Sustainable event management 2012

Event Management 1 © Prof. Dr. U. D. Holzbaur 13.02.2012

Sustainable Events Management

Sustainability aspects in Event

Management

Events in Education for Sustainable Development

Event management

Sustainable Development

Prof. Dr. Ulrich D. Holzbaur

Aalen Nachhaltig-er-leben Sustainability Event Management for a City


Sustainable Events

Sustainability (natural ressources, socio-economic), aspects in Event Managemet

Event Manage-ment

Sustain-able

Deve-lop-ment

Events and experiential orientation in Education for Sustainable Development


Sustainable Event Management

CUT Bloemfontein, School of tourism and hospitality Prof. Ulrich Holzbaur: visiting professor at the faculty of

management, co project manager of sustainability@CUT

(Education for) Sustainable developmentand the link to Sustainability@CUT

Event management conceptsand project management for special events

Sustainability management for Events and ISO 20121

Event managementand experiential orientation inEducation for Sustainabile Development


Sustainable Events

Event = a special event organized to achieve a certain aim Emotions and experiences are part of the concept

Sustainable development = A development that allows present and future generations to fulfill their needs

Sustainable Events Sustainable = long lasting impression = long lasting effect

= Event Management Sustainability as a aim or restriction for Event Management

= environmentally friendly events for all + ……. Integration Education for Sustainable Development into the event

concept Dedicated events for (Education for ) Sustainable Development

Rock for … , action weekend, fundraising, edutainment



World Commission on Environment and Development, 1987 Integration of

Socioeconomic Development Environmental protection

Integration of Intergenerational Justice Intragenerational Justice

.. to meet the needs of thepresent withoutcompromising the chances offuture generations to meettheir own needs ..



Event Management 6 © Prof. Dr. U. D. Holzbaur 13.02.2012U. Holzbaur13.02.2012 6

Sustainable development

Brundtland Definition: other people (intragenerational justice) and future generations (intergenerational justice) can fulfil their needs.

Sustainable development is an ongoing process evolution of the earth (including all natural or cultural subsystems) influenced (in the positive and negative sense) by mankind.

Concepts and principles supporting sustainability (means and indicators, not ends) diversity, multiplicity of choice stability, conservation, efficiency, life cycle concept responsibility, caution.



World Summit on Sustainable Development Rio de Janeiro 1992

Sustainable development as a vision and missionand in integration ofsocioeconomic issues and protection of natural resources

Rio declaration = = Agenda 21 = = Roadmap (Agenda) for the 21st century

Ecology

Economy

Social System


Agenda 21 – Rio 1992

Improve the social, ecological and economical status of the World and fight the ongoing deterioration in these areas

Humanity stands at a defining moment in history. However, integration of environment and development

concerns and greater attention to them will lead to the fulfilment of basic needs, improved living standards for all, better protected and managed ecosystems and a safer, more prosperous future. No nation can achieve this on its own; but together we can - in a global partnership for sustainable development.


Rio + 10 = World Conference in Johannesburg

World Summit on Sustainable DevelopmentJohannesburg, South Africa in 2002

RIO+10


Johannesburg Declaration 2002

2. We commit ourselves to building a humane, equitable and caring global society, cognizant of the need for human dignity for all.

5. Accordingly, we assume a collective responsibility to advance and strengthen the interdependent and mutually reinforcing pillars of sustainable development —economic development, social development and environmental protection —at the local, national, regional and global levels.

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Eco

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Man

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Soc

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Local / Regional

Regional / National

National and International


Site Campus

Local/ Regional Community Development

Regional/ NationalEducationCooperation

National/ GlobalResearchCooperation

Sustainability Portfolio CUT

On Site On Campus

Local / Regional

Regional / National

National and International


triple bottom line

Planet Profit People

EcologyBiodiversityRessourcesEmissionsImmissionsGreenhouse

CorporateRegionGlobalWealthWelfareEducation

Social aspectsParticipationDecision makingCommunity JusticeFuture Generations

∑ ∑ ∑


Site Campus





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Inte

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Sustainability and VISION 2020

