4.3 Determining the scope of the event sustainability management system
Relevant Definitions:
Management System: | set of interrelated or interacting elements of an organization to establish policies and objectives and processes to achieve those objectives |
Scope: | The scope of a management system may include the whole of the organization, specific and identified functions of the organization, specific and identified sections of the organization, or one or more functions across a group of organizations. |
Organization: | person or group of people that has its own functions with responsibilities, authorities and relationships to achieve its objectives |
See expanded notes on these definitions in the standard.
Clause ‘4.3 Determining the scope of the event sustainability management system’ requires that the boundaries and applicability of the event sustainability management system are determined, so that an adequate scope of the system can be defined.
It is up to the organisation to decide what is included in the scope of the event sustainability management system.
This will generally include all event activities which are under control or significant influence of the organisation. Certainly the scope should not be so narrow as to exclude elements that interested parties would view as the responsibility of the event organiser. Nor should it be so broad that it would be impossible to control practical aspects, communicate with all interested parties, train all the team, collect all the performance data etc.
The organisation may choose to exclude aspects of the event planning cycle which are already considered in great detail by other areas of the organisation. This would be particularly relevant where there are legal or regulatory requirements, for example around workplace health and safety, risk assessments, attendee safety, security etc.
The scope of a management system may include;
- the whole of the organisation
- specific and identified functions of the organisation
- specific and identified sections of the organisation
- or one or more functions across a group of organisations
Questions to consider include:
- Does the management system cover a single event, a company and their year’s worth of events, or an event organiser who will apply a management system to all their client’s events?
- Are you just concerned with what happens in the four walls of your venue, or are you scoping in all the activities in which attendees to your event will be involved? (e.g. delegates at a conference).
Suggested Steps:
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- Prepare and document a clear explanation of the organization/event.
- Confirm in writing, the scope of the management system.
- State justification of scope of the management system. This may be in the policy for example.
- Ensure all relevant staff members understand what the scope of the management system is.
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Requirements of this Clause:
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- Ensure information is provided which details the scope of the management system.
- Justify any exclusions to scope, referencing control, influence and stakeholder expectations.
- It must be confirmed in writing in a document. This may be in the policy for example, or as a separate document. Example Wording
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