EU2012 Danish Presidency Sustainability Report


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Summary of the environmental approach, actions and impacts of the Danish EU Presidency in 2012. The event was certified with the ISO20121 standard and the report explains this approach. The objective is to share learning and encourage others to organise their events in a more sustainable fashion.

The Presidency was organised by the Danish Foreign Ministry and sustainability consulting was provided by MCI Sustainability Services.

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EU2012 Danish Presidency Sustainability Report

  1. 1. 1SUSTAINABLEEVENTS DENMARKDRIVING CHANGETHROUGH COLLABORATIONDANISH PRESIDENCYOF THE COUNCIL OF THEEUROPEAN UNION 2012Danish EU Presidency 2012Event Sustainability ReportPrepared by theDanish Sustainable Events InitiativeMarch 2013
  2. 2. 2Table of contentsReport ScopeThis report was produced by the Danish Sustainable Events Initiative on behalf of the Royal Danish Ministry of Foreign Affairs. This report explains the sustainability strategy and management system implemented by the Danish Ministry of Foreign Affairs(MFA) to engage and collaborate with the partners, suppliers and sponsors in the logistical organisation of the meetings organised as part of the Danish Presidency of the Council of the EU. It details the performance, achievements, best practices and lessonslearned by key stakeholders in their pursuit to organise a series of sustainable meetings.Acknowledgements ................................................................................3Introduction .................................................................................................4Sustainability Approach........................................................................5Economic Performance.........................................................................9Environmental Performance...............................................................9Social Legacy - Commitment to Change ............................... 12Conclusions: Better Meetings Through Sustainability....... 13Appendix: Performance Against Objectives ........................ 15
  3. 3. 3ACKNOWLEDGEMENTSAuthors and ContributorsThis report was written by Guy Bigwood of MCI Sustainability Services withthe input and contribution of Lene Mortensen (Bella Center Copenhagen),Steen Jakobsen (Wonderful Copenhagen Convention Bureau), Markus Diefenbach(VisitDenmark) and Andreas Clausen Boor (Royal Danish Ministry of Foreign Affairs).CreditsPhotos were provided by MCI, Bjarke Ørsted, Andrea Viano, The Danish Ministry ofForeign Affairs, Bella Center A/S, VisitDenmark and Wonderful Copenhagen Con-vention Bureau.Design by MCI BarcelonaContactIn the interest of constant improvement, all ideas and comments about this reportare welcome. Please address comments to designations employed, the views expressed and the presentation of the mate-rial in this publication do not necessarily represent the decision or the stated policyof the European Union or the Danish Government.
  4. 4. 4For the first six months of 2012, the DanishGovernment held the Presidency of the Councilof the European Union. With a vision to organizethe first sustainable European Union Presidency, in2011 the Danish Government and leaders from theDanish meetings industry formed a consortium toimprove the environmental , social and economicsustainability of the Presidency and the Danishmeetings industry.Coined by press as the Tap Water Presidency,due to the focus on environmental best practiceand money saving, in June 2012 the Danish Ministryof Foreign Affairs became the first organisation inthe world to achieve externally verified certifica-tion to the new ISO20121 sustainability standard.Considering the scale and complexity of organis-ing the EU Presidency, this pioneering project wasthe most ambitious event certification projectever attempted in the business and governmentevents sector. The project resulted in a savingof over€40million Euros and left a powerfullegacy of collaboration, innovation and sustainabledevelopment.OVERVIEWOF THEEU PRESIDENCYThe Presidency of the Council of the Europe-an Union (EU) rotates among Member Statesevery six months. In the first half of 2012 Den-mark held the Presidency for the 7th time. Theresponsibility of the Presidency is to plan andchair the meetings in the Council of the EU andunderlying bodies. It is also the responsibility ofthe Presidency to move the work of the Coun-cil forward and create results, to ensure coop-eration among Member States and formulatecompromise proposals that can gather support.More Information.From January 1st to June 30th the Danish Min-istry of Foreign Affairs organised over 100meetings attracting 15.598 participants, includ-ing 400 ministers and 2000 press who visitedCopenhagen and the city of Horsens in centralJutland.The political meetings ranged from large highlevel conferences to small workshops: all meet-ings had more than 60 participants and the larg-est was attended by 900 people. This includedten Informal Councils (meetings of ministers of fi-nance, foreign secretaries, justice ministers, etc.)and two meetings between the EU-Commissionand the Danish Government. The meetings wereheld in three venues: Bella Center, Copenhagenfrom January to April, Forum Horsens from Aprilto June and Eigtveds Pakhus in Copenhagenwhich was used for smaller meetings during thePresidency.
