Sustainability
Why to care about the sustainability of your event?
A sustainable event is one designed, organised and implemented in a way that minimises potential negative impacts and leaves a beneficial legacy for the host community and all involved. Source: Local Governments for Sustainability
- Since the end of 2014, the Olympic movement is driven forward by the Olympic Agenda 2020. Sustainability of events and other Olympic movement initiatives are integral elements of this strategy.
- Making events sustainable should be considered an important opportunity, not a burden.
- Applying sustainability measures to an event’s organisation is a win-win situation for all parties.
- Possible costs savings for organisers
- Possible additional incentives for public authorities
- Positive image building for all parties involved – important element from a CSR perspective (public authorities, sponsors)
- Sponsors can promote their products (e.g. podium or main gate made from renewable materials)
- Positive buzz around the event – important aspect for negotiations with stakeholders regarding the organisation of future editions of the event
- Olympic Festivals can also be an opportunity to do “good through sport” in general. Having sustainability of the event in mind from the outset can trigger a profound reflection followed by action with a wider societal impact.
Lahti 2017 FIS Nordic World Ski Championships
- Environmental sustainability issues were very present in the media, and many political leaders talked about sustainability issues in relation to the Championship.
- To raise awareness of environmental sustainability issues among general public, organisers had a mobile app developed which measured visitors’ environmental footprint when coming to the event.
- Olympic Festivals have the potential to promote positive role models to young generations.
- Sport events such as Olympic Festivals can also be used as a means to initiate positive change and development (legacy for future generations) - e.g. trigger a debate about concrete means for climate protection, initiate positive social inclusion through the use of local workforce, products and suppliers.
Strategic approach
Sustainability in the DNA of Olympic Festivals
- Sustainability needs to be inscribed in the DNA of the event, be part of its strategy and vision.
- Sustainability as such needs to be endorsed at the very beginning of the organisational process and remain high on the agenda until its very end.
- Implementing sustainability measures and changing the mind-set in general is a step by step process, not everything can be done 100% from the beginning. Therefore also the suggested actions and tools in this chapter reflect the necessity of a gradual approach.
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If possible, enter into cooperation with a specialised external organisation/institution (such as the Innovation Fund Sitra in Finland), which can help you identify the right actions and put together an appropriate programme.
“It’s not enough to do things just right, because anyone who organises an event is an emotions broker and much more than just a service provider.”
Stefania Demetz, CEO FIS World Cup Gardena
- Do not forget that the sustainability of an event is also about visitors’ and stakeholders’ experience, and this experience includes the emotions experienced by everyone involved.
Commitment by key stakeholders
- Engagement of all main stakeholders in the process is crucial.
- When negotiating with possible host cities and sponsors/partners, include sustainability-related matters in the discussion and start well in time. Keep in mind that it may take time to “convert” everybody to the “sustainability mind-set”.
Cortina 2021 Foundation (organising committee of the FIS Alpine Ski Championships 2021)
The Foundation Statutes (Article 3) include an important commitment to the underling ethical values, sustainability and legacy of the event.
“The Foundation therefore commits itself, from now on, to safeguard the sporting and cultural values of the city of Cortina d’Ampezzo, respecting its history, its consolidated environmental value and its established sporting tradition, and to make sure – as far as possible – that its partners operate consistently with these values.”
- If possible, try to formalise stakeholders’ commitment to sustainability by including it in the respective contracts and agreements, and by engaging them in concrete activities and/or proposing them an activation including (environmental) sustainability elements.
Communications perspective
In addition to the general benefits for the community and the environment, organising a sustainable sport event can bring about important communications and marketing benefits for all stakeholders.
Source: RightHub
- Sustainability considerations have to be in the DNA of the Olympic Festivals’ communications as well. For more information, see the Communication chapter.
- Communication about sustainability initiatives and measures can contribute to enhancing the positive narrative about the event. It should be pro-active in pointing out the positive aspects and, if possible, it should start already before the event.
