Sustainable event management 2012

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Sustainable Events and
Sustainability Events

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Sustainable event management 2012

  1. 1. Sustainable Events Management Event management Sustainable Development Prof. Dr. Ulrich D. Holzbaur Sustainability Events in Education aspects in Event for Sustainable Management Development Aalen Nachhaltig-er-leben Sustainability Event Management for a CityEvent Management 1 © Prof. Dr. U. D. Holzbaur 13.02.2012
  2. 2. Sustainable Events Sustainability (natural ressources, socio- economic), aspects in Event ManagemetSustain- Event able Manage -ment Deve- lop- ment Events and experiential orientation in Education for Sustainable DevelopmentEvent Management 2 © Prof. Dr. U. D. Holzbaur 13.02.2012
  3. 3. 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 development and the link to Sustainability@CUT Event management concepts and project management for special events Sustainability management for Events and ISO 20121 Event management and experiential orientation in Education for Sustainabile DevelopmentEvent Management 3 © Prof. Dr. U. D. Holzbaur 13.02.2012
  4. 4. 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, edutainmentEvent Management 4 © Prof. Dr. U. D. Holzbaur 13.02.2012
  5. 5. Sustainable Development World Commission on Environment and Development, 1987 Integration of  Socioeconomic Development  Environmental protection .. to meet the needs of the present..without the needs of the to meet Integration of compromising without the needs of the present to meet .. the chances of future generations towithout present the chances of compromisingmeet  Intergenerational Justice futurecompromising the chances of generations to meet their own needs ..  Intragenerational Justice future generations to meet their own needs .. their own needs .. Event Management 5 © Prof. Dr. U. D. Holzbaur 13.02.2012
  6. 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.13.02.2012 Event ManagementHolzbaur U. 6 © Prof. Dr. U. D. Holzbaur 13.02.20126
  7. 7. Sustainable Development World Summit on Sustainable Development Economy Rio de Janeiro 1992 Social System Sustainable development as a vision and mission Ecology and in integration of socioeconomic issues and protection of natural resources Rio declaration = = Agenda 21 = = Roadmap (Agenda) for the 21st century Event Management 7 © Prof. Dr. U. D. Holzbaur 13.02.2012
  8. 8. 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 8 © Prof. Dr. U. D. Holzbaur 13.02.2012
  9. 9. Rio + 10 = World Conference in Johannesburg World Summit on Sustainable Development Johannesburg, South Africa in 2002 RIO+10 Event Management 9 © Prof. Dr. U. D. Holzbaur 13.02.2012
  10. 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 — Itragenerational Social Political Management Environment Ressources Economics at the local, national, regional and global levels. Local / Regional Regional / National National and InternationalEvent Management 10 © Prof. Dr. U. D. Holzbaur 13.02.2012
  11. 11. Sustainability Portfolio CUTSiteCampus On Site On CampusLocal/ RegionalCommunityDevelopment Local / RegionalRegional/ NationalEducationCooperation Regional / NationalNational/ GlobalResearchCooperation National and International Event Management 11 © Prof. Dr. U. D. Holzbaur 13.02.2012
  12. 12. triple bottom line Planet Profit People Ecology Corporate Social aspects Biodiversity Region Participation Ressources Global Decision making Emissions Wealth Community Immissions Welfare Justice Greenhouse Education Future Generations ∑ ∑ ∑Event Management 12 © Prof. Dr. U. D. Holzbaur 13.02.2012
  13. 13. Sustainability Portfolio CUTSiteCampus Overall Holostic Itragenerational Social PoliticalLocal/ Regional Management Environment Intergenerational RessourcesCommunity EconomicsDevelopmentRegional/ NationalEducationCooperationNational/ GlobalResearchCooperation Event Management 13 © Prof. Dr. U. D. Holzbaur 13.02.2012
  14. 14. Sustainability and VISION 2020 VISION 2020: .. innovations in socio-econimic developments The tasks of a university Community Development Teaching and Learning Research and TransferEvent Management 14 © Prof. Dr. U. D. Holzbaur 13.02.2012
  15. 15. Sustainability Portfolio CUTSite LevelCampus Best Practice on CampusLocal/ RegionalCommunityDevelopment Community DevelopmentRegional/ NationalEducationCooperation Teaching and LearningNational/ GlobalResearchCooperation Research and Transfer Event Management 15 © Prof. Dr. U. D. Holzbaur 13.02.2012