  5. 5. 5StrategyLeadershipOperationalIntegrationStakeholderEngagementGovernanceSUSTAINABILITY APPROACHLEADERSHIPPROJECT METHODOLOGY – CSMPThe central logistics team in the Ministry of For-eign Affairs developed a sustainability strategyand event management system based on theCopenhagen Sustainable Meetings Protocol(CSMP). Developed by the Ministry of ForeignAffairs together with private partners for the UNClimate Change Conference (COP15), the pro-tocol was updated to be in accordance with theISO20121 Event Management standard.The CSMP identifies five critical success factorsthat became the building blocks and differentia-tors of the approach to coordinate a more sus-tainable conference. For more detailed informa-tion please consult the CSMP whitepaper.Guiding principles• Accountability• Transparency• Ethical Conduct• Respect the interests of stakeholders• Respect for the rule of law• Respect for international norms of behaviour• Respect for human rightsThe UN Global Compact was used as a compass and key tool in the procurement processTHECSMPFRAMEWORKCSMP approach to sustainable event leadershipFrom the start of planning the Danish Government committed to organising theDanish Presidency as sustainably as possible. The Danish Foreign Ministry was giventhe mandate to centralise the logistical organisation of all meetings during the Presi-dency, with the Sustainability initiative being led by Andreas Clausen Boor, deputylogistics chief of EU2012.The vision was to be the first Sustainable EU Presidency, with key goals to re-duce the cost, the direct environmental impact of the meetings, and to pro-mote practical solutions and the business benefits of making the Presidencymore sustainable. Due to the financial crisis the Danish government had toallocate a smaller budget to the conference than was normal with other Presidencies.LEADERSHIPVISIONHave a clear understandingof what success looks likePURPOSESDefine sustainabilityphilosophy to guide for proceessCOMMITMENTEnsure long termmanagement supportPRINCIPLESAlign with brandValues and shared principles
  6. 6. 6STRATEGIC PLANNINGTo strengthen structure and rigour to the organisation process, the Ministry of Foreign Affairs choseto use the ISO20121 Specification for Sustainable Event Management.Issue identificationStakeholder groups were identified and regular meetings held to understand and document key sus-tainability issues. These were then considered when making the key goals and priorities.ScopeThe sustainability management system fo-cused on the logistics of the EU Presidency andthe work of the event management team of 22people. The content, result and communicationof the meetings were not covered within themanagement system.Interested Party InterestMFA Event Team Healthy working environmentGain ISO 20121 Certification for event management systemLocal Community Non-disruption to normal daily life (transport + demonstrations)Danish Ministries Make the Presidency as cost effective as possibleEffectiveness and quality of logistics venue and cateringEfficient logistics booking experience for Ministry eventsDanish Tax Payers Reduce environmental impact of the conferenceCost and effectiveness of the Danish presidencyLegal ComplianceInternational Delegates Accessibility for the handicappedInitiatives to improve the safety and wellbeing of delegatesOffer varied, healthy and cultural meal choices at conference venues,receptions and gala dinnerDanish Business Implement and promote Danish innovation and clean tech solutionsReduce climate impactDanish Meetings Industry Promote Danish leadership in event sustainabilityGain positive attention as a select sustainable event destination.Be the first to gain ISO20121 CertificationUse the EU Presidency as a catalyst for sustainable change throughDenmarkIdentify andanalyse keyissues and risks:Social,technological,environmentaland politicalDefine whatareas are tobe included insustainabilityinitiativeCreate clearmeasurabletargets and KeyPerformanceIndicators.Use GRI andAPEX for guid-anceDeterminatewhere you willfocus yourenergy and res-sources to getthe best ROIIntegrate vision,purpose, princi-ples and objec-tives into policydocument andcommunicatewith value chainISSUES SCOPE OBJECTIVES PRIORITIES POLICYCSMP approach to Strategic PlanningKey Goals and PrioritiesThe team listed over 30 goals for the logisticalorganisation of the event. The top five prioritieswere:1. Effective and cost efficient meetings logistics2. Security for ministers and attendees3. Achieve ISO 20121 Certification for eventmanagement system4. Demonstrate Danish Cleantech solutions5. Gain positive attention for Denmark as theleading sustainable event destination.A detailed policy was developed for use as a keyinstrument in communicating the Presidency´ssustainability commitment and goals to suppli-ers and sponsors.