- The positive narrative and stories can also help to mitigate any possible negative coverage of the event and any of its aspects.
Basic steps of a strategic approach
- Identify the main elements of the event that can be addressed in terms of sustainability
- Set priorities and objectives
- Develop concrete action plan for the implementation of sustainability measures
- Monitor and evaluate
Monitoring and evaluating the performance
- It is important to set realistic quantitative targets (e.g. X% renewable energy, X% renewable materials etc.). It is better to select less targets than too many to make sure that it is realistic to attain them.
- To understand the (wider) impact of the events and the outcomes of the sustainability measures, in-depth (preferably external) evaluation both during and after the event is crucial.
- The results of the evaluation process are crucial also internally to ensure that the leadership of your organisation provides continuous and long-term support to the initiative beyond the 4-year election cycle.
- A good way to do it is to go through a certification process. This needs to be decided and kept in mind as early as during the planning process.
- EcoCompass Event certificate (Finland) – provides systematic approach for creating objectives, documenting, monitoring results, comparing the results, and continually developing work in the area of environmental sustainability
- Eco-Lighthouse certification scheme (Norway)
- Environmental diploma for events (The Swedish Environmental Base)
- Sustainability in event management (British Standards Institute)
- ISO International Standard, ISO 20121:2012 - Event sustainability management systems (the IOC now requires all host city organizing committees to be certified to ISO 20121 at least three years before their Games)
- An example of a fully-fledged evaluation report on sustainability and social responsibility of a large sport event is the UEFA Euro 2016 post-event report
Sustainability in Practice
Guidelines for sustainable event organisers (FI NOC)
- The guidelines are based on the Finish Olympic Committee’s “Sustainability Compass”, with which the NOC aims to ensure a value-based culture and good governance
- They apply both to sport events and other sport-related events such as conferences, seminars and others.
- Step-by-step approach - Items are categorised as mandatory and recommended
- Easy to use check-list.
- Subjects: economy and administration, equality, environment, including materials, waste, catering and event venue
Sustainability handbook for event organisers (International Equestrian Federation)
- The document is composed of concrete tips and suggestions, including an easy to use check list on how to create your own sustainability plan.
- Even though some of the areas are purely equestrian sports-related, the majority can be used across the board.
Sustainable events guide (British Standards Institute)
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This guide is a ‘stepping stone’ towards the full, global event sustainability management system standard BS ISO 20121, which was originally conceived in the run-up to the London 2012 Olympic and Paralympic Games.
- It provides a very good guidance on the engagement and prioritisation of stakeholders, prioritisation of issues, and establishing the right goals.
Sustainable events guidelines (Italian Sport for All Union – UISP)
- The UISP has developed guidelines for event organisers in various sports. The documents are available only in Italian, but a very useful basic checklist of general requirements can be found here.
Environmental sustainability
Events have the opportunity to be examples of a harmonious balance between human activity, use of materials, and minimal environmental impact.
Source: EcoCompass
General tips
- Organisers of the Olympic Festival should promote the use of resources in an efficient and responsible way.
- Build a network of experts (organisations) beyond the sport sector to drive the implementation – energy, transport, waste, recycling management etc.
- Adopt a code of conduct for stakeholders (Content: Local laws and regulations and basic principles of environmental sustainability)
- It is recommended to appoint a person who will be responsible for organising the event’s environmental matters and managing the environmental team.
Tools and recommendations to use
- EcoCompass
- Management system for eco-sustainability of events - A step-by-step process – the starting point for each organiser can be very different.
- Based on international standards.
- Neat Event: An environmental guide for event organisers
Topics covered: Traffic, use of materials, energy consumption, water consumption, food and drink, noise, soil erosion, wastewater, waste, hazardous waste.
The guide was created as part of the Helsinki metropolitan area’s joint Greening Events project (2/2012–6/2014).
Areas and activities
Details to be found in the tools outlined above.
