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SUSTAINABLEEVENTS DENMARK

D R I V I N G C H A N G ET H R O U G H C O L L A B O R A T I O N

DANISH PRESIDENCYOF THE COUNCIL OF THEEUROPEAN UNION 2012

Danish EU Presidency 2012Event Sustainability Report

Prepared by the Danish Sustainable Events Initiative March 2013

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T a b l e o f c o n t e n t s

Report ScopeThis report was produced by the Danish Sustainable Events Initiative on behalf of the Royal Danish Ministry of Foreign Affairs. This report explains the sustainability strategy and management system implemented by the Danish Ministry of Foreign Affairs (MFA) to engage and collaborate with the partners, suppliers and sponsors in the logistical organisation of the meetings organised as part of the Danish Presidency of the Council of the EU. It details the performance, achievements, best practices and lessons learned by key stakeholders in their pursuit to organise a series of sustainable meetings.

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A C K N O W L E D G E M E N T SAuthors and Contributors This report was written by Guy Bigwood of MCI Sustainability Services with the input and contribution of Lene Mortensen (Bella Center Copenhagen), Steen Jakobsen (Wonderful Copenhagen Convention Bureau), Markus Diefenbach (VisitDenmark) and Andreas Clausen Boor (Royal Danish Ministry of Foreign Affairs).

CreditsPhotos were provided by MCI, Bjarke Ørsted, Andrea Viano, The Danish Ministry of Foreign Affairs, Bella Center A/S, VisitDenmark and Wonderful Copenhagen Con-vention Bureau.Design by MCI Barcelona

ContactIn the interest of constant improvement, all ideas and comments about this report are welcome. Please address comments to guy.bigwood@mci-group.com.

DisclaimerThe designations employed, the views expressed and the presentation of the mate-rial in this publication do not necessarily represent the decision or the stated policy of the European Union or the Danish Government.

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For the first six months of 2012, the Danish Government held the Presidency of the Council of the European Union. With a vision to organize the first sustainable European Union Presidency, in 2011 the Danish Government and leaders from the Danish meetings industry formed a consortium to improve the environmental , social and economic sustainability of the Presidency and the Danish meetings industry.

Coined by press as the Tap Water Presidency, due to the focus on environmental best practice and money saving, in June 2012 the Danish Ministry of Foreign Affairs became the first organisation in the world to achieve externally verified certifica-tion to the new ISO20121 sustainability standard. Considering the scale and complexity of organis-ing the EU Presidency, this pioneering project was the most ambitious event certification project ever attempted in the business and government events sector. The project resulted in a saving of over€40million Euros and left a powerful legacy of collaboration, innovation and sustainable development.

OVERVIEW OF THE EU PRESIDENCY

The Presidency of the Council of the Europe-an Union (EU) rotates among Member States every six months. In the first half of 2012 Den-mark held the Presidency for the 7th time. The responsibility of the Presidency is to plan and chair the meetings in the Council of the EU and underlying bodies. It is also the responsibility of the Presidency to move the work of the Coun-cil forward and create results, to ensure coop-eration among Member States and formulate compromise proposals that can gather support. More Information.

From January 1st to June 30th the Danish Min-istry of Foreign Affairs organised over 100 meetings attracting 15.598 participants, includ-ing 400 ministers and 2000 press who visited Copenhagen and the city of Horsens in central Jutland.

The political meetings ranged from large high level conferences to small workshops: all meet-ings had more than 60 participants and the larg-est was attended by 900 people. This included ten Informal Councils (meetings of ministers of fi-nance, foreign secretaries, justice ministers, etc.) and two meetings between the EU-Commission and the Danish Government. The meetings were held in three venues: Bella Center, Copenhagen from January to April, Forum Horsens from April to June and Eigtveds Pakhus in Copenhagen which was used for smaller meetings during the Presidency.

