Meaningful Steps Toward ESG for Travel and Meetings

The global business landscape has undergone a noteworthy transformation towards sustainability, with Environmental, Social, and Governance considerations now occupying a pivotal position. While large corporations have pioneered the implementation of ESG strategies, the influence of these principles has also extended to smaller-scale events, including meetings and conferences. Across the European Union, companies have already set objectives and timelines to ensure their compliance with ESG standards set by entities such as the United Nations. In the United States, the US Securities and Exchange Commission is anticipated to finalize rules mandating comprehensive disclosure by companies of climate-related risks and opportunities by the close of 2023.

As anticipated, American companies are lagging in fully incorporating ESG into their corporate practices and commitments. Leaders in enterprise travel and event management are currently grappling with the implications of ESG reporting and the adjustments needed to provide the necessary data for impending reporting requirements. This challenge is compounded by the fact that travel and events significantly contribute to carbon emissions, falling under what is known as Scope 3 emissions*. Consequently, these companies will inevitably face pressure to participate in and conform to ESG efforts.

What considerations should travel, and meetings and events leaders prioritize as they integrate ESG into their policies and data reporting? Here are several key points:

Embracing Sustainable Venues

A crucial facet of ESG in meetings, even for smaller gatherings, is the selection of venues aligned with sustainable practices. Organizers are increasingly favoring eco-friendly venues that have adopted energy-efficient technologies, employed renewable energy sources and minimized waste. Such choices not only lessen the event's carbon footprint but also signify a commitment to environmental stewardship. To further diminish carbon emissions associated with offsite venues, there's potential to reduce travel-related emissions by hosting more meetings on campus or in office spaces.

Minimizing Carbon Emissions

Transportation-related emissions to and from meetings have long posed concerns. However, as ESG gains traction, organizers of small meetings must also explore avenues to reduce carbon emissions. Strategies include promoting virtual attendance through video conferencing, advocating for public transportation, or carpooling among attendees, and offsetting carbon emissions via accredited carbon offset programs. Such endeavors contribute not only to greenhouse gas reduction but also underscore a dedication to climate action.

Opting for Sustainable Catering

Food and beverage choices wield a significant influence on the environmental and social dimensions of small meetings. ESG-conscious planners now opt for sustainable catering options like locally sourced and organic fare, vegetarian or vegan menus, and waste reduction tactics such as composting and recycling. Mindful catering decisions can support local farmers, diminish the ecological impact of food production, and furnish healthier selections for attendees. An immediate essential action is the elimination of single-use plastics.

Championing Diversity and Inclusion

The "S" in ESG spotlights the social facet of responsible business practices, including the promotion of diversity and inclusion. Meetings and events can actively incorporate these principles by ensuring diverse representation among speakers, panelists and attendees. By fostering a platform that welcomes diverse viewpoints and voices, organizers contribute to a more inclusive and equitable event experience.

Upholding Duty of Care

Duty of care refers to the ethical and legal responsibility of organizers to guarantee participant safety and well-being. This encompasses providing secure venues, managing risks, and addressing potential hazards. Neglecting this duty can result in legal and reputational repercussions. Through proactive risk assessment and the implementation of appropriate safety measures, travel leaders and meeting organizers can cultivate a safe environment that fosters well-being and trust. Duty of care considerations must factor in political polarization and local laws that could impact attendee safety and well-being.

Whether organizations are fully prepared or not, ESG considerations are no longer confined to large multinational corporations. The principles of environmental accountability, social inclusivity and sound governance have permeated all facets of society. Embracing sustainable practices in travel and event policies and planning not only aligns with global sustainability objectives but also reflects an organization's dedication to ethical and responsible conduct. By integrating ESG principles into travel, meetings and events, we can make a positive impact on both the environment and society at large. Let's seize this opportunity to contribute to a more sustainable future and remember that even daily small meetings aren't exempt from ESG reporting.