A systematic environmental management system in line with EMAS ensured continuous improvements and transparency
On 28 November 2018, the evaluation of COP 23, which took place in Bonn in November 2017, was concluded by the environmental verifier with the review and confirmation of the findings outlined in the updated environmental statement. The assumption was confirmed that all major events are an opportunity to establish and communicate environmental and sustainable development topics in addition to the topic of the event itself. NGOs and participants were included and contributed significantly towards achieving a sustainable organisation. The numerous communication measures and sustainability tours during COP 23 proved a particular success. 650 volunteers were given courses on environmental issues, and 13 of them were trained further to become the greening ambassadors who guided the sustainability tours in the Bonn zone. Volunteers also worked as auditors. Their permanent rounds during the conference facilitated significant improvements (for example use of digital documents, separate collection of waste, increased use of reusable cups).
All essential environmental aspects were considered and measured in line with the requirements of the environmental management system: greenhouse gas emissions, energy efficiency (electricity supply, green electricity), waste management, materials efficiency, biodiversity, water, wastewater, catering, mobility, accommodation, procurement (especially paper and give-aways), noise, temporary structures, environmental communication.
Facts and figures
A total of 22,060 visitors picked up their badges. Every day, 11,248 people attended the conference. The total amount of unavoidable greenhouse gas emissions amounted to 49,966 CO2 equivalents. The compensation measure funded four projects under the Clean Development Mechanism (CDM).
Arrival and departure of participants accounted for the major share of 86 percent of CO2 emissions. The remaining 14 percent were made up of energy consumption (43 percent, 2,952,508 kilogram CO2 equivalents), accommodation (38 percent), materials consumption (eight percent), local mobility (five percent), preparations and catering (three percent each).
Total electricity consumption amounted to 1,453,609 kWh with 17 percent of electricity being generated from renewable energy sources. This low share was due to the fact that the temporary structures required heating with heating oil. Public transport had a share of 77 percent in the 3,337,545 kilometers travelled. Electric cars, e-buses and hydrogen-powered cars were used for 55,278 kilometres outside public transport (11,147 CO2 equivalent). In comparison: The VIP service using conventional vans and cars covered 37,325 kilometres (14,173 CO2 equivalent).
About 112,754 kilograms of waste were generated, with 82 percent general waste, six percent paper, four percent each of lightweight packaging and bulky refuse and five percent biowaste from catering.
5,166 kilograms of paper were used (around 2,000 kilograms of CO2 equivalent). Offices and IT centres recycled 100 percent, while 71 percent of the paper brought to the conference was recycled paper. The share of printed negotiation documents in total paper consumption was 63 percent (not counting the paper consumption of third parties in rented offices or pavilions).
Conference catering met the requirement of providing at least 60 percent vegetarian food (including vegan). Cafeteria food achieved a share of 39 percent. The following requirements were met: 100 percent of all meat came from organic farming and 100 percent of fish had MSC or ASC certification, coffee, tea and chocolate had fair trade certification, and less than 10 to 15 percent of foodstuffs were transported by air. 100 percent of alcoholic beverages were produced in Germany and came from certified organic production. Eight of 17 drinks were fairly traded.
The German government’s General Administrative Regulation for the Procurement of Energy-Efficient Products and Services provided the framework for government procurement. Care was taken to purchase certified products (for example Blue Angel) and products with the highest energy efficiency ratings. Procurement by the UN was subject to the UNFCCC Green Procurement Guidelines.
Additional aspects of sustainability: The UN Supplier Code of Conduct and the recommendations for contractors and suppliers developed especially for COP 23 by the German government and the City of Bonn were part of the contracts with the UNFCCC or were – in case of the recommendations – signed and sent back to the contracting entity (generally V&S, sometimes the BMU). In addition to environmental criteria, they contained sustainability criteria such as the minimum wage, human rights and measures against corruption and discrimination. Contracting partners were asked to enforce these criteria along their own supply chain as well. Volunteers included 20 persons with disabilities and 12 refugees. The entrances to the venue were accessible. Assistance on site was ensured by volunteers.
Recommendations for the sustainable organisation of conferences based on the experiences made with COP 23
Generally, conferences can be organised in an environmentally sound way (possibly with out offsetting measures), in an environmentally sound way including greenhouse gas and climate neutrality or sustainably in a more comprehensive way. The fist step is to decide the goals for the conference. One of the factors here is the conference topic.
The number of participants is an important basis for determining the environmental impact compared to other conferences. Generally, not all registered persons actually participate in the event. In order to paint a realistic picture, it is recommended to determine the number of participants who visit the event at least once. This is especially the case when the environmental impact of the event is to be presented on a per person basis.
The goals should take account of the general framework and define targets and measures that are as specific as possible, in order to facilitate an evaluation at a later point. For this purpose, all environmental criteria, and possibly selected sustainability criteria, should be determined (for example travel patterns, catering, accommodation, energy sources). They need to be evaluated by all stakeholders as early as possible with a view to their significance (materiality assessment). The results of the materiality assessment generally illustrate where action needs to be taken.
The estimate for greenhouse gas emissions that is necessary for the greenhouse gas-neutral organisation of events must identify and evaluate the local conditions in a timely and comprehensive manner and lay down the planned system boundaries for considering greenhouse gas emissions.
From an environmental perspective, temporary structures for events should be avoided where possible. If there is no alternative to temporary structures, the materials used should be environmentally sound and should be recovered after use. The possibility of laying power lines and using green power should also be explored.
Free use of public transportation should be available to all participants of a major event, also, for example, to technical staff and volunteers. Conventional vans and cars should be avoided as far as possible for VIP services.
Dishes, cutlery and transport packaging should be reusable for the purpose of preventing waste, and communication should be electronic to a large extent. Clear labelling of waste separation bins and on-site inspections during the conference are indispensable for environmentally sound waste management. Give-aways should be avoided as far as possible.
For any kind of event, catering companies should be chosen early on to facilitate communication about the desired meal and drink offers. Long-term contracts with caterers or between caterers and suppliers are a problem that is encountered often.
If organisers plan to require sustainable management from their contracting partners, it must be laid down in the contract early on. Once a contract has been signed, it is usually only possible to make recommendations and request their acceptance.
Large events offer the opportunity to raise awareness of sustainable development among participants. Corresponding communication should be planned at an early stage, taking into account the local conditions. NGOs and participants can be actively involved in this themselves.