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management

Sustainability for Culture, Media and Sport

sustainable event

Contents

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Introduction Arts and Culture Theatre Planning and Operation Media Sport Tools and Methodologies British Standard 8901:2007 Links

Arup's approach to

Sustainable Event Management (SEM)

By virtue of their nature, events have the potential to create significant and large scale environmental, social and economic effects, both positive and negative. Due to an increased level of public awareness around climate change, there is a sense across the events industry that a more sustainable approach is needed.

Arup provides comprehensive support for sustainable event management; and as indicated above developed the draft British Standard 8901, "Specification for a sustainable event management system with guidance for use", which is likely to form the basis of an ISO international standard. Arup is presently using this methodology to integrate sustainability into a series of high profile events; we have extensive experience working with exhibitions and events organisers help organisations to manage their sustainability performance and decrease their impacts through improved resource efficiency. For several years, Arup has worked to assist the exhibitions and events industries integrate sustainability management into its activities, and specifically the planning and implementation of events. We have developed the necessary experience and knowledge to allow us to provide effective solutions to a unique and specialist application of sustainability management. Arup understands the significance of the sector with regard to the scale of activities, profile and contribution to GDP and appreciates how the temporary, project-oriented and geographical nature of exhibitions and events increases the potential for concentrated environmental, social and economic impacts.

Various pressures, directed specifically at the sector (e.g. government events requiring sustainability performance management) as well as more generally (reputational risks of not addressing the sustainability of high-profile events) suggest the need for the industry to act decisively to embrace the challenges of sustainable development by employing informed strategies and relevant tools. Arup is able to draw on the breadth and depth of our technical expertise to support event organisers, venues and suppliers. Through bespoke services, our approach is to build capacity and empower organisations where appropriate and take responsibility for specialist areas such as carbon footprinting, development of data capture frameworks and cost-benefit analysis. We provide support to assist organisations manage sustainability throughout the event lifecycle and link performance outcomes to their corporate policies. Our approach, which uses tools bespoke to Arup, has been refined in response to experience gained through involvement of key members of staff in notable projects that include the 2005 G8 Summit at Gleneagles, development of a sustainability framework for the ODPM Sustainable Communities Summit, Carbon Footprinting of the Concert for Diana, and trialling of the draft BS 8901 at the Live Earth UK concert and several other recent events.

Services

· ImplementationofBS8901 · Carbonorecologicalfootprinting · Consultancytoreducesustainability impacts · Robustsustainabilitydatacapture · Assessmentofsocialsustainability indicators · Adviceonsustainabilitymarketing communication · Sustainabilityformediaservices · Sustainabilityriskappraisal · Greentravelplans · Wastemanagement · Crowdmodelling · Stakeholderengagement · Aligningvenuesustainabilitywith masterplanning projects For information about sustainable event management Tools click here

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Contact: Juhi Shareef, Arup 13 Fitzroy St, London W1T 4BQ T: +44 (0)20 7636 1531 E: [email protected]

Arts andCulture

Arts and culture organizations are increasingly adopting sustainable approaches to the design of their new buildings as well as to the operation of their facilities.

Sustainability is aligned with the values of many arts and culture institutions, who see themselves as both leaders and educators in the community. Taking on bold, sustainable projects can help in capital campaigning efforts and in drawing publicity to major projects. Faced with declining funding, particularly during period of economic downturns, sustainable design can also serve as a means of reducing ongoing operation and maintenance costs, thereby enabling more funds to be directed towards, for example, community programs. By taking a sustainable approach to arts buildings, whether they are museums, libraries or cultural centres, Arup can add value to our clients in the arts and culture sector through opportunities such as: · Sustainableeventandvenue management · Greenbuilding(includingLEED, BREEAMetc) · Renewableenergy · Sustainablepurchasingpolicies · Sustainabilityeducationandcapacity building · Culturalpreservation · Energyauditsandretrofits · Greentravelplans · Wastemanagement · Communityengagement

