Sustainable event management 2012

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 City

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

Sustainable Events

Sustainability (natural ressources, socio-
economic), aspects in Event Managemet
Sustain- Event
able Manage
-ment
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 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 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 .. 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 ..


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


 World Summit
on
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


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 Development
Johannesburg, 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 —

Itragenerational
Social Political
Management
Environment
Ressources

Economics
at the
local,
national,
regional and
global levels. Local / Regional

Regional / National

National and International


Sustainability Portfolio CUT

Site
Campus On Site On Campus
Local/ Regional
Community
Development
Local / Regional
Regional/ National
Education
Cooperation Regional / National
National/ Global
Research
Cooperation National and International


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

∑ ∑ ∑



Site
Campus

Overall Holostic

Itragenerational
Social Political
Local/ Regional

Management
Environment
Intergenerational

Ressources
Community

Economics
Development

Regional/ National
Education
Cooperation

National/ Global
Research
Cooperation


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 Level
Campus
Best Practice on Campus
Local/ Regional
Community
Development Community Development
Regional/ National
Education
Cooperation Teaching and Learning
National/ Global
Research
Cooperation Research and Transfer



Overall Environment Economics Social
Holostic Ressources Management Political
Intergenerational Intragenerational

Site Level Sustainability@CUT Green Campus Economic Blue Campus
Campus Sustainability

Local/ Regional Cooperation Climate protection Entreprenurship Community
Community programmes programme Sustainable Engagement
Development Economy

Regional/ National ESD in curricula Energy Entrepreneurship ESD in teachers
Education Engineering for education
Cooperation Sustainability

National/ Global Cooperation Energy Corporate Social Research in
Research programmes Water Responsibility socioeconomic
SD in Research aspects of
Cooperation
sustainability


Main impact and main component:
Education

Direct Impact Indirect Impact
Operations, Projects Education , Knowledge


Event management

Event management

Event concept Organisation

event success risk project management

target profit emotional manage project
group gain experience ment process


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

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 + tasks


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 : successful implementation:
event project + process
+ added value

event development event sorganisation

ressources, framework, conditions, infrastructure, logistics

project management, management, phases, conceptual strategy


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, taxes


the iceberg:
planning and preparation

when it starts - all is over

event

directly related tasks

planning and preparation

background and support


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

4 5
event
3 6
physiccal activities
1 2 7
planningsactivities
0
event management


Sustainablility effects

Event

Activities on site

Physical activities

Planning and aftermaths

Main effect Ressour- Environ- Direct impact Environ- PR Spon-
SD + ESD ces ment SD + ESD ment soring


Sustainablility effects

 Xx
Event
Activities on site
Physical activities
Planning and aftermaths

Impact by
Direct and
visitors
indirect
The main effect travelling and Impact via
ressource
comes from the accomodation public relations/
consumption
early phased: communication
impact of and sponsoring
Sustainability information Direct impact
aspects like via the event
environment, and the
access, … visitors
+ sustainability Direct and indirect
Educational Direct and impact
indirect environmental
components educational impact from waste
environmental impact
impact and rebuilding


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 impact
 Financial risk
 Liability
 Event effects
 EHS
 Evironment
 Health
 Safety
 Risk management
 Risk portfolio
probability


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 Management
Systems 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

Organisation
Policy
CEO

em

Training and awareness
production marketing sales procurement

Objectives, Targets, Plans,
Programme, Projects, Aims

Assessment and Controlling
Documentation Audits and Reviews

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 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
 ......


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 Q
 Stakeholders, Project sponsor
 Responsibilities/ people in charge
 Vision and deliverable items
 Timelines and criticality
 Resources
 Material, Money, Staff
 Knowledge, Information T R
 Political power


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

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 enterprise


Event management

Vision, design, Plan, Implementation,
creativity project organisation,
management actitvity,
controlling
The
surplus:
experience

The usual

Safe and
secure
(risk)


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.


Examples from Aalen
Aalen nachhaltig-er-leben

 Aalen nachhaltiger leben
= live more sustainable in Aalen
 Aalen nachhaltig erleben
= Experience sustainable Aalen
 2008/09
2011/12


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
 Hockey


Aalen for all –
Barrier free


Day of the region
and regional marketing

 Aalen 2006, 2007, 2008 …


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 ESD


Trails: a tourism project linking local
heritage 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

Summary:
sustainable / sustainability events

Experiential orientation in Education for
Conceptual
(Education for) sustainable
strategy
Sustainable Development developement
Strategic aims
Planning

Successful Sustinalility as an
implementation: overall goal of all
Project + Sustainability aspects in acitivites
Process Event Planning and Organisation
(ISO 20121)


Sustainable event management 2012

Recommended

Recommended

More Related Content

What's hot

What's hot (20)

Similar to Sustainable event management 2012

Similar to Sustainable event management 2012 (20)

More from Ulrich Holzbaur

More from Ulrich Holzbaur (20)

Recently uploaded

Recently uploaded (20)

Sustainable event management 2012