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Strategy

Leadership

OperationalIntegration

StakeholderEngagementGovernance

S U S T A I N A B I L I T Y A P P R O A C H

LEADERSHIP

PROJECT METHODOLOGY – CSMPThe central logistics team in the Ministry of For-eign Affairs developed a sustainability strategy and event management system based on the Copenhagen Sustainable Meetings Protocol (CSMP). Developed by the Ministry of Foreign Affairs together with private partners for the UN Climate Change Conference (COP15), the pro-tocol was updated to be in accordance with the ISO20121 Event Management standard.

The CSMP identifies five critical success factors that became the building blocks and differentia-tors of the approach to coordinate a more sus-tainable conference. For more detailed informa-tion please consult the CSMP whitepaper.

Guiding principles

• Accountability• Transparency• EthicalConduct• Respecttheinterestsofstakeholders• Respectfortheruleoflaw• Respectforinternationalnormsofbehaviour• Respectforhumanrights

The UN Global Compact was used as a compass and key tool in the procurement process

THECSMP FRAMEWORK

CSMP approach to sustainable event leadership

From the start of planning the Danish Government committed to organising the Danish Presidency as sustainably as possible. The Danish Foreign Ministry was given the mandate to centralise the logistical organisation of all meetings during the Presi-dency, with the Sustainability initiative being led by Andreas Clausen Boor, deputy logistics chief of EU2012.

The vision was to be the first Sustainable EU Presidency, with key goals to re-duce the cost, the direct environmental impact of the meetings, and to pro-mote practical solutions and the business benefits of making the Presidency more sustainable. Due to the financial crisis the Danish government had to allocate a smaller budget to the conference than was normal with other Presidencies.

LEADERSHIP

VISIONHave a clear understandingof what success looks like

PURPOSESDefine sustainability

philosophy to guide for proceess

COMMITMENTEnsure long term

management support

PRINCIPLESAlign with brandValues and shared principles

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STRATEGIC PLANNINGTo strengthen structure and rigour to the organisation process, the Ministry of Foreign Affairs chose to use the ISO20121 Specification for Sustainable Event Management.

Issue identification

Stakeholder groups were identified and regular meetings held to understand and document key sus-tainability issues. These were then considered when making the key goals and priorities.

Scope

The sustainability management system fo-cused on the logistics of the EU Presidency and the work of the event management team of 22 people. The content, result and communication of the meetings were not covered within the management system.

Interested Party Interest

MFA Event Team Healthy working environment

Gain ISO 20121 Certification for event management system

Local Community Non-disruption to normal daily life (transport + demonstrations)

Danish Ministries Make the Presidency as cost effective as possible

Effectiveness and quality of logistics venue and catering

Efficient logistics booking experience for Ministry events

Danish Tax Payers Reduce environmental impact of the conference

Cost and effectiveness of the Danish presidency

Legal Compliance

International Delegates Accessibility for the handicapped

Initiatives to improve the safety and wellbeing of delegates

Offer varied, healthy and cultural meal choices at conference venues, receptions and gala dinner

Danish Business Implement and promote Danish innovation and clean tech solutions

Reduce climate impact

Danish Meetings Industry Promote Danish leadership in event sustainability

Gain positive attention as a select sustainable event destination.

Be the first to gain ISO20121 Certification

Use the EU Presidency as a catalyst for sustainable change through Denmark

Identify and analyse key issues and risks: Social, technological, environmental and political

Define what areas are to be included in sustainability initiative

Create clear measurable targets and Key Performance Indicators.Use GRI and APEX for guid-ance

Determinate where you will focus your energy and res-sources to get the best ROI

Integrate vision, purpose, princi-ples and objec-tives into policy document and communicate with value chain

ISSUES SCOPE OBJECTIVES PRIORITIES POLICY

CSMP approach to Strategic Planning

Key Goals and Priorities

The team listed over 30 goals for the logistical organisation of the event. The top five priorities were:

1. Effective and cost efficient meetings logistics

2. Security for ministers and attendees

3. Achieve ISO 20121 Certification for event management system

4. Demonstrate Danish Cleantech solutions

5. Gain positive attention for Denmark as the leading sustainable event destination.

A detailed policy was developed for use as a key instrument in communicating the Presidency s sustainability commitment and goals to suppli-ers and sponsors.