  7. 7. 7MUNICIPALY SERVICESSTAKEHOLDERENGAGEMENTLearning from the Climate Change Conference(COP15) held in Copenhagen in 2009, the min-istry developed an active stakeholder engage-ment plan to make the entire community feelinvolved in the success of the EU presidency.Good stakeholder management involves taking a strategic view of the value chain to understand andleverage benefit from the organisations’ sphere of influence. The Presidency logistics team lookedupstream and focus on suppliers and service providers, and downstream to focus on employees,clients, sponsors and partnersAs depicted in this diagram, an organisations’ sphere of influence is strongest at the center and thenweakens as the amount of administrative control becomes reduced. Hence the ministry had to de-velop a carrot (influence) and stick (control) approach.DownstreamValueChainControlInfluenceUpstreamWeakWeakStrongStrongInterested Party Type Organization How contactedMFA Event team Staff MFA Employment process, dailydiscussions and directionsSuppliers Contractors Contracting process, on-going performance reviewand management meetingsManagement MFA Employment contracts anddaily meetings and reviewLocal Community Public Organization Copenhagen andHorsens MunicipalityRegular meetings with vari-ous municipality figuresDanish Ministries Public Organization All Danish Ministries Invited for regular briefingson logistical aspects of thePresidency throughout theplanning phase.Danish Tax Payers Private citizens None Media, EU2012 WebsiteInternationalDelegatesPublic Organizations Foreign Ministries,EmbassiesFormal Ministry channels,Embassy communications,registration siteDanish Business &IndustryClean techcorporationsDanfossDHLDanish Wind IndustryAssociationSASScandinavianAirlinesKonica MinoltaContacted regarding spon-sorship, regular contact whileagreeing on the contract andregular management reviewMeetings Industry Danish SustainableEvents InitiativeMonthly meetings, onlineportalDanish business as-sociationConfederation of Dan-ish IndustriesContacted regarding theinvolvement of Danish busi-ness and industry in the EUPresidency.VENUEEVENT AGENCYEMPLOYESCLIENTSPONSORSPARTICIPANTSLOCAL GOVERMENTOTHER SERVICESEVENTORGANIZERCSMP approach to engaging stakeholders
  8. 8. 8OPERATIONALINTEGRATIONThe team focused on integrating sustainabilityinto all day to day operations. The APEX-ASTMguidelines were used as a reference throughoutthe event planning with focus on all nine areas.Tools were developed to support implemen-tation of standard operating procedures andteams were trained. Compliance to the eventSustainability Policy and support of the UNGlobal Compact were mandatory in all Supplierand Sponsor contracts. Performance was man-aged consistently.Buildinga SustainableCultureEducationToolsCommunicationStandardOperatingProceduresGOVERNANCEISO CertificationThe Danish Ministry for Foreign Affairs achievedcertification to ISO20121. MCI Sustainability Ser-vices were hired to develop the managementsystem for the EU Presidency and to train theteam in its application. Performance and com-pliance of the event management system toISO20121 was performed through a process ofinternal and external review. The sustainabilityteam reviewed performance every month witha management review bimonthly. Certificationcompany SGS were selected to provide externalverification.The SGS auditor met with the logistics team inOctober 2011 and undertook an initial gap analy-sis. The auditor returned in early 2012 to checkthe management system was in place, and thenchose the most complicated meeting – theFinancial Ministers meeting – to audit perfor-mance. Through this process the auditor iden-tified areas that needed improvement (such asdocumentation and internal audit procedures)that were later rectified by the Ministry. The fullISOdocumentationisavailableforreviewinrequest.Event Management System Audit Plan 2011 2012Assessor Aug Sep Oct Nov Dec Jan Feb Mar AprSustainability Team