Above: `Textus' - a public realm art piece to celebrate 800 years of the Leeds and Liverpool charters

Theseservicesbenefitourclientsin these tangible and intangible ways... · Accessnewfundingresources · Reduceoperatingandmaintenance costs · Reduceoperationalcarbonfootprint · Strengthenreputation · Stimulatelocaleconomyandassistin regeneration · Attractnewaudiences · Influencesupplychain · Capturesocialsustainabilitybenefits · Demonstrateleadership · Providelegacyvalue · Futureproofforclimatechange

For information on Museums and Galleries click here For information on Venues click here For information on Theatres click here For information on the Mayor's Green Theatre Plan click here To view the California Academy of Sciences Film click here

Contact: [email protected], [email protected] Arup Sustainability Consulting, Environment Group

Theatre Planning and Operation

A New Service for Arts and Entertainment Clients

In London, the Mayor's Climate Change Action Plan ("Green Theatre") sets the target for London to reduce its carbon Arup's Approach sustainable theatre operation footprint by 60% from 1990 levels by services At the conception of the project, our include: 2025. Theatres are expected to lead by sustainable theatre planning service · carbonmanagement(includingcarbon example and show how the performing comprises of the following three-step and ecological footprinting), arts sector can embrace sustainability, approach to developing the sustainability · energymanagement(includingBMS, while at the same time improving framework for the project. Energy Performance Certificates and business success and maintaining the renewable · ConductworkshopswiththeOwners, energy consultancy), highest standards of artistic excellence. Design Team and stakeholder the · acoustics,lightingdesign, Many cities around the world are now project using the framework of BS8901. · theatreconsulting, following London's lead and looking · Conductasustainabilityappraisal · transport(includinggreentravelplans to their performing arts facilities to using a suitable measurement tool emission modelling), and carbon demonstrate sustainability in action. suchasArupSPeARorSAF · wastemanagement, Arup's new Sustainable Theatre Planning · Calculatethecarbonfootprint,break · logisticsandsustainableevent and Operation consulting service down into areas and identify the management. Arup developed BS provides a framework for assessing the components and potential areas that the British Standard 8901:2007, sustainability of a new or existing theatre, can be targeted for reduction. sustainable event and venue for and provides owners and designers management, which we recommend with a strategy for sustainable planning, as a framework for delivering best design and operations. practice sustainable theatre operation. For information about BS 8901:2007 click here

Sustainability is now one of the most important drivers for change in the arts and entertainment sector. Theatres have been identified as having a major role to play in the sustainable development of our cities as they have the power to communicate the message of climate change and the new ecological age to a wide audience.

Our experience in building design, combined with specialist skills in sustainability, energy management and theatre design and operations, results in a unique capability to provide a highly-targeted sustainable theatre planning service to arts and entertainment sector clients. For existing buildings, we work with the owner to understand the existing business and determine a sustainable strategy for future operations. For new buildings, we work with the owner, design team and stakeholders to develop a sustainability framework that informs the architectural brief, building design and operational strategy.

The outcome of these review and analyses will be used to develop the 6-point Arup sustainability strategy for the project and establish the key performance indicators that will be used to measure the success of the design.

The Arup 6-Point Plan

We will review the project in the context of six sustainability objectives: 1. 2. 3. 4. Operational carbon neutrality Self-sufficiency in water use Use of sustainable materials Ability to cope with future climate change 5. Positive contribution to the community 6. Sustainability in operation

Our role Arup has over 60 years experience in the design of performing arts facilities, from

the Sydney Opera House to Kings Place, the first new concert hall in London for 25 years. (Arup also provide the engineering design for the Barbican Centre, the last concert hall to be built in London). We have developed an unrivalled technical team of technical specialists and a global portfolio of clients and landmark international projects.

