SUSTAINABILITY INITIATIVES AND COMMITMENTS FOR CONVENING EMEA 2025

Phase-out unnecessary handouts and adopt digital-first: Define if and where printing is essential, invest in posters and banners that aren’t time-sensitive so can be re-used or re-purposed and when needed opt for the most sustainable option available.
Enforce (phase-out) no-polystyrene-use policy
Enforce (phase-out) zero-single-plastic-use or biodegradable alternatives
Choose packaging-free products
Choose recyclable/biodegradable badges and partner with suppliers who support us to make responsible choices
Choose to rent materials and equipment from the venues and suppliers (not purchase)
Choose sustainable flooring from a supplier that can produce, supply & recycle

We ask the venues we are using to;
Reduce packaging of food and plastic use
Efforts to find effective use of any leftover materials after the event
We choose/prioritise low-carbon menu sourced locally and organically with season-based ingredients
We choose/prioritise to implement one day of the event catering as a vegetarian or plant-based menu
We communicate dietary requirements in advance
We choose water fountains in all event areas and we consider the local implications of our choices for example we discuss with venues whether we use biodegradable /compostable cups versus glasses which require washing and extra consumption of water in a city experiencing a water shortage.

We ask venues:

Do venues measure and track environmental performance?
Yes/No (examples include but not limited to)
Total energy use
Total Renewable Energy Use (%)
Total Waste Generated
Waste Diversion at Venue
Can venues provide datasets of the event environmental performance/
Do venues have sustainability strategies and practices that include (but not limited to):
Programmes and/or partnerships available directly through the Venue to divert or donate leftover materials/food from the event
Energy efficiency and reduction programmes
Furniture available on-site by default (does not need to be purchased or rented separately and brought into the venue)
Audio/Visual efficient equipment, power down planning
Digital signage offering
Accessibility program to the venue and at the venue

Include Procurement language (new RFP): accessibility by short flights and trains, offer walkable for attractions, amenities, and experiences during the event or can provide electric vehicle.
Review amount of site inspections and who needs to attend.

Ask if the destination can offer walkable attractions, amenities, and experiences during the event or can provide sustainable transport options
Provide participants with passes for public transportation (when city and safety allow)

Investigate, collect, understand and leverage accommodation sustainability documents, initiatives and opportunities, such as energy and water efficiency, zero-waste and zero-plastic, accessibility.

We work with Convening EMEA 2024 venues and suppliers to intentionally consider sustainability in all areas of the event planning.
Exhibitors are encouraged to consider reducing the environmental impact of events with reduction of unnecessary handouts and engaging with responsible suppliers for necessary materials.

Local Community: PCMA Convening EMEA 24 is supporting local impact programmes with the Beach Clean as part of the Exploration Tours
Support the Future Professionals: PCMA offers the ‘Next Gen Rate’ to Business Event Organisers and Business Event Suppliers who are early in their career.
Student Volunteers from local Universities; PCMA recruits student volunteers to work with the team onsite at the event.

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