X X X XManagement (internal audit) X X X X3rd Party Verifier (external audit) X X XOPERATIONAL INTEGRATION“The Ministry did a very good joband achieved their success with avery small team. They involved part-ners and venues from the start todeliver a very good sustainabilityperformance using the minimum ofresources. They proved their leader-ship credentials by being the firstpresidency to have done anythinglike this, and they did this not onlyby delivering a coherent, systematicapproach to sustainability but alsoby verifying the system and the re-sults.”Ana Inacio, SGS AuditorTRANSPARENCYACCOUNTBILITYStakeholderAdvisoryInternalManagementTripleBottom LineExternalVerification&CertificationAndreas Clausen-Boor,Deputy Head ofLogistics explaining theISO20121 implementationprocess.
  9. 9. 9Transportation: energy and emissionsreduction- 100% venues selected were connected to publictransport with fast direct access to the airport viaMetro.- Bikes were supplied for all local transportation- 100 renewable fuelled cars were provided for VIPtransportation- Route and schedule optimization reduced the use ofVIP cars by 75 %- CO2-neutral freight was provided and sponsored byDHL- Green flights and CO2-offsetting was provided bySAS Scandinavian Airlines for delegates- All local carbon emissions were offset. Delegate trav-el was not offsetECONOMIC PERFORMANCE ENVIRONMENTAL PERFORMANCEThe sustainability focus of the EU Presidencyresulted in a saving of 300 Million Danish Kro-ner (DKK) equivalent to €40 Million. The to-tal cost was approximate 200 Million DKK,which compared to approximately 500 millionDKK for the Swedish Presidency held in 2009.The costs savings were achieved by:- Careful meeting design to reduce and consolidatethe number of meetings. Manpower, resources andbuild costs were reduced through the organization ofback to back meetings- Focused procurement to consolidate meetings toonly three venues and hire exclusively to only threevenues and rent for prolonged consecutive periodsto reduce installation costs- Reducing the consumption of resources such as cars,merchandising, gifts, bottled water- Engaging corporates to showcase sustainable tech-nology as sponsored items (ie cars)Based on the issue identification and stakehold-er analysis, the Ministry developed a strategy toreduce negative impacts and stimulate innova-tion. These are summarized below using theAPEX-ASTM framework:Venue: waste, energy and emissions reduction- Venue certification was a key priority. The BellaCenter had already achieved Green Key Certificationfor COP15, but the Forum Horsens and the EigtvedsPakhus in Copenhagen were not certified at projectinception. They were lobbied to get certified whichresulted in them achieving the Green Key during thePresidency- Energy saving thermostats were sponsored and in-stalled by Danfoss- Waste was diverted to sixteen streams for compost-ing, reuse and recycling. Food waste was transporteddirectly to local bio-gas plant and then convertedinto energy for Danish households- Carpets used were made from corn to help reduceCO2 emissionsFood and beverage: Conservation, water,waste, energy and emissions reduction“The budget restraints and com-plexities involved with organizingso many diverse events required asmart, efficient and flexible eventmanagement system. The ISO 20121standard helped align the sustain-ability goals with practical businessprocesses in a sensible and practi-cal way. The ISO20121 standard andour CSMP approach saved us moneywhile enhancing the quality forwhich Danish events are known.”Andreas Clausen-Boor,Head of Logistics for theDanish Ministry of Foreign Affairs- Bottled water was banned at the meetings – only tapwater was used- Ceramic plates and real silverware were used at alltimes. Optional disposable cups were sourced frombiodegradable material- No cut flowers were used: Only reusable decorations- Organic and local food was used in all menus with noadditional cost- 60% of food came