Contact: [email protected], [email protected] Arup Sustainability Consulting, Environment Group

Above: reviewing the potential for solar power at the Future Arcola theatre

Media

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Concert for Diana

Arup's Sustainable Business Management group (SBM) was commissioned by client Global Cool to calculate the carbon footprint for the Concert for Diana in July 2007. Global Cool intended to offset this footprint of carbon equivalent emissions by investing in UN-approved carbon credits. Arup worked to devise a systems boundary that not only ensured a comprehensive carbon footprint but also reflected the client's requirements and the sensitivities of working on a stadium event that was so close to production. Working closely with Prince William and Harry's office and the extensive event supply chain, Arup's SBM group captured and analysed data relating to the carbon emissions arising from the event activities.

Pangea Day - Sustainable Event Management

Pangea Day is a Film Festival that took place in May 2008 and involved millions of people in cites around the world who watched 24 short films over four hours. The event also included music and guest speakers in locations such as Kigali, Los Angeles and Mumbai and it was broadcast live to 20 million viewers worldwide. Arup was sponsoring the measurement of the carbon footprint of the London event at Somerset House. The ultimate aim was to develop sustainability framework for future events with the objective of reducing carbon emissions and achieving overall sustainable management of future events. For more information about Pangea Day click here

Calculating CD Packaging emissions

Julie's Bicycle* commissioned Arup to research a report on the impacts of CD packaging on behalf of JB. Since then a JB working group has taken the results forward, including consumer and industry testing, and as a result the UK music industry has committed to annual CO2e reductions in emissions associated with packaging. The report, recommendations and certification guidelines will be published in early 2009.

* Julie's Bicycle is a not for profit company established to find ways to reduce the UK music industry's greenhouse gas emissions.

Carbon footprint of feature film production

Arup conducted a carbon footprint study of a feature film production at a major UK studio with the aim of quantifying and comparing several different scenarios of film production. Life cycle data models were developed for the film production scenarios and breakdown of the carbon footprint by activity category was provided in order to determine the nature and contribution of each individual activity. The emissions `scopes' (Scopes 1, 2 and 3) from the Greenhouse Gas (GHG) Protocol were used for reporting purposes. with the objective of quantifying the potential carbon benefits to the film industry of using state of the art studios as a venue and location for film production as opposed to filming on location.

Contact: [email protected], [email protected] Arup Sustainability Consulting, Environment Group

Sport

As with any activity that attracts a large audience, major sporting events can have a big impact on the environment. A greener event can enhance the reputation of the organiser and raise awareness of important social, economic and environmental issues in the host region. Careful planning and the efficient use of resources can also result in significant cost savings for both venue operator and event organiser.

It is not just about venue design and transport planning but a broader agenda, engaging all stakeholders in the management of sustainability impacts. Arup's sustainable business management team is leading in this field, having developed, tested and implemented British Standard BS 8901:2007 for sustainable event management. We encourage organisers to integrate sustainability into the event-planning process from the outset, with clearly defined objectives, key performance indicators, and targets. An effective management system needs to encompass design, procurement, construction, transport, accommodation, catering and the media. Many sports events are part of a regular cycle and it is important to pursue continuous year-on-year improvement. Our expert approach can be adapted for any region and scaled to suit any event, from a one-day cricket match to an international Olympiad where the world is watching.

Sports are all about passion, performance and ambition. Those who commission and run sporting venues share the athletes' dreams. World-class buildings help make sporting excellence a reality. Working at the leading edge of venue design worldwide, Arup specialist teams are skilled in the design and delivery of sustainable, innovative spaces. We offer a range of services from the architecture or total design of arenas, stadiums, velodromes, aquatics centres and community venues, to specialist advice and consultancy on all aspects of sports facilities. Our expertise covers fire safety and security, access and people movement, transport, masterplanning, retractable

roofs, parametric modelling, lighting, audiovisual (AV) and information and communications technology (ICT), acoustics, venue consulting and sustainable events management. Arup is proud to deliver innovative, efficient and viable sports venues for the world's top teams and events, public, academic and leisure clients. Our holistic approach ensures we can deliver the finest facilities to match our clients' sporting ambitions. For information on Venues click here

