5.2 Course Notes

course notes2

5.2 Policy

Relevant Definitions:

Policy: intentions and direction of an organization as formally expressed by its top management
Top Management: person or group of people who directs and controls an organization at the highest level
Sustainable Development: development that meets the needs of the present without compromising the ability of future generations to meet their own needs
Interested Parties: stakeholder
person or organization that can affect, be affected by, or perceive themselves to be affected by a decision or activity

See expanded notes on these definitions in the standard.
Whether the event is the organization's primary activity or whether event production is a minor aspect of the organization's activities, having an Event Sustainability Management Policy will mean that event activities are directed by strategic thinking, and offer the organisation a central place to focus its commitments and intentions.
Rather than a stand-along policy for events sustainability, organizations that have their own overarching sustainability policy may wish to extend this to include event activities.
The Sustainability Policy for the organisation and/or event should indicate the commitment to Sustainable Development and describe the pathways to sustainability. The event sustainability management policy should include:

  • A commitment to leadership within the field of event sustainability management;
  • A statement(s) of purpose and values;
  • Governing sustainable development principles
  • Commitment to sustainability, resourcing and staff.
  • Consultation process and training of staff and education of key stakeholders.
  • Statement of goals or objectives.
  • Description of the key sustainability indicators that performance will be measured against.

Commitment to leadership in sustainable development of events should be proportionate to the size and potential influence of the organization. Leadership may involve implementation of new sustainability practices or promotion of sustainable development through relevant communications.
It should then have an overview on the key issues areas and significant sustainable development issues as they relate to the supply chain, event management cycle, engagement with stakeholders, and legacy outcomes.

  • Resource consumption and purchasing
  • Energy, Transport, Waste, Water, Light & Sound
  • Ecological and heritage sensitivity & conservation
  • Venue and destination issues
  • Labour issues, including direct and supply chain
  • Human rights
  • Transparency, ethics and anti-corruption

The sustainability policy should then go on to detail how the following will be undertaken:

  • Compliance with targets
  • Auditing
  • Monitoring and review

Requirements of this Clause:

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  • Clause ‘5.2 Policy’ requires that top management establish and document a policy.
  • The policy must be appropriate to the purpose of the organisation, provides a framework for setting objectives, and includes continual improvement.
  • It must be formally documented and communicated within the organisation.
  • It must be available to interested parties as appropriate, through convenient and accessible communications channels.
  • It must include a commitment to leadership within the field of event sustainability management, reference the organisation’s statement of purpose and values and its governing principles of sustainable development.
  • The policy should  be the foundation of event-related activities and consider operational aspects such as supply chain management, and all stages of the event planning lifecycle.
  • The policy should include the outcomes of  the engagement with interested engagement of interested parties.
  • Legacy components should also be considered within the policy.

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Suggested Steps:

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  • Refer to Clause 4.5 Sustainable development principles, statement of purpose and values, and ensure these are formally addressed and included in your policy. This is where you decide what you 'stand for'. What you will and will not accept.
  • In concert with your Issues Identification (6.1.2) and Stakeholder Engagement (4.2), and your values outlined above, determine what you will set down as a matter of policy. Include operational aspects, as well as human, community liaison and socio-economic elements, along with environmental.
  • Include 'must takes' which are a matter of policy, and you may also use aspirational/if possible type commitments. Ensure you are not too 'light' in your commitments, making them actually, not commitments after all.
  • Determine whether you will including specific purchasing/supply chain elements into this policy or will have a separate Sustainable Purchasing/Sourcing policy.
  • Provide the policy to all stakeholders through various communications options - hard and soft copy.
  • Log how and where the policy is available (in anticipation of an audit).
  • Ensure version control (dating - and proof of review and continual improvement).
  • Ensure the Policy is signed/authorised by the highest relevant management person and that this is included in the Policy (a signature).

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Download a template version of a Sustainability Policy to use to inspire your own policy’s production.


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