer back to their values (guiding sustainable development principles) to assess if the operational decision conflicts with the values of the organisation.

RELEVANT SEMS QUESTION:

COMMITMENT AND RESOURCING/Statement of purposes and values: The organization has a statement of purpose and values defining its governing principles of sustainable development including stewardship, inclusivity, integrity and transparency.

SEMS SAMPLE DOCS: SEMS Policy Wizard

EXAMPLE OF EVIDENCE TEXT:

Inclusivity
All potentially interested parties in the event and its production activities are identified through numerous routes. This includes community, authorities, supply chain, talent, staff, crew and attendees. The following is a matter of policy to ensure inclusivity within event production planning:

• Ensure all potential interested parties in the event production activities are identified through numerous routes.
• That there are channels available for all interested parties to communicate with the event organiser over event production related activities.

For example:

• Operating hours, traffic alterations, noise and lighting controls, protection of local biodiversity, waste management, security and safety.
• Ticketing policies and procedures do not discriminate accessibility by any group. Multiple ticketing options available to ensure accessibility by all.
• Accessibility issues for those attendees with mobility issues.
• Contractors, suppliers, staff and crew all are included in various levels of event planning and debriefing and have the opportunity to express their opinions, give feedback, offer suggestions or to present grievances on decisions made by the company.

Integrity
To ensure the highest level of integrity in event production and content, events and their business dealings should be produced with:

• Professional conduct by all staff
• Working with integrity
• Regard for the law
• Without bias and with regard for the highest standard of ethical consideration.
• Diversity is encouraged and developed through its employment policy and also through its program content if relevant.

Stewardship
The event organiser understands they are temporary custodians of the land on which it is carried out and is responsible for the resources consumed and waste streams created by event activities.

• Understanding a position of temporary custodianship of the land the event is held on.
• Respect for, and acknowledgment of traditional land owners
• Consideration for biodiversity and any localised environmental impacts
• Moderating consumption of natural resources
• Reduction of solid, liquid and gaseous waste emissions
• Through sustainable procurement policy encourage the development and diffusion of sustainable technologies.

Transparency
Relevant information about the event’s operation is available for interested parties as it applies to them. The following is a matter of policy to ensure transparency of event production planning and delivery:

• Relevant information about the company’s operation is available for interested parties as it applies to them.
• The audience is kept up to date with ticket release dates, event information, programming and other relevant information.
• The supply chain is informed of securing contracts in a timely fashion and with written confirmation (purchase orders).
• Staff and crew have access to information about working hours and conditions and are consulted and informed if any changes need to be made.
• Regulatory authorities have access to relevant policies and plans at appropriate points throughout the event planning cycle.
• Local community is kept informed of relevant information at key points during the event planning cycle.

Human Rights
The event supports and respects the protection of internationally proclaimed human rights and ensures it is not complicit in human rights abuses. This is enacted through the choices made in product, materials, and supplies procurement.

Labour Standards
Ensuring fair labour and working conditions:

• The event does not restrict or limit the ability for all staff, performers, or supply chain to be involved in labour unions or other collective bargaining groups.
• The event plays its part in eliminating all forms of forced, compulsory, or child labour in its supply chain through the procurement decisions it makes.
• The event plays its part in ensuring discrimination is eliminated both through its own employment policy, that of sub-contractors and through the supply chain/procurement choices made.

Legacy
Aiming to leave a lasting impression within the host community, throughout the supply chain and the event attendees. This can be achieved through the following:

• Supporting community initiatives through supply of exposure, resources, time, equipment or money
• Hosting interns and volunteers to transfer event production skills into the community
• Supply chain management to increase and embed sustainability to those companies which supply goods and services to the event
• Professional development of event planning staff and crew on sustainability knowledge
• Ecological rehabilitation of the immediate event site if relevant
• Infrastructure, materials, supplies and equipment gifted to the community post event
• Local contracting and procurement preference to support the local economy

AUDITOR INSTRUCTIONS:

• Review documentation and freeform box.
• Look for a document that lays this out and includes the primary purpose and values of the organization.
• This may be embedded in a policy, an annual report, or on the website as a statement. They may also be signed up to accords or protocols, us as the UN Global Compact or other campaigns or pledge style programs.
• Question relevant staff member/s about this to ensure the principles are known by staff.

AUDIT OUTCOMES:

• The organization has formally declared its purpose and values that define its governing principles of sustainable development.