- Material efficiency and waste management
- Waste management plan in place, utilization of renewable materials
- Sustainable procurement
- E.g. food and materials
- Importance of involving and committing all stakeholders to include sustainability in their “procurement chains”
- Energy efficiency and renewable energy
- Energy saving through new investments, use of sustainably produced renewable electricity, installation of solar panels, use of biogas
- Sustainable transport
- Encourage the use of public transport, free bus transport (and shuttle service) for volunteers, staff, visitors, media
- Environmental consciousness
- Educate suppliers and local businesses, cooperation with schools, organise
Social sustainability
Strong engagement of local organisations, institutions, and communities
- Local authorities
- Discuss with the host city/region how to involve and attract the widest range of their population, including disadvantaged groups to come to the OF.
- Local authorities can also help in involving local schools in the event.
- Discuss with local authorities the involvement of local people in the construction and preparation of the Olympic Festival – e.g. cooperate with employment bureaus and social services. Involve stakeholders beyond the world of sport in the event planning – e.g. NGOs working with disadvantaged groups.
- Discuss with the host city/region how to involve and attract the widest range of their population, including disadvantaged groups to come to the OF.
Olympic Park Rio-Lipno 2016 – establishment of a new rowing club
Rowing was one of the most popular activities in the Rio-Lipno Olympic Park. The positive feedback from the visitors and participants together with the encouragement and support from the local authority triggered the setting-up of a new rowing club in the Lipno region in South Bohemia.
Olympic Experience 2016 – City of the Hague - network of NGOs
One of the most positive outcomes of hosting the event was to have built a large network of socially engaged NGOs which were invited to attend the event with their members and the people they target. Ever since, the City uses this network to engage the organisations and individuals in any event it organises and thus tries to enhance social inclusion and cohesion in the city
- Local clubs and sport organisations
- Offer them the possibility to recruit members and promote their activities in the OF.
- Based on the interest, the OF can serve as a trigger for the development of new activities and even new sport clubs.
Accessibility
- In case there is an entrance fee to the OF, prepare special conditions and programmes for schools, people with fewer opportunities etc. to enter the OF for free.
- Ensure physical accessibility of the venue - adapted to the needs of physically impaired visitors. It needs to be part of the planning from the outset (e.g. checking local regulation, working with experts etc.)
- Suggested tool: Checklist for an accessible event (Accessibility Centre ESKE, Finnish Association of People with Disabilities and Finnish Sports Association of Persons with Disabilities (VAU)
- Suggested tool: Checklist for an accessible event (Accessibility Centre ESKE, Finnish Association of People with Disabilities and Finnish Sports Association of Persons with Disabilities (VAU)
Olympic values and education
Lahti 2017 FIS Nordic World Ski Championships – Gender Equality
Plan International Finland paired up with the organisers to support women’s ski jumping and equal access to education. For each entrance ticket, EUR 5 was donated to Plan International Finland for their work with children (especially girls) in the developing countries, and EUR 5 for the development of Finnish women’s ski jumping.
- Olympic values, such equality or fair play, must be in the DNA of Olympic Festivals in all their stages of preparation, implementation and reporting.
- The staging of the OF is also a very good opportunity for the NOCs to efficiently promote Olympic values to the general public.
- Consider organising specific Olympic education-related activities. For more information, see the Organisation chapter.
- When providing training to volunteers, staff and possibly other stakeholders, devote an appropriate time to Olympic values. For more information, see the Resources chapter.
Engagement of (and with) children and the young
Organisation of theme days on topics which are of interest to children and the youth (e.g. with popular cartoon characters)
Meet and Greet with Olympians (e.g. “medal ceremonies” for children who have participated in most of the sport activities.
Good use of mascots – a good interaction can be created between the mascot of the Games and, if relevant, NOC mascots and those of NOC partners.
For more information, see the Organisation chapter.
Economic sustainability
Diversification of financial resources
- Make sure that you diversify your financial sources. In an ideal case, these sources should be balanced (not too much from one and too little from others) - for more information, see the Resources chapter.
