7.4 Communications
There will be many people, entities, and organisations which will be either interested in or have an impact on, the sustainability performance of the organisation and its event activities. This could include supply chain, audience, participants, regulatory authorities, clients, sponsors, media, talent, local community, staff, contractors, and NGOs.
Commitment to sustainable development principles, and implementing sustainable practices, along with how the stakeholders maybe involved should be communicated.
These stakeholders or ‘interested parties’ would have access to:
- the sustainability policy;
- information on their contribution to the effectiveness of the event sustainability management system, sustainability performance and its benefits; and
- the implications of not engaging with sustainability practices.
You must also liaise various stakeholders to work out the best way to actually communicate with them over various subjects, considering the level of interest they have in these subjects. Sometimes meetings will work, or emails, maybe formal presentations, workshops, or through an information sheet or contract.
- your governing principles of sustainable development
- the purpose of the event
- how you will be managing sustainability to ensure improved performance
- what the issues are, along with your objectives and targets
- how they might be involved in meeting your objectives and targets
- relevance to them
- how you’re going performance-wise
- feedback from other stakeholders that is relevant
Note that this clause is tightly connected with Clause 4.2 Understanding the needs and expectations of interested parties
We have produced an example of a procedure document which meets the requirements of both Clause Clause 4.2 Understanding the needs and expectations of interested parties and this clause, 7.4 Communication. Download it here
You may also choose to create log or other such document or form (electronic or paper) that documents the ways the various interested parties have been communicated with.
Requirements of this Clause:
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- A procedure for external communications with external suppliers and interested parties.
- Procedure must include what it will communicate, when to undertake communication, with whom to communicate, and how to communicate.
- Evidence of implementation of the procedure. Links with 4.2 Understanding the needs and expectations of interested parties.
- That the communication are adequate to the size and complexity of the organisation’s event activities.
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