Understanding the ISO 20121 Standard

Importance

ISO 20121 is crucial in today’s event management landscape as it addresses the growing need for sustainable practices in the events industry. Big, global events such as the recent Paris Olympics have displayed the emerging trend of prioritizing sustainable practices and social responsibility by planning a large-scale event according to the ISO 20121 framework.

By integrating sustainability into all aspects of event planning, organizations comply with regulations, improve operational efficiency, and reduce costs through practices like energy conservation and waste reduction. Moreover, the standard also supports innovation and legacy creation, ensuring events leave a lasting positive impact on society.

7 Steps to Obtain ISO 20121 Certification

Although becoming ISO certified is not an industry requirement, event organizers benefit a lot from gaining these credentials. Besides getting recognized by an international standard, it also displays their dedication to sustainability when it comes to event management.

Here is a step-by-step guide on the ISO 20121 certification process to help you get started:

Step 1: Understand the ISO 20121 Standard

Before starting the certification process, organizations should be familiar with the ISO 20121 standard. It is essential to understand its requirements, including policies on sustainability, management systems, and stakeholder engagement.

Step 2: Perform a Gap Analysis

Conduct a gap analysis to assess the existing event management processes and compare them against the requirements of ISO 20121. Identify areas where practices meet the standard using checklists and discover which parts of your operations require improvements.

Step 3: Develop a Sustainability Policy

Create a sustainability policy that outlines the organization’s commitment to sustainable business practices. This policy should include objectives, targets, and key performance indicators (KPIs) that align with ISO 20121 requirements. Ensure that the policy is communicated to all relevant stakeholders.

Step 4: Implement a Sustainable Event Management System

Establish a system to manage sustainability throughout the process of planning and executing events. This includes setting procedures for planning, operating, monitoring, and reviewing events with sustainability in mind. Assign responsibilities and ensure that all team members are trained on the system and their roles within it.

Step 5: Conduct Internal Audits

Perform internal audits to evaluate the effectiveness of the sustainable event management system. These audits help ensure compliance with ISO 20121 and identify opportunities for improvement. Moreover, conducting audits helps monitor performance and compliance to better understand how the sustainability policies are taking effect.

Step 6: Prepare for the Certification Audit

Prepare for the certification audit by ensuring all documentation is complete and accessible. Conduct a review with your team to ensure everyone is ready to demonstrate their understanding and implementation of the sustainable event management system.

Step 7: Complete the Certification Process

The certification body will conduct an audit to assess your compliance with ISO 20121. This involves reviewing your documentation, interviewing staff, and observing event operations. If successful, the certification body will issue an ISO 20121 certificate.

Common Challenges with Implementing the Standard

In addition to knowing about the certification process, it is also important to understand the common challenges associated with it to curb the potential blockers. Key obstacles include:

• Misunderstanding the Standard: Many organizations focus excessively on certification rather than implementation, leading to doubts about their actions and abilities. This misconception can deter small and medium-sized enterprises due to perceived complexity and costs.
• Resource and Cost Constraints: The level of documentation, resources, and effort required is proportional to the scope and size of the organization. Smaller organizations often struggle with limited budgets and expertise, making it harder to meet the standard’s requirements.
• Engagement and Buy-In: Successful implementation requires commitment from all levels of management and integration into existing processes. Achieving this can be difficult, particularly if sustainability is viewed as an add-on rather than a core operational principle.
• Supply Chain Collaboration: Extending sustainability practices throughout the supply chain is challenging, especially when suppliers lack awareness or commitment to sustainability objectives.
• Complexity of Implementation: The process involves identifying material issues, engaging stakeholders, creating policies, and monitoring progress. For organizations unfamiliar with sustainability frameworks, this can be overwhelming.

Best Practices for ISO 20121 Compliance

Implementing ISO 20121 effectively involves several best practices that help organizations integrate sustainability into their event management processes. Here are some key strategies:

• Engage Stakeholders: Involve customers, suppliers, and local communities in the planning process to understand their needs and expectations, while also engaging top management to ensure alignment across the organization.
• Establish an Implementation Team: Designate a team to oversee the implementation process and ensure all departments are aligned with sustainability goals.
• Train Staff: Provide training and incentives to motivate staff involvement and encourage them to become internal auditors.
• Conduct Regular Reviews: Regularly review the ISO 20121 system to ensure it remains effective and identify opportunities for improvement.
• Focus on Legacy Creation: Be more intentional with planning events to leave a positive legacy, focusing on social, economic, and environmental impacts.