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MUNICIPALY SERVICES

STAKEHOLDER ENGAGEMENT

Learning from the Climate Change Conference (COP15) held in Copenhagen in 2009, the min-istry developed an active stakeholder engage-ment plan to make the entire community feel involved in the success of the EU presidency.

Good stakeholder management involves taking a strategic view of the value chain to understand and leverage benefit from the organisations’ sphere of influence. The Presidency logistics team looked upstream and focus on suppliers and service providers, and downstream to focus on employees, clients, sponsors and partners

As depicted in this diagram, an organisations’ sphere of influence is strongest at the center and then weakens as the amount of administrative control becomes reduced. Hence the ministry had to de-velop a carrot (influence) and stick (control) approach.

Dow

nstr

eam

ValueChain

ControlInfluence

Ups

trea

m

Weak

Weak

Strong

Strong

Interested Party Type Organization How contacted

MFA Event team Staff MFA Employment process, daily discussions and directions

Suppliers Contractors Contracting process, on-going performance review and management meetings

Management MFA Employment contracts and daily meetings and review

Local Community Public Organization Copenhagen and Horsens Municipality

Regular meetings with vari-ous municipality figures

Danish Ministries Public Organization All Danish Ministries Invited for regular briefings on logistical aspects of the Presidency throughout the planning phase.

Danish Tax Payers Private citizens None Media, EU2012 Website

International Delegates

Public Organizations Foreign Ministries, Embassies

Formal Ministry channels, Embassy communications, registration site

Danish Business & Industry

Clean tech corporations

Danfoss DHLDanish Wind Industry AssociationSAS Scandinavian AirlinesKonica Minolta

Contacted regarding spon-sorship, regular contact while agreeing on the contract and regular management review

Meetings Industry Danish Sustainable Events Initiative

Monthly meetings, online portal

Danish business as-sociation

Confederation of Dan-ish Industries

Contacted regarding the involvement of Danish busi-ness and industry in the EU Presidency.

VENUE

EVENT AGENCY

EMPLOYES

CLIENT

SPONSORS

PARTICIPANTS

LOCAL GOVERMENT

OTHER SERVICES

EVENTORGANIZER

CSMP approach to engaging stakeholders

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OPERATIONAL INTEGRATIONThe team focused on integrating sustainability into all day to day operations. The APEX-ASTM guidelines were used as a reference throughout the event planning with focus on all nine areas. Tools were developed to support implemen-tation of standard operating procedures and teams were trained. Compliance to the event Sustainability Policy and support of the UN Global Compact were mandatory in all Supplier and Sponsor contracts. Performance was man-aged consistently.

Buildinga Sustainable

Culture

Education

Tools

Communication

StandardOperating

Procedures

GOVERNANCEISO Certification

The Danish Ministry for Foreign Affairs achieved certification to ISO20121. MCI Sustainability Ser-vices were hired to develop the management system for the EU Presidency and to train the team in its application. Performance and com-pliance of the event management system to ISO20121 was performed through a process of internal and external review. The sustainability team reviewed performance every month with a management review bimonthly. Certification company SGS were selected to provide external verification.

The SGS auditor met with the logistics team in October 2011 and undertook an initial gap analy-sis. The auditor returned in early 2012 to check the management system was in place, and then chose the most complicated meeting – the Financial Ministers meeting – to audit perfor-mance. Through this process the auditor iden-tified areas that needed improvement (such as documentation and internal audit procedures) that were later rectified by the Ministry. The full ISO documentation is available for review in request.

