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Sustainable event management 2012
- 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 City
Event Management 1 © Prof. Dr. U. D. Holzbaur 13.02.2012
- 2. 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
Event Management 2 © Prof. Dr. U. D. Holzbaur 13.02.2012
- 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 Development
Event Management 3 © Prof. Dr. U. D. Holzbaur 13.02.2012
- 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, edutainment
Event Management 4 © Prof. Dr. U. D. Holzbaur 13.02.2012
- 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. 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. 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. 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. 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. 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
Event Management 10 © Prof. Dr. U. D. Holzbaur 13.02.2012
- 11. 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
Event Management 11 © Prof. Dr. U. D. Holzbaur 13.02.2012
- 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. Sustainability Portfolio CUT
Site
Campus
Overall Holostic
Itragenerational
Social Political
Local/ Regional
Management
Environment
Intergenerational
Ressources
Community
Economics
Development
Regional/ National
Education
Cooperation
National/ Global
Research
Cooperation
Event Management 13 © Prof. Dr. U. D. Holzbaur 13.02.2012
- 14. 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 14 © Prof. Dr. U. D. Holzbaur 13.02.2012
- 15. Sustainability Portfolio CUT
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
Event Management 15 © Prof. Dr. U. D. Holzbaur 13.02.2012
- 16. Sustainability Portfolio CUT
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
Event Management 16 © Prof. Dr. U. D. Holzbaur 13.02.2012
- 18. Main impact and main component:
Education
Direct Impact Indirect Impact
Operations, Projects Education , Knowledge
Event Management 18 © Prof. Dr. U. D. Holzbaur 13.02.2012
- 19. Event management
Event management
Event concept Organisation
event success risk project management
target profit emotional manage project
group gain experience ment process
Event Management 19 © Prof. Dr. U. D. Holzbaur 13.02.2012
- 20. Overview
Introduction
Event concepts
Event Project Management
Event Development
Event planning
Logistics
Restrictions and Framework
Successful Events
Event Management 20 © Prof. Dr. U. D. Holzbaur 13.02.2012
- 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, milestones
Event Management 21 © Prof. Dr. U. D. Holzbaur 13.02.2012
- 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 organization
Event Management 22 © Prof. Dr. U. D. Holzbaur 13.02.2012
- 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 + tasks
Event Management 23 © Prof. Dr. U. D. Holzbaur 13.02.2012
- 24. Event concept
make (more) successful events
make all events (more) successful
size
success
Event Management 24 © Prof. Dr. U. D. Holzbaur 13.02.2012
- 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 strategy
Event Management 25 © Prof. Dr. U. D. Holzbaur 13.02.2012
- 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, taxes
Event Management 26 © Prof. Dr. U. D. Holzbaur 13.02.2012
- 27. the iceberg:
planning and preparation
when it starts - all is over
event
directly related tasks
planning and preparation
background and support
Event Management 27 © Prof. Dr. U. D. Holzbaur 13.02.2012
- 28. 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 28 © Prof. Dr. U. D. Holzbaur 13.02.2012
- 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 perception
Event Management 29 © Prof. Dr. U. D. Holzbaur 13.02.2012
- 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
multiplicity
Event Management 30 © Prof. Dr. U. D. Holzbaur 13.02.2012
- 31. Important Items
Experience and perception
Activation and attitude
Communication
Location
Site
Circles
Access
VIP areas
Event Management 31 © Prof. Dr. U. D. Holzbaur 13.02.2012
- 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. 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 33 © Prof. Dr. U. D. Holzbaur 13.02.2012
- 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 structure
Event Management 34 © Prof. Dr. U. D. Holzbaur 13.02.2012
- 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 end
Event Management 35 © Prof. Dr. U. D. Holzbaur 13.02.2012
- 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/ closed
Event Management 36 © Prof. Dr. U. D. Holzbaur 13.02.2012
- 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 fulfilled
Event Management 37 © Prof. Dr. U. D. Holzbaur 13.02.2012
- 38. Milestones, phases and levels
4 5
event
3 6
physiccal activities
1 2 7
planningsactivities
0
event management
Event Management 38 © Prof. Dr. U. D. Holzbaur 13.02.2012