Contact: [email protected], [email protected] Arup Sustainability Consulting, Environment Group

Tools and Methodologies

Arup offers a number of SEM services, which we support using our sustainability tools and approaches, including: SPeAR Assessment We will conduct an assessment of the social, economic, and environmental issues related to the project using the SPeAR assessment tool. Arup developed this appraisal tool ten years ago and has refined it specifically for the events, and the theatre sector ­ enabling it to be aligned with BS 8901. SPeAR ensures that a wide range of sustainability impacts are considered and is used to determine the best practice goals and inform design objectives. It is particularly useful for visually communicating the sustainability performance and identifying the key issues. SPeAR also clearly highlights trade-offs between different sustainability themes and can be sued to show how sustainability performance improves over time. For information on SPeAR click here Data Capture Templates Arup has developed a set of data capture templates for use by event / exhibition practitioners, venues and suppliers in the sectors of culture, media and sport. These templates, used in implementation of BS 8901 make it easier for busy staff to gather appropriate data. They allow for a robust, evidence-based approach to demonstrating improvement in sustainable event management, over time.

Above: SPeAR for events

Above: An example of a Data Capture Template

Contact: [email protected], [email protected] Arup Sustainability Consulting, Environment Group

Tools and Methodologies

Carbon footprinting Benchmarking the carbon implications of products, services or sites is becoming increasingly important in order that appropriate decisions can be taken to mitigate, offset or reduce such emissions. In order to effectively calculate carbon emissions the following issues need to be addressed: · Thescopeofcarbonemissionsin terms of inclusion of fossil-fuel derived carbon dioxide only, or inclusion of other greenhouse gases, such as methane and nitrous oxide; · Processes/stagesthatareincluded and excluded in the calculation of the carbon footprint and the basis for setting these boundaries. · Theuseofemissionscoefficients to represent carbon emissions from different processes e.g. logistics transportation, and the reasons behind adoption of these values. · Allocationofcarbonemissions between different products produced at the same site, and the basis for this allocation. Through experience of life cycle assessment and life cycle thinking, Arup is able to undertake robust carbon footprint assessments of entire events, or specific activities, such as travel. For information about Carbon Footprinting of projects click here

Lighting (transport) Transport (artist travel, instrument transport) Visitor Travel (sample survey) Sound System (transport) Waste (transport and processing, recycling etc)

0.22% 8.77%

1.02% 0.29%

Temporary Structures Plant (transport)

0.47% 0.23%

24.04% 0.09% 0.08%

Video Screens (transport) Water (treatment, pumping etc)

1.49% 0.38% 0.79%

Accommodation (artist and crew) Wembley Stadium gas use Broadcast (transport)

Wembley Arena after party

0.04% 0.03% 7.34%

4.14%

Catering (transport)

Electricity (Wembley Arena)

0.78%

Generators (transport and fuel used to supply Broadcast, Lighting, Sound System, Video Screens etc)

Wembley Stadium (house) electricity

49.79%

Communication (courier, staff travel, office electricity use, printing and transport of programmes, manufacture and transport of bioplastic bags, transport of fabric banners)

Above: An output from the Carbon Footprinting of the Concert for Diana

GHG Emissions (kg CO2e) by mode of transport for DCMS* event at Tate Modern Museum

Ecological footprinting Arup is leading the marketplace with its pioneering use of Ecological Footprinting to inform decision making linked to planning initiatives, recently illustrated in its application to support the development of the masterplan for the Dongtan Eco-city project in China. Arup is also supporting local and regional authorities in the UK to address planning and policy issues aimed at achieving sustainable development. The technique can be used as a stand-alone technique to provide an assessment of an existing situation, or as a decision support tool to assist planners and policy makers to work towards achieving genuinely sustainable communities. Bylookingatresourceflowsbasedon patterns of expenditure, the technique provides a per capita measure of our dependency on productive land/water area and compares this to a benchmark area for sustainable development. The technique allows users to model different resource-environment scenarios and therefore manipulate Ecological Footprint data. This capability gives Ecological Footprinting wide applicability and the possibility to add value in a wide variety of contexts. For information about Ecological Footprinting click here