- In devising your budget, pay an appropriate attention to the negotiation of barter and partnership deals with partners/sponsors.
Long-term planning → lasting physical legacy
Olympic Festival Pristina 2018
The NOC of Kosovo has purchased an artificial ice skating ring from a company in Turkey which they aim to reuse in the following years and not only for the purpose of organising future winter edition of the OF.
Olympic Festival Brno 2016
Following the negotiation with the Czech NOC, the City of Brno decided to invest in buying curling sheets and a mobile ice-ring. The City provided these two facilities to the organisers for free, and will reuse them every winter from next year on.
Olympic Park Rio-Lipno 2016
The town of Lipno nad Vltavou, which was the centre of the Olympic Park, had a new roundabout and a cycling path constructed as part of its preparation to host the event.
These projects had been planned for a long time, but the Olympic Park helped significantly speed up their implementation.
- Before you start the venue planning process, discuss with the host cities/regions any possibilities of creating together a physical legacy, such as sport infrastructure or revitalisation of the venue.
- Consider investing in infrastructure by involving (public sector) partners in the venture. The possible infrastructure can be reused in subsequent edition of OFs, but, even more importantly, it can serve the public in the years to come.
- The hosting of an Olympic Festival can also trigger or help speed up the process of public investment into (transport) infrastructure, housing etc. Discuss with the host local authority any such possibility which could help the development of the host community.
Invest in sustainable solutions
- In the short term they may be more expensive, but in the long term they are more economical and sustainable.
- Closely monitor your expenses over the years – learning process.
Involve as many local partners/suppliers as possible
- Share profit with the local community – investment in the territory.
- It is important that all parties understand their roles and responsibilities, including profit / loss.
Management
Long-term planning and perspective
- Olympic Festivals are a long-term project. When organising the first edition, think already about the future ones.
- Get the leadership of your organisation fully on Board of the project. Conduct a good evaluation of the project, demonstrate how it has worked in other countries and what benefits it has brought to your organisations, and show what the future potential is. It is also very important to keep the Board fully involved throughout the planning and implementation.
- Keep close track of the planning and implementation process and try to document as much as possible - provide materials, good practise and lessons learnt for future editions.
Based on their experience, the organising committee, together with a renowned consultancy, created a blueprint for the organisation and structure to be applied in the future European University Games.
HR management
The city and the region recognised that the know-how which the Czech Olympic Committee gained from the previous editions helped to make the organisation smoother on this occasion.
- Appoint a “sustainability officer” - member of the organising committee (does not have to be full time).
- Make sure that mechanisms are in place to allow for a knowledge transfer – it can be as simple as keeping a good overview of documents on a shared drive, organising meetings with ex-staff members etc.
- Provide appropriate training for staff and make them feel engaged in every stage of the preparation.
- Motivate your staff (extrinsic and intrinsic rewards) so that they will want to stay with you for the next editions of the OF. It is very important to ensure continuity, especially in managerial functions.
- Fully engage with volunteers and nurture the relationship beyond the duration of the OF.
For more information, see the Resources/ HR chapter.
Connect the OF to other projects and initiatives which you organise
Rio House 2016
Rio House was the final event of the “Road to Rio Events” (Golf to Rio, Run to Rio, and Catwalk to Rio). It as an integral part of the NOC’s communication/marketing strategy of 2013-2016.
- It will help you to fully embed the Olympic Festival project into the organisational set-up a long-term planning of your organisation.
- It will also enhance the communications possibilities and the visibility of your projects and initiatives (when they are presented at the OF).
Olympic Park Rio-Lipno 2016
The Czech NOC both presented and directly linked one of its most successful school projects – Sazka Olympic All-round – to the Olympic Park. The project runs throughout the school year and aims to ensure that sport becomes a natural part of pupils’ lifestyle. In the school year 2015/2016, 1646 schools participated in the project, of which 365 took part in a competition to win a stay in a sports camp organised as a part of Olympic Park activities.
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