from local suppliers (300 kilometres)- 100% dairy products were provided from organicDanish farms- To support local conservation, honey was sourcedfrom local beehives on the roof of the Bella CenterAccommodation: water, waste, energy andemissions reduction- 100% of hotel rooms selected and used were eco-certifiedMarketing and Communication: waste re-duction and purchasing- Delegate badges and lanyards were recyclable andwere reused- A no conference bag and restricted gift policy wasimplemented: 87,000 notepads and 77,000 penswere sourced sustainably- All paper used was eco-certified 100% recycled paperChefs at the venues were engaged to provide Fairtrade,Local, Organic, Seasonal and Sustainable Food.Delegates were encouraged to use the free bikesThe only gift was a sustainably sourced necktie and scarf
  10. 10. 10“An important lesson was that demanding sustainable products and policiefrom our suppliers made sustainability a competition parameter. This meantthat we got sustainable products without having to spend more money.In fact, our focus on sustainability has reduced the overall cost of the presidency.”Andreas Clausen-Boor,Head of Logistics for the Danish Ministry of Foreign AffairsCERTIFICATIONAS A DRIVEROF CHANGEThe Ministry of Foreign Affairs included certi-fication as a core element of supplier selectionand management. The Danish Meetings Industryis a global leader in promoting eco-certification.Under the active management of the HORESTA(The Danish Hotel and Restaurant Association),the number of certified business has doubledTap Water PresidencyBottled water was banned throughout the Presi-dency. No bottled water was used at any of themeetings to reduce environmental impacts andsave money.The caterer at the Bella Center - EUREST pro-vided sustainable menus at no additional cost.Their menus were based on seasonal ingredientswith 60% of food from local suppliers (300 kilo-metres). 100% of dairy products were procuredfrom organic Danish farms and honey producedfrom local beehives on the roof of the Bella Center.Showcase new technologyThe Presidency was used to showcase sustain-able technology as an integral part of the logis-tical implementation of the Presidency. Partner-ships were created with organization focused onCleantech solutions:- The wind turbine industry provided green power- Danfoss provided the conference centres wit energy-saving technology- SAS Scandinavian Airlines sponsored CO2-off-setting of international flights, and speeded uptheir implementation of Green Flights- DHL supplied CO2 neutral freight services.Making Copenhagen Buzz with LifeA great example of transformation, is the BellaCenter. Since the UN Climate Change Conference(COP15) in 2009, the management team andstaff have continued to improve their social andenvironmental sustainability plan. Building apontheir membership of the UN Global Compact andGreenKey Certification, one of their key objec-tives is to reduce CO2 emissions by at least 25 percent by the end of 2015. In 2013 their emissionshave already been reduced by 21.1 per cent.In addition to strict waste management, energyefficiency and eco- responsibility initiatives, theBella Center has developed a strong focus on so-cial responsibility. They were the first company tosupport the social enterprise Bybi (Urban Bees),which has seen the installation of Bee Hives thatsupport over one million bees at Bella Center.Bybi trains and integrates disadvantaged mem-bers of the community from ethnic minorities,people with mental health problems and home-less people to produce honey, which is now usedand sold in the adjacent Bella Sky Comwell Hotel.since 2009. Today 6 conference centres, 63% ofCopenhagen Hotel rooms and 45% of all Danishhotel rooms are certified with either Greenkey,ISO14001, EU Flower or the Nordic Swan.We are aGreenHotelKEYThis two minute video provides a lookbehind the scenes of the EU Presidencyand explains the key actions and resultsof the Danish approach.