VISION 2020:.. innovations in socio-econimic developments

The tasks of a university

Community Development

Teaching and Learning

Research and Transfer


Site LevelCampus





Best Practice on Campus

Community Development

Teaching and Learning

Research and Transfer


Overall HolosticIntergenerational

EnvironmentRessources

EconomicsManagement

SocialPoliticalIntragenerational

Site LevelCampus

Sustainability@CUT Green Campus EconomicSustainability

Blue Campus


Cooperationprogrammes

Climate protectionprogramme

EntreprenurshipSustainableEconomy

Community Engagement


ESD in curricula EnergyEngineering for Sustainability

Entrepreneurship ESD in teacherseducation


CooperationprogrammesSD in Research

EnergyWater

Corporate SocialResponsibility

Research in socioeconomicaspects ofsustainability




Main impact and main component:Education

Direct ImpactOperations, Projects

Indirect ImpactEducation , Knowledge


Event management

Event concept Organisation

management

projectprocess

success

Event management

project management

target group

profitgain

event

emotional experience

risk


Overview

Introduction Event concepts Event Project Management Event Development Event planning Logistics Restrictions and Framework Successful Events


Event Management

Event Concepts, phases, milestones, activities

Success Strategy, aim, branding, sponsoring

Event development Development projects, strategy, requirements, design

Logistics and (legal) framework catering, logistics, transport, infrastructure, resources law, liabilities, natural environment, health, safety, finance

Management project management, planning, controlling, techniques, tools, tasks, phases, milestones


Event

Events have an emotional component Event Management

shows, what is special with an event how to organize an event how to make it something special for the visitor.

Aims Safe, secure and successful implementation of an event , Added value of an emotional experience and uniqueness.

Main tasks event development event organization


event management and event marketing

trargets and concepts

strategy + development

event + added value

implementation

project + process

phases + tasks

Event Management:planning implementation

and use of successful events

Event Marketing:use of events and

emotion for marketing + marketing for events


Event concept

make (more) successful events make all events (more) successful

size

success


event

event and event management safe and secure and successful implementation of an event , added value of an emotional experience and uniqueness.

conceptual strategy :event

+ added value

successful implementation:project + process

ressources, framework, conditions, infrastructure, logistics

event development event sorganisation

project management, management, phases, conceptual strategy


Event planning - strategy and development

Target: what do we want to achieve?

Time: when shall the event take place?

What kind of event should we implement?

Target group - Who will be adressed?

Participants: Who should participate/ be invited?

Public: how to inform? How to implement public relations?

Budget: how much are we allowed to spend?

Location: Where shall the event take place?

Invitation: how shall the target group be informed?

logistics: transportation of material, goods and persons,

Organisation:how do we achieve that?

infrastructure: what muss be prepared on stage/ site

const: financial regulations / responsibility

Staff: Who will contribute?

Plan: how should everything happen?

Catering: eat and drink

EHSlaw, taxes


the iceberg:planning and preparation

when it starts - all is over

directly related tasks

event

background and support

planning and preparation


Success factors

Strategy: objectives, vision, concept Activation Attitude, positivity Experience Influence and Feedback Being part of “it” Perception with all senses Identification Symbols


what makes an event?

Subjective individual and common perception Moments, emotional experience, memorability Positivity, good/well feeling/emotion Group/team emotional experience Symbols, feeling/emotion Activity, activation, action Uniqueness, branding I/me changes to we/us Connection of impressions and symbols Multiplicity of experience, media and perception


How to make an Event?

perception planning/ mise en scene, design, schedule /script event, experience, feeling, fun, joy relation, emotional nearness, integration activity, activation, action, stress emotion, euphoria multiplicity of impressions brand, notions added value, plus multiplicity


Important Items

Experience and perception

Activation and attitude

Communication

Location Site Circles Access VIP areas


special target groups

VIP and sponsors Press

Families and children Handicapped / challenged visitors “Events for All” also includes the concepts of participation

and inclusions: involve all potential stakeholders into the planning process and create information that will not prevent anybody interested in the event from participating.

Barriers: physical, psychological, financial, cultural, ...


milestones as a basis of planning

Documentation of project status: What do we have? Where do we stand? Are we at the state where we wanted to be? Are the necessary decisions made?

