Even the signage signs have an effect on your sustainability

Five conferences taken under review

In this noble endeavor, Tuya Beyers is at the wheel. According to the International Association Expert, VISITFLANDERS Convention Bureau is investing heavily in tools to assist the industry.

This year, for example, efforts are being made to measure sustainable impact. This is done not only for Tourism Flanders and EventFlanders' own events, but also for conferences hosted here. In 2024, for example, no fewer than five conferences (see box) took a close look at their ecological footprint, Tuya says.

“It is not obvious for organizers to reflect on the sustainable impact of their conference. That's why we asked five of them to do a measurement, zooming in on numerous aspects.

Do people come via sustainable transportation or by plane? What materials do you use at the conference - is it plastic, recyclable or reusable? Can you take the signage signs to the next edition or is it a one-time use? The supplies for the trade show: do you purchase them or can you rent them?

Food also plays an important role. Will you use a local caterer who works with local produce? What about your water consumption? How far do you go in personalization? It all has an effect on your sustainability.”

The smallest footprint by definition

“Answering these questions is often already an eye-opener for organizers. It makes them realize that for certain aspects of their conference they can find a supplier nearby instead of 50 kilometers away. Based on their answers, they are then given a sustainability score.

The tool also provides suggestions on how to score better points. To give an example: at the Impact Day (one of the five conferences, ed.) we monitor water consumption. We take measurements before, during and after the conference. At the same time, delegates are asked to use water consciously, for example by taking shorter showers or using the water glass when brushing their teeth. The results will be visualized in real time during the conference.

The intention is to measure the footprint of all conferences in Flanders in the future. That data will allow us to develop a standard formula for organizing the most sustainable conference. In other words, if an association uses this standard formula - in terms of catering, transport, choice of venue and so on - then its ecological footprint is by definition the smallest.”

Sustainability as a competitive advantage

“That process of raising awareness works in all directions. The questions are not only an eye-opener for the association, but also for the suppliers. Partners realize just as much that they can go the extra mile when it comes to sustainability. In fact, it's a USP that allows them to differentiate themselves from their competitors, and thus makes them more profitable.

Collecting data to develop a sustainability standard formula is the first step in a broader strategy. The final goal is to work with the convention and event industry to come up with a complete sustainability plan, with concrete objectives for each link in the chain: convention bureau, organizer, venue and supplier. That will enable us to organize the most sustainable conferences and events in Flanders, leaving a minimal or even no ecological footprint.”