  16. 16. Sustainability Portfolio CUT Overall Environment Economics Social Holostic Ressources Management Political Intergenerational IntragenerationalSite Level Sustainability@CUT Green Campus Economic Blue CampusCampus SustainabilityLocal/ Regional Cooperation Climate protection Entreprenurship CommunityCommunity programmes programme Sustainable EngagementDevelopment EconomyRegional/ National ESD in curricula Energy Entrepreneurship ESD in teachersEducation Engineering for educationCooperation SustainabilityNational/ Global Cooperation Energy Corporate Social Research inResearch programmes Water Responsibility socioeconomic SD in Research aspects ofCooperation sustainability Event Management 16 © Prof. Dr. U. D. Holzbaur 13.02.2012
  17. 17. Event Management 17 © Prof. Dr. U. D. Holzbaur 13.02.2012
  18. 18. Main impact and main component: Education Direct Impact Indirect Impact Operations, Projects Education , KnowledgeEvent Management 18 © Prof. Dr. U. D. Holzbaur 13.02.2012
  19. 19. Event management Event management Event concept Organisation event success risk project management target profit emotional manage project group gain experience ment processEvent Management 19 © Prof. Dr. U. D. Holzbaur 13.02.2012
  20. 20. Overview Introduction Event concepts Event Project Management Event Development Event planning Logistics Restrictions and Framework Successful EventsEvent Management 20 © Prof. Dr. U. D. Holzbaur 13.02.2012
  21. 21. 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, milestonesEvent Management 21 © Prof. Dr. U. D. Holzbaur 13.02.2012
  22. 22. 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 organizationEvent Management 22 © Prof. Dr. U. D. Holzbaur 13.02.2012
  23. 23. event management and event marketing Event Management: Event Marketing: planning implementation use of events and and use of successful emotion for marketing events + marketing for events trargets and concepts implementation strategy + development project + process event + added value phases + tasksEvent Management 23 © Prof. Dr. U. D. Holzbaur 13.02.2012
  24. 24. Event concept make (more) successful events make all events (more) successful size successEvent Management 24 © Prof. Dr. U. D. Holzbaur 13.02.2012
  25. 25. event event and event management  safe and secure and successful implementation of an event ,  added value of an emotional experience and uniqueness. conceptual strategy : successful implementation: event project + process + added value event development event sorganisation ressources, framework, conditions, infrastructure, logistics project management, management, phases, conceptual strategyEvent Management 25 © Prof. Dr. U. D. Holzbaur 13.02.2012
  26. 26. Event planning - strategy and development Target: what do we want to achieve? Target group - Who Public: how to inform? How to will be adressed? implement public relations? What kind of event should we implement? Time: when shall the infrastructure: what muss be event take place? prepared on stage/ site Organisation: how do we achieve that? Participants: Who should Budget: how much are we participate/ be invited? allowed to spend? Plan: how should everything happen? Invitation: how shall the logistics: transportation of target group be informed? Staff: Who will material, goods and persons, contribute? Location: Where shall const: financial the event take place? Catering: EHS regulations / responsibility eat and drink law, taxesEvent Management 26 © Prof. Dr. U. D. Holzbaur 13.02.2012
  27. 27. the iceberg: planning and preparationwhen it starts - all is over event directly related tasks planning and preparation background and supportEvent Management 27 © Prof. Dr. U. D. Holzbaur 13.02.2012
  28. 28. Success factors Strategy: objectives, vision, concept Activation Attitude, positivity Experience Influence and Feedback Being part of “it” Perception with all senses Identification SymbolsEvent Management 28 © Prof. Dr. U. D. Holzbaur 13.02.2012
  29. 29. 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 perceptionEvent Management 29 © Prof. Dr. U. D. Holzbaur 13.02.2012
  30. 30. 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 multiplicityEvent Management 30 © Prof. Dr. U. D. Holzbaur 13.02.2012