Synchronization Equal state of decisions Equal state of information Liabilities Commitment Countdown Gateway:

break/ cancel/ delay/ shift



Synchronization Equal state of decisions and information Gateways: break/ cancel/ delay/ shift Commitment/ Countdown

milestones results (documents, reviews) Decisions gates phase finalizations

Coarse project structure


phases and milestones (Gates)

M0: idea initialization phase M1: go/nogo planning phase M2: goon/ stop preparation phase M3: point of no return building phase M4: doors open active event phase M5: end rebuilding phase M6: finish post processing phase M7: project end


milestones and decisions

M0: idea of the event, vision, framework, context M1: go/nogo. Intend to perform the event, internal fixing M2: goon/ stop: decision for preparation, resource fixing,

budgeting, going public M3: point of no return. start the building phase: activation

implementation of the plan: real costs M4: doors open: start des event, opening, greeting M5: doors closed: end des event, farewell M6: finalization end the activity, close accounts M7: project end: project finished/ closed


milestones as gates

M0 idea: is it a project? Inform own management M1 go/nogo: is it an official project?

Planning efforts are made, first costs arise M2 goon/ stop: shall be really go through that?

From now on, costs arise. Going public: inform stakeholders and customers M3 point of no return: Shall we kill the project? M4 doors open: start of the responsibility for guests M5 end: guests have to leave M6 finish: all activities are completed M7 project end: all legal requirements are fulfilled


Milestones, phases and levels

event management

planningsactivities

physiccal activities

0

71 2

3 6event

4 5


Environ-ment

Direct impactSD + ESD

Sustainablility effects

Environ-ment

Activities on site

Event

Ressour-ces

Planning and aftermaths

Physical activities

PR Spon-soring

Main effectSD + ESD


X x

Direct and indirect environmental impact from waste and rebuilding

Direct impact via the event and the visitorssustainability impact educational impact

Sustainablility effects

Activities on siteEvent

Direct and indirect ressourceconsumption

impact of information

Planning and aftermaths Physical activities

Impact via public relations/ communication and sponsoring

The main effect comes from the early phased:

Sustainability aspects like environment, access, … + Educational components

Direct and indirect environmental impact

Impact by visitors travelling and accomodation


Aspects of event planning

targets management participants and order of magnitude logistics and infrastructure Supply and disposal branding framework/context conditions


Targets

Monetary vs . Non monetary Direct vs. Indirect Hierarchy of targets and strategies Derivative targets


Event management

Management systems involved The dedicated project management system for this special and

individual event Event management system -> project oriented Events management system -> long termed, process management Project management for Events The organization´s management systems

more oriented towards periodic work (annual, quarterly, …)

Event management is mainly project oriented


risk management

Risk types Financial risk Liability Event effects EHS

Evironment Health Safety

Risk management Risk portfolio

probability

impact


Sustainablilty aspects

Ecological Environment and natural resources Natural environment, disposal, resource consumption, CO2 Locally and globally (ecological backpack) Ecological footprint

Socioeconomic Social environment Socioeconomic development Events for All, participation, inclusion Economic impact, lifecycle const Locally and globally (supply chain, labor conditions)


Relevant Norms

forthcoming:

ISO/DIS 20121

Event sustainability management systems -- Requirements with guidance for use

Based on BS 8901 Sustainability ManagementSystems for Events


BS 8901

8901 (and forthcoming 20121) principles resemble those of ISO 9001 (Quality Management), ISO 14001 (Environmental Management) BS OHSAS 18001 (Health and Safety Management)

Sustainability Policy, Issues and Stakeholders Objectives, targets and plans, Operational controls Competence and training, SCM, Communication Monitoring, measurement, corrective + preventive action Management System audits and Management Review


Core Elements of a Sustainability Management System

em

production marketing sales procurement

CEO

Objectives, Targets, Plans,Programme, Projects, Aims

Assessment and ControllingAudits and Reviews

Organisation

Documentation

Training and awareness

Policy


EHS

Environmental protection Environmental impacts Environmental management system

Health and safety Health (HACCP, ... ) Drug abuse Safety and security

Risk management


quality management and CIP

Quality criteria Quality management

Processes

Checklists

Motivation

Training

Evaluation

Auditing

Quality management system Continuous improvement


Event Project Management

projects have dedicated aims

projects have a definite beginning and a definite end (criteria) projects are result-oriented, not time-oriented projects need dedicated personnel they are result-oriented and phase-oriented, not period-

oriented they are team-oriented and have to lead, not to manage within

an administration they have to cope with uncertainty they have to cope with scarce resources, time-pressure and

competition for personnel


Project management for events

Event is a Project

Sub-projects development, strategy finding, conceptual strategy event planning logistics, catering, infrastructure branding, finance, sponsoring ......