  11. 11. 11CARBONEMISSIONSOFFSETTINGLOCALCARBONEMISSIONSBENCHMARKINGPROCESSPERFORMANCEThe calculation includes all flights taken withScandinavian Airlines. Unfortunately the flightson other airlines were not measured and are an-ticipated to be a significant addition to the cal-culation. The failure to accurately collect flightinformation was identified as a process issuewhich needs to improve for future projects.For context, the 10268 tons of CO2 emissionsequal to the annual emissions of 1290 people inDenmark, 7741 people in India or 630 people inthe US (Source US CDIAC).Scandinavian Airline sponsored the offsettingof all carbon emissions resulting from the 2562flights taken on their airline during the Presi-dency. 585 metric tons of carbon credits werepurchased in two certified renewable energyprojects in Turkey.The MeetGreen® calculator was used as the sys-tem to evaluate the performance of the eventmanagement system. The European Union Pres-idency logistics team achieved an average scoreof 65% of a possible maximum of 100% for all themeetings organised within the Presidency. Thisscore places the event within the top one thirdof events in the MeetGreen® database. This is anexcellent achievement considering the numberof events.The two charts below shows how the Presiden-cy compares to other leading sustainable events,and how each component of the event contrib-uted to the overall score in the MeetGreen® cal-culator. In the future it would be good if other Presi-dencies could be benchmarked in the same way.Source Metric Tons CO2eVenue electricity 9666Hotel rooms nights 460Food and beverage 38Vehicles (transfers) 104Total 10268Venue electricity 94%Hotel rooms nights 5%Vehicles (transfers) 1%Oracle OpenWorld2012, San Francisco100%100%90%80%70%60%50%40%30%20%10%0%2012 DanishPresidency,Copenhagen2010 GlobalCompact LeadersSummit, New York2009 UN ClimateChange Conference,Copenhagen2011, European WindEnergy Conference,WarsawAverage AuditedEventAccommodationDestinationMeetingVenueTransportationFood&BeverageComm.&MarketingAudiovisualOthersOnsiteOfficeLocal GHG EmissionsMetric Tons CO2eAudited EventSustainability BenchmarkingUsing MeetGreen Calculator
  12. 12. 12PROJECTRESULTS•ISO20121 Certification: Working together theconsortium fully supported the Presidency’s sus-tainability initiatives and significantly helped theMinistry to finance and achieve ISO 20121 certifica-tion.•Community Portal: A website was developedin order to share Danish and global best prac-tice and experiences about event•Educational videos: Four short and dynamicvideos were created to profile best practice andinspire greater sustainability action.•European Sustainability Conference: In part-nership with the Green Meeting Industry Council,the DSEI partners organised the first EuropeanSustainable Events Conference in Copenhagen onthe 6th and 7th September 2012 at the Bella Center.This meeting of sustainable minds attracted over100 attendees to share best practice and learnings.Speakers and attendees came from 19 countries.•Danish Sustainable Events Roadshow: On22nd Novermber 2012 seminars were held inAarhus and then Aalborg for the local meetingsindustry. Attracting 62 business leaders the educa-tion program raised awareness about the businesscase for sustainability and the opportunities cre-ated through collaboration.•Production of this document: A full sustain-ability report of the EU Presidency is being finalisedand will be launched in March 2013.SOCIAL LEGACY-COMMITMENT TO CHANGECOLLABORATIONTO ACCELERATE CHANGEFrom COP15, political and meetings industrystakeholders discovered how large events canbe catalysts for sustainable development. Withthe EU Presidency, the Danish Ministry of For-eign Affairs and leaders from the Danish meet-ings industry partners realised that they onceagain had a superb opportunity to leverage alarge meeting to accelerate change and continueto improve the sustainability of the Danish meet-ings industryIn January 2011 the Danish Sustainable EventsInitiative (DSEI) was born. Project partners in-cluded The Danish Ministry of Foreign Affairs,VisitDenmark, SAS – Scandinavian Airlines,HORESTA (The Danish Hotel & Restaurant Asso-ciation), VisitAarhus, VisitAalborg CVB, InspiringDenmark, State of Green (Government Clean-tech initiative), City of Copenhagen, Bella CenterCopenhagen, Wonderful Copenhagen ConventionBureau and MCI. MCI Sustainability Serviceswere the project consultant and facilitator.The DSEI vision was to use the EU Presidencyto inspire sustainable development through cer-tification, greater collaboration and innovationwhile increasing the competitive positioning ofDenmark as a leader in sustainable events.