"We have to change how we meet"

Associations are under increasing pressure from members to take action on climate change.

In response, organisations are committing to 'net-zero' strategies for their events. This involves redesigning events so that greenhouse gas emissions are as close to zero as possible, with any remaining emissions re-absorbed from the atmosphere.

The pathways to net-zero events are as unique as association events themselves. So identifying and measuring emissions sources is an important first step for anyone starting the journey. Measurement typically reveals that participant travel, building emissions, catering, material use and waste are common sources of climate pollution at association events.

The good news is suppliers are taking action to reduce emissions from some of these sources, by reducing waste, developing circular products, adopting cleaner energy and retrofitting buildings. However, while progress is happening, it can also be slow. Significant improvements in transportation–particularly aviation–are unlikely to be seen until after 2030, and may be insufficient to achieve zero event emissions by 2050.

As associations consider the call to net-zero events, what is clear is that they can play a role in enabling near-term reductions that can buy more time for longer-term climate solutions to scale up.

In finding a foothold, associations will need to carefully weigh the demands of climate action with member needs and organisational sustainability. And look for ways they can leave a positive impact.

Here we interview three association leaders about their attempts to make their meetings less harmful to the planet.

European Society of Cardiology

Environmental sustainability is one of six core pillars of the 2023-2028 Strategic Plan for the European Society of Cardiology (ESC). This includes a commitment  to reduce the carbon footprint of its annual meeting, the ESC Congress.

ESC took significant steps forward toward this goal at their 2022 Congress in Barcelona, which hosted 30,000 healthcare professionals over 4 days:

●       Quantifying the carbon impact of the ESC and the ESC Congress in Barcelona.

●       Reducing the impact of event materials, including using recycled content carpet, cardboard and digital signage and eliminating printed programs and disposable water bottles.

●       Introducing an onsite sustainability booth where delegates could engage in discussions and calculate their own carbon footprint.

●       Purchasing carbon credits supporting a variety of certified projects globally.

Anne-Laure Leuba, team manager specialty congresses at the ESC, expresses the association’s desire to leave a legacy and drive change: “Being a socially and environmentally responsible association is a question of legacy: what do we want to leave behind us? As congress organizers we must challenge our supply chain to ensure all partners are aligned with our vision. At the ESC, we are currently revising our RFPs by integrating social and environmental criteria when looking for future destinations and venues.”

In addition to pursuing onsite measures, ESC considers online event offerings to be an important aspect of their sustainability strategy. With 49% of online participants at the ESC Congress 2022 residing outside of the EU, online offerings improve access for those who are unable to attend in-person while also reducing the need for long-haul flights which can cause an outsized portion of event emissions.

Organization for Human Brain Mapping

Another organisation exploring a way toward net zero events is the Organization for Human Brain Mapping (OHBM). In 2022, a member-led Sustainability and Environment Action Special Interest Group (SEA-SIG) analysed  the  carbon  footprint  of  three previous OHBM annual meetings. They found that, on average, the in-person meeting generated over 10,000 tonnes of carbon. That is equivalent to the entire carbon footprint of 50,000 people in a low income country over one year.

 The analysis revealed that the meeting location selected mattered a lot, and that destinations requiring more attendees to take long-distance flights significantly increased carbon costs. The SEA-SIG’’s conclusion? Supporting those who are furthest away to attend online, or  to  travel  to  a  geographically  nearer  regional  hub,  would  save  substantial amounts of carbon.

Following their report in late 2022, the SEA-SIG made nine recommendations to reduce the climate cost of the annual meeting, including ways to help attendees reduce travel by plane, as well as encouraging steps that reduce impacts at in-person events. These recommendations are in the process of being considered by the OHBM.

Bucking the trend of association events purchasing offsets to reach net zero, SEA-SIG recommended against offsetting, citing concerns over the legitimacy of offsets and the tendency to use them as a tool to delay action to directly reduce emissions.

“It is important to consider the implications for a scientific society of not taking action to reduce the climate costs of conferences,” states Dr. Charlotte Rae, past-chair of the SEA-SIG and Lecturer & Psychology Faculty Green Officer, School of Psychology, University of Sussex.

“In the 2021 OHBM meeting feedback survey, 60% of respondents rated the carbon footprint of the conference as important in their decision to participate, with 20% stating that it was critically relevant. We anticipate this figure will rise year-on-year, as people become ever-more aware of the climate crisis in their own lives and the contribution aviation plays in this. If we do not change how we meet, for both sustainability and inclusivity reasons, we run the risk of a steady attrition in attendees, because the meeting, and society as a whole, does not align with members’ values.”

European Society of Cataract and Refractive Surgeons

The European Society of Cataract and Refractive Surgeons (ESCRS) describe their event sustainability vision for their Congress as “Mission Zero”, aiming for zero waste to landfill and zero net carbon emissions, in addition to being a role model for social responsibility.

Working in partnership with the Global Destination Sustainability Movement and association members, the ESCRS 2022 Congress in Milan was able to achieve some notable sustainability milestones toward their goals:

●       Eliminating red meat from menus.

●       79% of served food was vegetarian or vegan.

●       60% locally and regionally sourced ingredients.

●       Leftover food was donated to Banco Alimentare-Siticibo.

●       73% of event materials were reused, repurposed or donated.

●       22% of in-person attendees arrived by climate friendly transportation (local public transportation, trains or cars vs planes).

●       67 delegates pledged to participate in recommended sustainable actions onsite.

●       Four partners were activated to sponsor onsite sustainability programs.

●       76% of unavoidable emissions offset through three certified projects.

“Improving the footprint of our Milan Congress is a priority,” states Oliver Findl, ESCRS president. “We have to work collaboratively to support the wellness of our event participants, give back to local and global communities, regenerate ecosystems and inspire sustainability action from our event participants.”

Estimating each event participant generates 1,250 kilograms of CO2e in 2022, ESCRS is bringing forward recommendations to further improve next year’s event. Aspirations include increasing the portion of delegates arriving by climate friendly transport to 35%, partnering with local railway providers to promote discounted train fares and adopting 100% vegetarian or vegan meals.

Commenting on how ESCRS is indicative of the direction other associations are moving in, GDS-Movement’s Milda Salciute adds: “We are seeing increasing interest and action from associations keen on lowering their carbon emissions and transforming their events' practices. The urgency comes from a variety of directions and directives, from climate adaptation regulation to economic urgency, from event delegates to leadership.”

What can we take away from these practical efforts toward net zero? Measurement is a consistent theme, as is using data toward specific intentions that aim to improve the association’s approach to events in the long-term. Members are involved, and in some cases lead the call to action. Attention to onsite practices is a theme, and associations are looking to online offerings as a carbon reduction and accessibility and inclusion strategy. Offsetting is contentious: embraced by some, but not all.

What is clear: time is shortening, concern is ever-present, goals are being set and measured and action is increasing. What’s your association’s next step?

About the author:

Shawna McKinley planned her first event during the 1994 Commonwealth Games when atmospheric carbon dioxide was 356 PPM. With levels now exceeding 415 PPM she works to help organizers lower the carbon cost of their events and ensure they leave a positive climate legacy. Shawna is an AMI Expert Contributor.