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Sustainable Events and Sustainability Events presentation given at CUT Bloemfontein
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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
Event Management 2 © Prof. Dr. U. D. Holzbaur 13.02.2012
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
Event Management 3 © Prof. Dr. U. D. Holzbaur 13.02.2012
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
Event Management 4 © Prof. Dr. U. D. Holzbaur 13.02.2012
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
Event Management 5 © Prof. Dr. U. D. Holzbaur 13.02.2012
Sustainable Development
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 ..
.. to meet the needs of thepresent withoutcompromising the chances offuture generations to meettheir own needs ..
.. 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.
Event Management 7 © Prof. Dr. U. D. Holzbaur 13.02.2012
Sustainable Development
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
Event Management 8 © Prof. Dr. U. D. Holzbaur 13.02.2012
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.
Event Management 9 © Prof. Dr. U. D. Holzbaur 13.02.2012
Rio + 10 = World Conference in Johannesburg
World Summit on Sustainable DevelopmentJohannesburg, South Africa in 2002
RIO+10
Event Management 10 © Prof. Dr. U. D. Holzbaur 13.02.2012
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.
Env
iron
men
t
Res
sour
ces
Eco
nom
ics
Man
agem
ent
Soc
ialP
olit
ical
Itra
gene
rati
onal
Local / Regional
Regional / National
National and International
Event Management 11 © Prof. Dr. U. D. Holzbaur 13.02.2012
Site Campus
Local/ Regional Community Development
Regional/ NationalEducationCooperation
National/ GlobalResearchCooperation
Sustainability Portfolio CUT
On Site On Campus
Local / Regional
Regional / National
National and International
Event Management 12 © Prof. Dr. U. D. Holzbaur 13.02.2012
triple bottom line
Planet Profit People
EcologyBiodiversityRessourcesEmissionsImmissionsGreenhouse
CorporateRegionGlobalWealthWelfareEducation
Social aspectsParticipationDecision makingCommunity JusticeFuture Generations
∑ ∑ ∑
Event Management 13 © Prof. Dr. U. D. Holzbaur 13.02.2012
Site Campus
Local/ Regional Community Development
Regional/ NationalEducationCooperation
National/ GlobalResearchCooperation
Sustainability Portfolio CUT
Ove
rall
Hol
osti
c
Inte
rgen
erat
iona
l
Env
iron
men
t
Res
sour
ces
Eco
nom
ics
Man
agem
ent
Soc
ialP
olit
ical
Itra
gene
rati
onal
Event Management 14 © Prof. Dr. U. D. Holzbaur 13.02.2012
Sustainability and VISION 2020
VISION 2020:.. innovations in socio-econimic developments
The tasks of a university
Community Development
Teaching and Learning
Research and Transfer
Event Management 15 © Prof. Dr. U. D. Holzbaur 13.02.2012
Site LevelCampus
Local/ Regional Community Development
Regional/ NationalEducationCooperation
National/ GlobalResearchCooperation
Sustainability Portfolio CUT
Best Practice on Campus
Community Development
Teaching and Learning
Research and Transfer
Event Management 16 © Prof. Dr. U. D. Holzbaur 13.02.2012
Overall HolosticIntergenerational
EnvironmentRessources
EconomicsManagement
SocialPoliticalIntragenerational
Site LevelCampus
Sustainability@CUT Green Campus EconomicSustainability
Blue Campus
Local/ Regional Community Development
Cooperationprogrammes
Climate protectionprogramme
EntreprenurshipSustainableEconomy
Community Engagement
Regional/ NationalEducationCooperation
ESD in curricula EnergyEngineering for Sustainability
Entrepreneurship ESD in teacherseducation
National/ GlobalResearchCooperation
CooperationprogrammesSD in Research
EnergyWater
Corporate SocialResponsibility
Research in socioeconomicaspects ofsustainability
Sustainability Portfolio CUT
Event Management 17 © Prof. Dr. U. D. Holzbaur 13.02.2012
Event Management 18 © Prof. Dr. U. D. Holzbaur 13.02.2012
Main impact and main component:Education
Direct ImpactOperations, Projects
Indirect ImpactEducation , Knowledge