“Sustainability is a business impera-tive that we all understand. It’sabout good business and creat-ing better communities. We rec-ognize that only through collabo-ration, including the sharing ofbest practices and expertise, willwe improve performance of ourorganizations for the benefit ofour clients and our communities.This is why the Danish SustainableEvents Initiative project was a com-mendable success”Steen Jakobsen,Convention Director, Wonderful Copenha-gen Convention Bureau and board memberof ICCA and GMIC
  13. 13. 13CONCLUSIONS:BETTER MEETINGS THROUGHSUSTAINABILITYLeadership: The Danish Foreign MinistryLogistics team took a bold and leadership ap-proach to organise the first Sustainable EUPresidency. They were the first organisation togain ISO20121 Certification in the world; howeverwhat makes this a great achievement is the scaleand breadth of the project. With over 100 highlevel meetings following the ISO protocols, onlythe London Olympics can rival the ambition andachievement of this project (at time of going topress.)Cost-savings: With savings in excess of €40Million, this sustainability initiative demonstratedthat a large-scale high-level project, such as theEU Presidency, can be organised sustainably andat a lower cost. However sustainability principlesneeds to be integrated from the very first mo-ment of meeting design and planning.Power of standards: By following theISO20121 process and using the APEX-ASTMstandards, the Danish Government demon-strated that standards are a powerful tool in thedevelopment and implementation of a sustaina-bility strategy. They helped structure a strategicapproach, provided guidance and allowed eventorganisers to demonstrate accountability, trans-parency and professionalism.“The EU Presidency catalysed us to work together and form the DSEI Col-laboration. As a result we have seen an increase in awareness levels, certifi-cation and action about sustainability in the Aarhus meetings industry.”Kristian Rødbro, Project Manager. VisitAarhus Convention Bureau“The meetings industry has been asking for practical examples of creat-ing better events through sustainability. With the EU Presidency we haveworked together to show leadership and catalyse action. This time we havedemonstrated how event organisers can not only integrate sustainabilityinto large meetings but also into a group of smaller conferences. And mostimportantly we have dispelled the myth that it does not have to costs more.”Markus Diefenbach, International Marketing Manager, VisitDenmark“I am very proud to have worked on this project. Its mindblowing and inspir-ing to see such commitment and collaboration from public authorities andprivate companies.”Guy Bigwood, MCI Group Sustainability Director and DSEI Project DirectorLegacy: The efforts of the Danish meetingsindustry to form a collation and the Danish Sus-tainable Events Initiative, have powerfully lever-aged the government investment in the DanishEU Presidency to catalyse and advance changenot only in Copenhagen but throughout Den-mark: Businesses such as Bella Center and Fo-rum Horsens and entire communities are nowchampioning certification to achieve businessbenefit and competitive advantage.Global Impact: The project partners havepassionately shared their experiences and learn-ing to support the sustainable development ofthe global meetings industry.Watch interviewswith global leadersin sustainability