  31. 31. Important Items Experience and perception Activation and attitude Communication Location  Site  Circles  Access  VIP areasEvent Management 31 © Prof. Dr. U. D. Holzbaur 13.02.2012
  32. 32. 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 32 © Prof. Dr. U. D. Holzbaur 13.02.2012
  33. 33. 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/ shiftEvent Management 33 © Prof. Dr. U. D. Holzbaur 13.02.2012
  34. 34. 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 structureEvent Management 34 © Prof. Dr. U. D. Holzbaur 13.02.2012
  35. 35. 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 endEvent Management 35 © Prof. Dr. U. D. Holzbaur 13.02.2012
  36. 36. 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/ closedEvent Management 36 © Prof. Dr. U. D. Holzbaur 13.02.2012
  37. 37. 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 fulfilledEvent Management 37 © Prof. Dr. U. D. Holzbaur 13.02.2012
  38. 38. Milestones, phases and levels 4 5 event 3 6 physiccal activities 1 2 7 planningsactivities 0 event managementEvent Management 38 © Prof. Dr. U. D. Holzbaur 13.02.2012
  39. 39. Sustainablility effects Event Activities on site Physical activities Planning and aftermathsMain effect Ressour- Environ- Direct impact Environ- PR Spon-SD + ESD ces ment SD + ESD ment soring Event Management 39 © Prof. Dr. U. D. Holzbaur 13.02.2012
  40. 40. Sustainablility effects  Xx Event Activities on site Physical activities Planning and aftermaths Impact by Direct and visitors indirectThe main effect travelling and Impact via ressourcecomes from the accomodation public relations/ consumptionearly phased: communication impact of and sponsoringSustainability information Direct impactaspects like via the eventenvironment, and theaccess, … visitors+ sustainability Direct and indirectEducational Direct and impact indirect environmentalcomponents educational impact from waste environmental impact impact and rebuilding Event Management 40 © Prof. Dr. U. D. Holzbaur 13.02.2012
  41. 41. Aspects of event planning targets management participants and order of magnitude logistics and infrastructure Supply and disposal branding framework/context conditionsEvent Management 41 © Prof. Dr. U. D. Holzbaur 13.02.2012
  42. 42. Targets Monetary vs . Non monetary Direct vs. Indirect Hierarchy of targets and strategies Derivative targetsEvent Management 42 © Prof. Dr. U. D. Holzbaur 13.02.2012
  43. 43. 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 orientedEvent Management 43 © Prof. Dr. U. D. Holzbaur 13.02.2012
  44. 44. risk management Risk types impact  Financial risk  Liability  Event effects  EHS  Evironment  Health  Safety Risk management Risk portfolio probabilityEvent Management 44 © Prof. Dr. U. D. Holzbaur 13.02.2012
  45. 45. 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 45 © Prof. Dr. U. D. Holzbaur 13.02.2012
  46. 46. Relevant Norms forthcoming: ISO/DIS 20121 Event sustainability management systems -- Requirements with guidance for use Based on BS 8901 Sustainability Management Systems for EventsEvent Management 46 © Prof. Dr. U. D. Holzbaur 13.02.2012
  47. 47. 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 ReviewEvent Management 47 © Prof. Dr. U. D. Holzbaur 13.02.2012
  48. 48. Core Elements of a Sustainability Management SystemOrganisation Policy CEO em Training and awarenessproduction marketing sales procurement Objectives, Targets, Plans, Programme, Projects, Aims Assessment and Controlling Documentation Audits and Reviews Event Management 48 © Prof. Dr. U. D. Holzbaur 13.02.2012
  49. 49. EHS Environmental protection  Environmental impacts  Environmental management system Health and safety  Health (HACCP, ... )  Drug abuse  Safety and security Risk managementEvent Management 49 © Prof. Dr. U. D. Holzbaur 13.02.2012
  50. 50. quality management and CIP Quality criteria Quality management  Processes  Checklists  Motivation  Training  Evaluation  Auditing Quality management system Continuous improvementEvent Management 50 © Prof. Dr. U. D. Holzbaur 13.02.2012
  51. 51. 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 personnelEvent Management 51 © Prof. Dr. U. D. Holzbaur 13.02.2012
  52. 52. Project management for events Event is a Project Event, Vision, Quality Timeline is Variety of extremely critical Ressources Sub-projects  development, strategy finding, conceptual strategy  event planning  logistics, catering, infrastructure  branding, finance, sponsoring  ......Event Management 52 © Prof. Dr. U. D. Holzbaur 13.02.2012
