Business travel and meetings management veteran Kevin Iwamoto serves as a senior advisor to small meetings technology provider Bizly and to German meetings management consultancy Proske. He also operates as an independent consultant. He will co-facilitate the
“Incorporating ESG Into Meeting Programs” session at the BTN
Strategic Meetings Summit in Chicago on Nov. 6.
The global business landscape has undergone a noteworthy
transformation towards sustainability, with Environmental, Social, and
Governance considerations now occupying a pivotal position. While large
corporations have pioneered the implementation of ESG strategies, the influence
of these principles has also extended to smaller-scale events, including
meetings and conferences. Across the European Union, companies have already set
objectives and timelines to ensure their compliance with ESG standards set by
entities such as the United Nations. In the United States, the US Securities
and Exchange Commission is anticipated to finalize rules mandating
comprehensive disclosure by companies of climate-related risks and
opportunities by the close of 2023.
As anticipated, American companies are lagging in fully
incorporating ESG into their corporate practices and commitments. Leaders in
enterprise travel and event management are currently grappling with the
implications of ESG reporting and the adjustments needed to provide the
necessary data for impending reporting requirements. This challenge is compounded
by the fact that travel and events significantly contribute to carbon
emissions, falling under what is known as Scope 3 emissions*. Consequently,
these companies will inevitably face pressure to participate in and conform to
ESG efforts.
What considerations should travel, and meetings and events
leaders prioritize as they integrate ESG into their policies and data
reporting? Here are several key points:
Embracing Sustainable Venues
A crucial facet of ESG in meetings, even for smaller
gatherings, is the selection of venues aligned with sustainable practices.
Organizers are increasingly favoring eco-friendly venues that have adopted
energy-efficient technologies, employed renewable energy sources and minimized
waste. Such choices not only lessen the event’s carbon footprint but also
signify a commitment to environmental stewardship. To further diminish carbon
emissions associated with offsite venues, there’s potential to reduce
travel-related emissions by hosting more meetings on campus or in office
spaces.
Minimizing Carbon Emissions
Transportation-related emissions to and from meetings have
long posed concerns. However, as ESG gains traction, organizers of small
meetings must also explore avenues to reduce carbon emissions. Strategies
include promoting virtual attendance through video conferencing, advocating for
public transportation, or carpooling among attendees, and offsetting carbon
emissions via accredited carbon offset programs. Such endeavors contribute not
only to greenhouse gas reduction but also underscore a dedication to climate
action.
Opting for Sustainable Catering
Food and beverage choices wield a significant influence on
the environmental and social dimensions of small meetings. ESG-conscious
planners now opt for sustainable catering options like locally sourced and
organic fare, vegetarian or vegan menus, and waste reduction tactics such as
composting and recycling. Mindful catering decisions can support local farmers,
diminish the ecological impact of food production, and furnish healthier
selections for attendees. An immediate essential action is the elimination of
single-use plastics.
Championing Diversity and Inclusion
The “S” in ESG spotlights the social facet of
responsible business practices, including the promotion of diversity and
inclusion. Meetings and events can actively incorporate these principles by
ensuring diverse representation among speakers, panelists and attendees. By
fostering a platform that welcomes diverse viewpoints and voices, organizers
contribute to a more inclusive and equitable event experience.
Upholding Duty of Care
Duty of care refers to the ethical and legal responsibility
of organizers to guarantee participant safety and well-being. This encompasses
providing secure venues, managing risks, and addressing potential hazards.
Neglecting this duty can result in legal and reputational repercussions.
Through proactive risk assessment and the implementation of appropriate safety
measures, travel leaders and meeting organizers can cultivate a safe
environment that fosters well-being and trust. Duty of care considerations must
factor in political polarization and local laws that could impact attendee
safety and well-being.
Whether organizations are fully prepared or not, ESG
considerations are no longer confined to large multinational corporations. The
principles of environmental accountability, social inclusivity and sound
governance have permeated all facets of society. Embracing sustainable
practices in travel and event policies and planning not only aligns with global
sustainability objectives but also reflects an organization’s dedication to
ethical and responsible conduct. By integrating ESG principles into travel,
meetings and events, we can make a positive impact on both the environment and
society at large. Let’s seize this opportunity to contribute to a more
sustainable future and remember that even daily small meetings aren’t exempt
from ESG reporting.