  14. 14. 14EconomicResponsibilitySoacialResponsibilityEnvironmentalResponsibilityLegacyFocus Area Goal KPI ResultGood governance Create an organisation to make the Danish presidencycost effective.Show lower total cost for EU Presidency than was incurred for Swedish EU Presidency held in 2010. A central logistics unit was established within the Ministry ofForeign Affairs enabling economies of scale, cost synergies and aneffective utilisation of resources. Number of meetings were reducedReduce budget for venue and event logistics Contract space for a duration of 3 months at 2 separate venues willing to commit to sustainable supplier criteria.Show lower total cost per accredited delegate, adjusted for inflation.Events organised in three conference venues back to back. Costsfor rent and event build-up and dismantlement were significantlyreduced.Reduce cost by using sponsorships Secure a minimum of 2 sponsorships for services which bring a combined savings value of 200,000dkk Sponsorship provided for limousines, flat screen TVs, photocopymachines and representation services.Reduce cost and waste created by the giving of gifts Spend equivalent of 100,000dkk less than was spent during 2010 EU Presidency Sweden for same line item Reduced gift policy implemented: Only the traditional presidencytie and scarf were given to delegates and a special gift for VIPs.Legal Act according to national law Reduction of 100,000DKK in spending compared to 2009 Swedish EU Presidency No fines incurredDiversity and socialinclusionOffer cultural meal choices 1 (min) vegetarian option offered each mealSatisfy 100% of all special food requestsVegetarian, allergy sensitive, no alcohol and no pork menus offeredat all mealsWorking environment Offer a healthy working environment for the delegates 500 total runners tracked by Running Cph from Jan to Jun Achieved100% of hotels offer bicycle options All hotels offered bikes for the delegatesEnsure a healthy working environment for staff. 50 total training hours completed by MFA logistics staff Achieved through Staff Development Talks, Massage, Fruit, Compe-tency development, Project Management Course, Office Seminars,Social EventsAccessibility Create a handicap friendly environment 1 (min) documented meeting with representative from Danish Handicapped organization Achieved through co-operation with Danish Handicap organisationand conference venues. No complaints about access from delegatesUse of resources Offer fully organic meals Minimum of 1 organic menu package offered at each main venue from which Ministries may choose. Achieved. Line ministries could choose a fully organic meal optionSource catering products locally 50% of total products served will have been produced in an area not farther than 350 km from event venue AchievedUse environmentally friendly paper 100% of all paper purchased and distributed by MFA print center during EU Presidency will be Nordic Swan certified AchievedEnvironmental Impact Reduce food service waste 85% of all meals served will be with durable dishware and utensils AchievedReduce environmental impact in hotels 85% of all hotel rooms purchased will have certification with Green Key, Nordic Swan or ISO 14001 AchievedReduce environmental impact at conference venues All three venue to have 3rd party eco certification by June 2012 AchievedConference to be powered by 100% wind power as evidenced through Danish Wind REC program AchievedClimate Change Use climate friendly transportation 100% of hotels to offer MFA-developed public transport info guides and maps on check in Achieved. Estimated 30% of local travel was on public transportUse climate friendly transportation 70% of all VIP trips to be via late technology alternative fuel vehicles AchievedCommunication To set an example as a sustainable EU Presidency Achieve third party ISO2012 certification of MFA event management system Certification achieved June 2012.Show case Danish Cleantech initiatives Find 2 sponsors and demonstrate their technology during EU Presidency Clean tech sponsorships to implement solutions at conferencevenuesCreate a consortium to expand sustainability legacy ofpresidency within meetings industryMinimum of 10 public and private meetings industry organisations to form a private public partnership 12 public and private organisations created the Danish SustainabilityEvent InitiativeSupply Management Integration of sustainability in all contracts 100% of all contracts signed by EU Presidency event suppliers to include commitment to principles of UN GlobalCompactGlobal Compact principles integrated into all supplier and sponsor-ship contracts.a p p e n d i x : P E R F O R M A N C E A G A I N S T O B J E C T I V E S