Event Management 19 © Prof. Dr. U. D. Holzbaur 13.02.2012
Event management
Event concept Organisation
management
projectprocess
success
Event management
project management
target group
profitgain
event
emotional experience
risk
Event Management 20 © Prof. Dr. U. D. Holzbaur 13.02.2012
Overview
Introduction Event concepts Event Project Management Event Development Event planning Logistics Restrictions and Framework Successful Events
Event Management 21 © Prof. Dr. U. D. Holzbaur 13.02.2012
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 Management 22 © Prof. Dr. U. D. Holzbaur 13.02.2012
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 23 © Prof. Dr. U. D. Holzbaur 13.02.2012
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 Management 24 © Prof. Dr. U. D. Holzbaur 13.02.2012
Event concept
make (more) successful events make all events (more) successful
size
success
Event Management 25 © Prof. Dr. U. D. Holzbaur 13.02.2012
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 Management 26 © Prof. Dr. U. D. Holzbaur 13.02.2012
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
Event Management 27 © Prof. Dr. U. D. Holzbaur 13.02.2012
the iceberg:planning and preparation
when it starts - all is over
directly related tasks
event
background and support
planning and preparation
Event Management 28 © Prof. Dr. U. D. Holzbaur 13.02.2012
Success factors
Strategy: objectives, vision, concept Activation Attitude, positivity Experience Influence and Feedback Being part of “it” Perception with all senses Identification Symbols
Event Management 29 © Prof. Dr. U. D. Holzbaur 13.02.2012
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
Event Management 30 © Prof. Dr. U. D. Holzbaur 13.02.2012
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
Event Management 31 © Prof. Dr. U. D. Holzbaur 13.02.2012
Important Items
Experience and perception
Activation and attitude
Communication
Location Site Circles Access VIP areas
Event Management 32 © Prof. Dr. U. D. Holzbaur 13.02.2012
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, ...
Event Management 33 © Prof. Dr. U. D. Holzbaur 13.02.2012
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
Event Management 34 © Prof. Dr. U. D. Holzbaur 13.02.2012
milestones as a basis of planning
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
Event Management 35 © Prof. Dr. U. D. Holzbaur 13.02.2012
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
Event Management 36 © Prof. Dr. U. D. Holzbaur 13.02.2012
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
Event Management 37 © Prof. Dr. U. D. Holzbaur 13.02.2012
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
Event Management 38 © Prof. Dr. U. D. Holzbaur 13.02.2012
Milestones, phases and levels
event management
planningsactivities
physiccal activities
0
71 2
3 6event
4 5
Event Management 39 © Prof. Dr. U. D. Holzbaur 13.02.2012
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
Event Management 40 © Prof. Dr. U. D. Holzbaur 13.02.2012
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
Event Management 41 © Prof. Dr. U. D. Holzbaur 13.02.2012
Aspects of event planning
targets management participants and order of magnitude logistics and infrastructure Supply and disposal branding framework/context conditions
Event Management 42 © Prof. Dr. U. D. Holzbaur 13.02.2012
Targets
Monetary vs . Non monetary Direct vs. Indirect Hierarchy of targets and strategies Derivative targets
Event Management 43 © Prof. Dr. U. D. Holzbaur 13.02.2012
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
Event Management 44 © Prof. Dr. U. D. Holzbaur 13.02.2012
risk management
Risk types Financial risk Liability Event effects EHS
Evironment Health Safety
Risk management Risk portfolio
probability
impact
Event Management 45 © Prof. Dr. U. D. Holzbaur 13.02.2012
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)
Event Management 46 © Prof. Dr. U. D. Holzbaur 13.02.2012
Relevant Norms
forthcoming:
ISO/DIS 20121
Event sustainability management systems -- Requirements with guidance for use
