How to calculate an event's carbon footprint? Deciphering and improving for a more responsible event

Understanding the carbon footprint of an event

The carbon impact of an event can vary considerably depending on its type, size and the activities taking place. Some events will have a relatively small carbon footprint, while others may have a much greater environmental impact. Here are a few examples to illustrate this variation:

🖥️ Small online meeting or conference: small virtual events, where participants meet online, have a relatively low carbon impact. Emissions come mainly from the energy consumption of the electronic devices used.

🎉 Music festival or open-air concert: large music festivals and open-air concerts involve large numbers of participants, stages, sound systems and temporary infrastructure, all of which result in a high carbon footprint. The travel of participants, energy use for lighting and equipment, and waste management generated by the event all contribute to the carbon footprint.

🌏 International conference: international conferences bringing together participants from all over the world generally entail a significant carbon impact due to long-distance air travel. The logistical and energy requirements of accommodating large numbers of participants and providing additional equipment and services also play a role.

🏓 Sporting event: sporting events, such as marathons, competitions or tournaments, can vary in terms of carbon impact depending on their size and duration. Travel by participants and spectators, energy consumption for lighting and temporary sports infrastructure, and waste management all add to the carbon footprint.

💼 Trade show: trade shows can be large-scale with many exhibitors and visitors, which can result in a considerable carbon impact due to attendee travel, energy consumption for stands and lighting, and the materials used for promotional materials.

Each type of event has characteristics that directly influence its carbon footprint. It is therefore essential to analyze these specific factors to identify the best environmental improvement strategies for each type of event, and thus reduce its impact on the climate.

📝 Defining an event's carbon footprint

The carbon footprint of an event refers to the total quantity of greenhouse gases (mainly carbon dioxide - CO2) emitted directly or indirectly throughout the event. This carbon impact is the result of various activities linked to the event, such as energy consumption, travel by participants and speakers, waste management, and other factors associated with the resources used.

🌿 The various factors contributing to the carbon footprint

The carbon impact of an event is influenced by several factors that contribute to greenhouse gas emissions. Here are the main factors that play a role in the quantity of GHGs emitted during the development and running of an event:

💡Energy consumption: the use of electricity, heating, air conditioning and other energy sources to power the event generates CO2 emissions, particularly if the electricity comes from non-renewable sources.

🚘Transportation: travel by participants, speakers, organizers and suppliers contributes significantly to the event's carbon impact. This includes travel by plane, car, train or any other means of transport.

🚚 Suppliers and logistics: the environmental impact of suppliers who deliver goods and services for the event is also taken into account. This includes emissions linked to the transportation of equipment, materials, and food.

♻️ Waste management: the waste produced during the event and its treatment contribute to CO2 emissions, particularly if the waste is incinerated or buried.

🍔Food: the type of food offered to participants also has an impact on the carbon footprint, less so if the food is sourced locally, organically and sustainably.

🏘️ Accommodation: the accommodation of participants and speakers during the event generates additional emissions depending on the accommodation options chosen.

🚧 Temporary facilities and structures: the construction and deconstruction of temporary installations, such as stages, stands, and sanitary facilities, also have an impact.

🖨️Le paper and printing: the use of paper and other materials for communication and promotional materials contributes to carbon emissions, particularly if they are not from sustainable sources.

It is therefore essential to take all these factors into account when calculating an event's carbon footprint, so that strategies can be put in place to reduce its overall environmental impact. By identifying the main sources of emissions, mitigation measures can be implemented to make the event more environmentally friendly.

How do you calculate an event's carbon footprint?

Accounting for an event's carbon footprint/inventory can be a complex task due to the many factors to consider to ensure its reliability. We have deciphered for you the key steps to be taken to obtain a representative carbon footprint below 👇

1. Data collection 📂 :

Allows you to gather all relevant information relating to the event, such as energy consumption, travel by participants and speakers, suppliers involved, waste management, etc.

Data accuracy is of the utmost importance to guarantee a reliable calculation.

2. Data analysis 🔎 :

Allows you to examine in detail the data collected to assess the environmental impact of every aspect of the event. This includes quantifying the CO2 emissions associated with each activity.

3. Identifying the main sources of CO2 emissions and their impact 🎯 :

Allows you to identify the sources of emissions that contribute most to your carbon footprint. This could be energy consumption during the event, CO2 emissions from transport, or waste generated.

4. Calculating the total carbon footprint 📊 :

Allows you to aggregate CO2 emissions from all identified sources to obtain the total carbon footprint of the event.

5. Interpreting the results 📝 :

You'll be able to analyze the results obtained and understand the specific environmental impacts of your event. This will enable you to implement targeted actions to decarbonize sustainably and efficiently.

🌐 GCI simplifies the calculation of your Carbon Footprint

Collecting activity data is the most time-consuming stage in calculating the carbon impact of an event. However, thanks to GCI's event-specific questionnaire, once you've filled in the activity data, the tool automatically performs the full, detailed calculation:

Greenhouse gas (GHG) emissions = activity data x corresponding emission factor

Once imported into your user space, the GCI event template/questionnaire enables you to declare the carbon footprint of your event simply by following the instructions provided. To make data entry easier and more precise, you can send your partners and suppliers parts of the mask in the form of Excel files for each of the questionnaire's emission categories.

These files can be directly duplicated for each of your partners and suppliers, then re-imported for global consolidation in your user space. The associated GHG emissions are then automatically calculated by the GCI tool. This makes for a more efficient calculation process, and helps you to obtain your event's Bilan Carbone quickly and accurately.

GCI is an all-in-one digital platform, carefully designed to make carbon footprinting accessible to as many people as possible, making it the ideal tool to help you develop more eco-responsible events. Thanks to GCI, you can easily assess the environmental impact of your events and implement action plans and strategies to make them more environmentally friendly.

Avenues of improvement for a more responsible event

Once you've completed your GHG inventory®, you'll be in a position to implement improvement measures aimed at effectively and sustainably reducing your carbon footprint. Here are a few points to consider in order to achieve your reduction objectives:

✅ Opting for green energy

👉 Explore renewable energy options for electricity and heating.

👉 Encourage sustainable travel.

👉 Promote carpooling, public transport and electric vehicles.

✅ Opting for responsible waste management

👉 Set up an efficient selective sorting system.

👉 Promote compostable and reusable products.

✅ Opting for responsible eating 

👉 Offer meals with local, organic and seasonal ingredients.

👉 Incorporate vegetarian and vegan options into the event menu.

👉 Avoid food waste by adapting quantities.

✅ Choosing eco-responsible partners 

👉 Working with suppliers and service providers committed to sustainable, environmentally-friendly practices.

✅ Raising awareness and engaging participants

👉Inform participants about the carbon impact of the event and the importance of individual commitment.

👉 Encourage eco-responsible behavior during the event.