Car 91.84 Taxi 8.37 Low emissions car/hybrid 18.40

Train 72.55 Underground 44.70 Bus 3.59

Our carbon footprints are often more robust that online `carbon calculators' or basic assessments. In this instance our footprinting approach takes into account the emissions generated from extracting oil, through production, refinery process and transport to the vehicle as petrol or diesel, as well as the emissions the vehicle produces when travelling (known as `direct combustion emissions'). Our calculations include methane and nitrous oxide Greenhouse Gase (GHG) emissions addition to carbon dioxide.. These three GHGs have been included in this travel carbon footprint, and are reported in units of Carbon Dioxide Equivalence (CO2e).

* UK Government Department for Culture, Media and Sport

Contact: [email protected], [email protected] Arup Sustainability Consulting, Environment Group

British Standard 8901:2007

Arup's Sustainable Business Management team (SBM) was commissioned by the British Standards Institution (BSI) to develop BS 8901, the British Standard for sustainable event management: "Specification for a sustainable event management system with guidance for use". BS 8901 has recently been published (November 2007) after much anticipation from the events industry and beyond.

This Standard is the first `daughter' standard of BS 8900, the guidance standard which sets out the principles of sustainable development. Embracing the principles of sustainability, Arup recommended that the standard be developed with extensive stakeholder engagement. Arup partnered with the events trade body, the Events Industry Alliance (EIA), to deliver the stakeholder engagement of BS 8901. EIA itself represents three trade bodies covering events organisers, contractors and venues. Stakeholders representing all aspects of the events industry, including those beyond EIA: from world-class venues to music festivals, from conferences to sporting events, contributed to the Standard. Arup developed BS 8901 in an iterative manner, responding to industry requirements. While the Standard was initially aimed at event organisers, it became apparent that venues and other suppliers to the industry were keen to have a sustainability standard which applied to them; BS 8901 was adapted accordingly. It is anticipated that the standard will be well-received by not only the events industry, but by any organisation that organises events. As a management system, it embeds sustainability into an event's life cycle and allows for continuous improvement over time. BS 8901 is compatible with other management systems, such as ISO 14001, although it addresses the wider scope of sustainability rather than just environmental impacts.

Arup was subsequently commissioned to coordinate the trialing of the standard at a number of events and related organisations, including Live Earth (UK concert), the Manchester International Festival, the summer 2007 cricket test matches at the world-famous Lord's cricket ground, at venues such as Earl's Court Olympia (EC&O) and suppliers such as Reeds Carpets. The trialling process was intended to (a) ensure the final, published standard would be as practical as possible, and (b) define a possible template process for future standards. The results of the trials are published as practical case studies alongside the standard.

In addition, SBM was asked to conduct a `virtual' trialling of the standard at Live Earth (UK). Virtual trialling was a methodology created by Arup to trial the standard at those events that had limited time available to fully implement BS 8901. Virtual implementation involved a series of workshops, stakeholder support and development of a File Transfer Protocol website to ensure that each triallee could participate in the process with a high degree of flexibility while maintaining the privacy of their results. A final workshop, conducted by SBM team, ensured that all those involved in the trials had an opportunity to share lessons learned from implementing BS 8901 and generate recommendations for future trials. For information about sustainable event management click here

Contact: [email protected], [email protected] Arup Sustainability Consulting, Environment Group

External Links

Introduction

Sustainable Event Management

Art and Culture

Mayor's Green Theatres Plan Museums and Galleries Arup venues California Academy of Sciences Film

Media

Pangea Day

Sport

Arup venues

Tools and Methodologies

SPeAR Ecological Footprinting

Contact

[email protected] [email protected]

Contact: Juhi Shareef, Arup 13 Fitzroy St, London W1T 4BQ T: +44 (0)20 7636 1531 E: [email protected]

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