Event, Vision, Quality

Timeline is extremely critical

Variety of Ressources


project in the magic triangle/ triad

result is new and critical

resources are new and limited

Time is limited


project management - 0 - initiation

Project vision Where will we be ? Mission Statement

Framework Stakeholders, Project sponsor Responsibilities/ people in charge Vision and deliverable items Timelines and criticality Resources

Material, Money, Staff Knowledge, Information Political power

Q

T R


project management - 1 - planning

Project aim framework/ context Define aims, vision and "Mission Statement" Clarify framework, context and stakeholders Clarify deliverable items and quality requirements

Project organization fixing the involved persons/ staff and gremia / boards define the project communication = reporting , meetings

Project stages/ process plan project stages/ process plan WBS: work packages

activities, expected results, work breakdown structure


project management - 2 - implementation

project effort and timelines planning timeline/ milestone- and effort planning

based on the work packages

initiate project activities staff resources


Work Breakdown Structure

Basis for Ressourc planning Responibilities and Project Structure Ressource and staff allocation Controlling


Work Breakdown Structure

Work packages in a hierarchical strcture Each package has ist onw magiv triangle

Duration Ressources and prerequisites Aim and outcome



Documentation of project status: What do we have? Where do we stand? Are we at the state where we wanted to be? Are the necessary decisions made?

Synchronization Equal state of decisions Equal state of information Liabilities Commitment Countdown Gateway:

break/ cancel/ delay/ shift



Synchronization Equal state of decisions and information Gateways: break/ cancel/ delay/ shift Commitment/ Countdown

milestones results (documents, reviews) Decisions gates phase finalizations

Coarse project structure


Gantt Diagram


project management - 3 - controlling

Project status review/ control Determine status Compare status and plan Determine necessary actions

Initiate necessary activities adaptation in the project triangle/ triad

Project plan adaptation Project aims targets Project organization Project stages/ process Project effort and timelines


project management - 4 - evaluation

project evaluation analysis of results

Within the magic triangle analysis of the process

what was helpful ? what was critical ?

project finalization reports final accounting evaluation staff


Beyond the project – the iceberg

event management

planningsactivities

physical activities

0

71 2

3 6event

4 5

Supporting organisationInfrastructure, contacts, CRM, branding

Know How and human ressourcesStrategy and marketing, economics

Running an event management enterprise


Event management

Vision, design, creativity

Plan,project management

Implementation, organisation, actitvity, controlling

The surplus: experience

The usual

Safe and secure(risk)


Sustainability EventsEducation for Sustainable Development

Sustainable development is an ongoing process evolution of the earth (including all natural or cultural subsystems) influenced (in the positive and negative sense) by mankind.

Education is the key to Sustainable Development

Experiential learning is an important means of Education for Sustainable Development.


Examples from Aalen Aalen nachhaltig-er-leben

Aalen nachhaltiger leben= live more sustainable in Aalen

Aalen nachhaltig erleben= Experience sustainable Aalen

2008/092011/12


Experiential orientationfour the young

Aalener JugenddreieckA triangle of Technology and science

Labs of the university Presentation on

ecology and energy Sustainablility

Presentation on ecology and energy

Forest paedagogy Sports

Hockey


Aalen for all –Barrier free


Day of the regionand regional marketing

Aalen 2006, 2007, 2008 …


Steinbeis TC Applied ManagementSustainability and culture

Steinbeis Transfer Centre at Aalen Three women as a role model City of Giengen/Brenz Sustainability and culture Project of the UNESCO Decade ESD


Trails: a tourism project linking localheritage with sustainability


Further acitivities

Events for sustainability within each year´s programme Aalen + Baden-Württemberg Germany, EU, UNESCO

Guidelines for sustainable Events Sustainability aspects

in events management Environment Resource consumption Access for all / barrier free Family friendly Safety and security

Education for Sustainable Development


Summary:sustainable / sustainability events

ConceptualstrategyStrategic aimsPlanning

Successfulimplementation:Project + Process

Sustinalility as an overall goal of all acitivites

Education forsustainabledevelopement

Sustainability aspects in Event Planning and Organisation(ISO 20121)

Experiential orientation in (Education for)


Sustainable event management 2012

Education

synchronization

decisions

planning documentation

successful

sustainable

2012 project

project status

target group