Based on BS 8901 Sustainability ManagementSystems for Events
Event Management 47 © Prof. Dr. U. D. Holzbaur 13.02.2012
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
Event Management 48 © Prof. Dr. U. D. Holzbaur 13.02.2012
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
Event Management 49 © Prof. Dr. U. D. Holzbaur 13.02.2012
EHS
Environmental protection Environmental impacts Environmental management system
Health and safety Health (HACCP, ... ) Drug abuse Safety and security
Risk management
Event Management 50 © Prof. Dr. U. D. Holzbaur 13.02.2012
quality management and CIP
Quality criteria Quality management
Processes
Checklists
Motivation
Training
Evaluation
Auditing
Quality management system Continuous improvement
Event Management 51 © Prof. Dr. U. D. Holzbaur 13.02.2012
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
Event Management 52 © Prof. Dr. U. D. Holzbaur 13.02.2012
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
Event Management 53 © Prof. Dr. U. D. Holzbaur 13.02.2012
project in the magic triangle/ triad
result is new and critical
resources are new and limited
Time is limited
Event Management 54 © Prof. Dr. U. D. Holzbaur 13.02.2012
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
Event Management 55 © Prof. Dr. U. D. Holzbaur 13.02.2012
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
Event Management 56 © Prof. Dr. U. D. Holzbaur 13.02.2012
project management - 2 - implementation
project effort and timelines planning timeline/ milestone- and effort planning
based on the work packages
initiate project activities staff resources
Event Management 57 © Prof. Dr. U. D. Holzbaur 13.02.2012
Work Breakdown Structure
Basis for Ressourc planning Responibilities and Project Structure Ressource and staff allocation Controlling
Event Management 58 © Prof. Dr. U. D. Holzbaur 13.02.2012
Work Breakdown Structure
Work packages in a hierarchical strcture Each package has ist onw magiv triangle
Duration Ressources and prerequisites Aim and outcome
Event Management 59 © Prof. Dr. U. D. Holzbaur 13.02.2012
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
Event Management 60 © Prof. Dr. U. D. Holzbaur 13.02.2012
milestones as a basis of planning
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
Event Management 61 © Prof. Dr. U. D. Holzbaur 13.02.2012
Gantt Diagram
Event Management 62 © Prof. Dr. U. D. Holzbaur 13.02.2012
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
Event Management 63 © Prof. Dr. U. D. Holzbaur 13.02.2012
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
Event Management 64 © Prof. Dr. U. D. Holzbaur 13.02.2012
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 65 © Prof. Dr. U. D. Holzbaur 13.02.2012
Event management
Vision, design, creativity
Plan,project management
Implementation, organisation, actitvity, controlling
The surplus: experience
The usual
Safe and secure(risk)
Event Management 66 © Prof. Dr. U. D. Holzbaur 13.02.2012
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.
Event Management 67 © Prof. Dr. U. D. Holzbaur 13.02.2012
Examples from Aalen Aalen nachhaltig-er-leben
Aalen nachhaltiger leben= live more sustainable in Aalen
Aalen nachhaltig erleben= Experience sustainable Aalen
2008/092011/12
Event Management 68 © Prof. Dr. U. D. Holzbaur 13.02.2012
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
Event Management 69 © Prof. Dr. U. D. Holzbaur 13.02.2012
Aalen for all –Barrier free
Event Management 70 © Prof. Dr. U. D. Holzbaur 13.02.2012
Day of the regionand regional marketing
Aalen 2006, 2007, 2008 …
Event Management 71 © Prof. Dr. U. D. Holzbaur 13.02.2012
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
Event Management 72 © Prof. Dr. U. D. Holzbaur 13.02.2012
Trails: a tourism project linking localheritage with sustainability
Event Management 73 © Prof. Dr. U. D. Holzbaur 13.02.2012
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
Event Management 74 © Prof. Dr. U. D. Holzbaur 13.02.2012
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 Development