  53. 53. project in the magic triangle/ triad result is new and critical resources are new and limited Time is limitedEvent Management 53 © Prof. Dr. U. D. Holzbaur 13.02.2012
  54. 54. project management - 0 - initiation Project vision  Where will we be ?  Mission Statement Framework Q  Stakeholders, Project sponsor  Responsibilities/ people in charge  Vision and deliverable items  Timelines and criticality  Resources  Material, Money, Staff  Knowledge, Information T R  Political powerEvent Management 54 © Prof. Dr. U. D. Holzbaur 13.02.2012
  55. 55. 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 structureEvent Management 55 © Prof. Dr. U. D. Holzbaur 13.02.2012
  56. 56. project management - 2 - implementation project effort and timelines planning  timeline/ milestone- and effort planning based on the work packages initiate project activities  staff  resourcesEvent Management 56 © Prof. Dr. U. D. Holzbaur 13.02.2012
  57. 57. Work Breakdown Structure Basis for  Ressourc planning  Responibilities and Project Structure  Ressource and staff allocation  ControllingEvent Management 57 © Prof. Dr. U. D. Holzbaur 13.02.2012
  58. 58. Work Breakdown Structure Work packages in a hierarchical strcture  Each package has ist onw magiv triangle  Duration  Ressources and prerequisites  Aim and outcomeEvent Management 58 © Prof. Dr. U. D. Holzbaur 13.02.2012
  59. 59. 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/ shiftEvent Management 59 © Prof. Dr. U. D. Holzbaur 13.02.2012
  60. 60. 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 structureEvent Management 60 © Prof. Dr. U. D. Holzbaur 13.02.2012
  61. 61. Gantt DiagramEvent Management 61 © Prof. Dr. U. D. Holzbaur 13.02.2012
  62. 62. 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 timelinesEvent Management 62 © Prof. Dr. U. D. Holzbaur 13.02.2012
  63. 63. 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  staffEvent Management 63 © Prof. Dr. U. D. Holzbaur 13.02.2012
  64. 64. Beyond the project – the iceberg 4 5 event 3 6 1 2 physical activities 7 planningsactivities 0 event management Supporting organisation Infrastructure, contacts, CRM, branding Know How and human ressources Strategy and marketing, economics Running an event management enterpriseEvent Management 64 © Prof. Dr. U. D. Holzbaur 13.02.2012
  65. 65. Event management Vision, design, Plan, Implementation, creativity project organisation, management actitvity, controllingThesurplus:experienceThe usualSafe andsecure(risk)Event Management 65 © Prof. Dr. U. D. Holzbaur 13.02.2012
  66. 66. Sustainability Events Education 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 66 © Prof. Dr. U. D. Holzbaur 13.02.2012
  67. 67. Examples from Aalen Aalen nachhaltig-er-leben Aalen nachhaltiger leben = live more sustainable in Aalen Aalen nachhaltig erleben = Experience sustainable Aalen 2008/09 2011/12Event Management 67 © Prof. Dr. U. D. Holzbaur 13.02.2012
  68. 68. Experiential orientation four the young Aalener Jugenddreieck A triangle of  Technology and science  Labs of the university  Presentation on ecology and energy  Sustainablility  Presentation on ecology and energy  Forest paedagogy  Sports  HockeyEvent Management 68 © Prof. Dr. U. D. Holzbaur 13.02.2012
  69. 69. Aalen for all – Barrier freeEvent Management 69 © Prof. Dr. U. D. Holzbaur 13.02.2012
  70. 70. Day of the region and regional marketing Aalen 2006, 2007, 2008 …Event Management 70 © Prof. Dr. U. D. Holzbaur 13.02.2012
  71. 71. Steinbeis TC Applied Management Sustainability 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 ESDEvent Management 71 © Prof. Dr. U. D. Holzbaur 13.02.2012
  72. 72. Trails: a tourism project linking local heritage with sustainabilityEvent Management 72 © Prof. Dr. U. D. Holzbaur 13.02.2012
  73. 73. 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 DevelopmentEvent Management 73 © Prof. Dr. U. D. Holzbaur 13.02.2012
  74. 74. Summary: sustainable / sustainability events Experiential orientation in Education for Conceptual (Education for) sustainable strategy Sustainable Development developement Strategic aims PlanningSuccessful Sustinalility as animplementation: overall goal of allProject + Sustainability aspects in acitivitesProcess Event Planning and Organisation (ISO 20121)Event Management 74 © Prof. Dr. U. D. Holzbaur 13.02.2012

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