- 39. 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
Event Management 39 © Prof. Dr. U. D. Holzbaur 13.02.2012
- 40. 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
Event Management 40 © Prof. Dr. U. D. Holzbaur 13.02.2012
- 41. Aspects of event planning
targets
management
participants and order of magnitude
logistics and infrastructure
Supply and disposal
branding
framework/context conditions
Event Management 41 © Prof. Dr. U. D. Holzbaur 13.02.2012
- 42. Targets
Monetary vs . Non monetary
Direct vs. Indirect
Hierarchy of targets and strategies
Derivative targets
Event Management 42 © Prof. Dr. U. D. Holzbaur 13.02.2012
- 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 oriented
Event Management 43 © Prof. Dr. U. D. Holzbaur 13.02.2012
- 44. risk management
Risk types impact
Financial risk
Liability
Event effects
EHS
Evironment
Health
Safety
Risk management
Risk portfolio
probability
Event Management 44 © Prof. Dr. U. D. Holzbaur 13.02.2012
- 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. Relevant Norms
forthcoming:
ISO/DIS 20121
Event sustainability management systems -- Requirements
with guidance for use
Based on
BS 8901 Sustainability Management
Systems for Events
Event Management 46 © Prof. Dr. U. D. Holzbaur 13.02.2012
- 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 Review
Event Management 47 © Prof. Dr. U. D. Holzbaur 13.02.2012
- 48. 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
Event Management 48 © Prof. Dr. U. D. Holzbaur 13.02.2012
- 49. EHS
Environmental protection
Environmental impacts
Environmental management system
Health and safety
Health (HACCP, ... )
Drug abuse
Safety and security
Risk management
Event Management 49 © Prof. Dr. U. D. Holzbaur 13.02.2012
- 50. quality management and CIP
Quality criteria
Quality management
Processes
Checklists
Motivation
Training
Evaluation
Auditing
Quality management system
Continuous improvement
Event Management 50 © Prof. Dr. U. D. Holzbaur 13.02.2012
- 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 personnel
Event Management 51 © Prof. Dr. U. D. Holzbaur 13.02.2012
- 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. project in the magic triangle/ triad
result is new and critical
resources are new
and limited
Time is limited
Event Management 53 © Prof. Dr. U. D. Holzbaur 13.02.2012
- 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 power
Event Management 54 © Prof. Dr. U. D. Holzbaur 13.02.2012
- 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 structure
Event Management 55 © Prof. Dr. U. D. Holzbaur 13.02.2012
- 56. 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 56 © Prof. Dr. U. D. Holzbaur 13.02.2012
- 57. Work Breakdown Structure
Basis for
Ressourc planning
Responibilities and Project Structure
Ressource and staff allocation
Controlling
Event Management 57 © Prof. Dr. U. D. Holzbaur 13.02.2012
- 58. 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 58 © Prof. Dr. U. D. Holzbaur 13.02.2012
- 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/ shift
Event Management 59 © Prof. Dr. U. D. Holzbaur 13.02.2012
- 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 structure
Event Management 60 © Prof. Dr. U. D. Holzbaur 13.02.2012
- 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 timelines
Event Management 62 © Prof. Dr. U. D. Holzbaur 13.02.2012
- 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
staff
Event Management 63 © Prof. Dr. U. D. Holzbaur 13.02.2012
- 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 enterprise
Event Management 64 © Prof. Dr. U. D. Holzbaur 13.02.2012
- 65. Event management
Vision, design, Plan, Implementation,
creativity project organisation,
management actitvity,
controlling
The
surplus:
experience
The usual
Safe and
secure
(risk)
Event Management 65 © Prof. Dr. U. D. Holzbaur 13.02.2012
- 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. 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
Event Management 67 © Prof. Dr. U. D. Holzbaur 13.02.2012
- 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
Hockey
Event Management 68 © Prof. Dr. U. D. Holzbaur 13.02.2012
- 69. Aalen for all –
Barrier free
Event Management 69 © Prof. Dr. U. D. Holzbaur 13.02.2012
- 70. Day of the region
and regional marketing
Aalen 2006, 2007, 2008 …
Event Management 70 © Prof. Dr. U. D. Holzbaur 13.02.2012
- 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 ESD
Event Management 71 © Prof. Dr. U. D. Holzbaur 13.02.2012
- 72. Trails: a tourism project linking local
heritage with sustainability
Event Management 72 © Prof. Dr. U. D. Holzbaur 13.02.2012
- 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 Development
Event Management 73 © Prof. Dr. U. D. Holzbaur 13.02.2012
- 74. 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)
Event Management 74 © Prof. Dr. U. D. Holzbaur 13.02.2012