Event Management System Audit Plan 2011 2012

Assessor Aug Sep Oct Nov Dec Jan Feb Mar AprSustainability Team X X X X

Management (internal audit) X X X X

3rd Party Verifier (external audit) X X X

OPERATIONAL INTEGRATION

“The Ministry did a very good job and achieved their success with a very small team. They involved part-ners and venues from the start to deliver a very good sustainability performance using the minimum of resources. They proved their leader-ship credentials by being the first presidency to have done anything like this, and they did this not only by delivering a coherent, systematic approach to sustainability but also by verifying the system and the re-sults.”

Ana Inacio, SGS Auditor

TRANSPAR E N

C YACCOUNT B I L I T Y

StakeholderAdvisory

InternalManagement

TripleBottom Line

ExternalVerification

&Certification

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Transportation: energy and emissionsreduction- 100% venues selected were connected to public

transport with fast direct access to the airport via Metro.

- Bikes were supplied for all local transportation

- 100 renewable fuelled cars were provided for VIP transportation

- Route and schedule optimization reduced the use of VIP cars by 75 %

- CO2-neutral freight was provided and sponsored by DHL

- Green flights and CO2-offsetting was provided by SAS Scandinavian Airlines for delegates

- All local carbon emissions were offset. Delegate trav-el was not offset

E C O N OM I C P E R F O R MA N C E E N V I R O N M E N T A L P E R F O R MA N C EThe sustainability focus of the EU Presidency resulted in a saving of 300 Million Danish Kro-ner (DKK) equivalent to €40 Million. The to-tal cost was approximate 200 Million DKK, which compared to approximately 500 million DKK for the Swedish Presidency held in 2009. The costs savings were achieved by:

- Careful meeting design to reduce and consolidate the number of meetings. Manpower, resources and build costs were reduced through the organization of back to back meetings

- Focused procurement to consolidate meetings to only three venues and hire exclusively to only three venues and rent for prolonged consecutive periods to reduce installation costs

- Reducing the consumption of resources such as cars, merchandising, gifts, bottled water

- Engaging corporates to showcase sustainable tech-nology as sponsored items (ie cars)

Based on the issue identification and stakehold-er analysis, the Ministry developed a strategy to reduce negative impacts and stimulate innova-tion. These are summarized below using the APEX-ASTM framework:

Venue: waste, energy and emissions reduction - Venue certification was a key priority. The Bella

Center had already achieved Green Key Certification for COP15, but the Forum Horsens and the Eigtveds Pakhus in Copenhagen were not certified at project inception. They were lobbied to get certified which resulted in them achieving the Green Key during the Presidency

- Energy saving thermostats were sponsored and in-stalled by Danfoss

- Waste was diverted to sixteen streams for compost-ing, reuse and recycling. Food waste was transported directly to local bio-gas plant and then converted into energy for Danish households

- Carpets used were made from corn to help reduce CO2 emissions

Food and beverage: Conservation, water, waste, energy and emissions reduction

“The budget restraints and com-plexities involved with organizing so many diverse events required a smart, efficient and flexible event management system. The ISO 20121 standard helped align the sustain-ability goals with practical business processes in a sensible and practi-cal way. The ISO20121 standard and our CSMP approach saved us money while enhancing the quality for which Danish events are known.” Andreas Clausen-Boor, Head of Logistics for the Danish Ministry of Foreign Affairs

- Bottled water was banned at the meetings – only tap water was used

- Ceramic plates and real silverware were used at all times. Optional disposable cups were sourced from biodegradable material

- No cut flowers were used: Only reusable decorations

- Organic and local food was used in all menus with no additional cost

- 60% of food came from local suppliers (300 kilometres)

- 100% dairy products were provided from organic Danish farms

- To support local conservation, honey was sourced from local beehives on the roof of the Bella Center

Accommodation: water, waste, energy and emissions reduction- 100% of hotel rooms selected and used were eco-

certified

Marketing and Communication: waste re-duction and purchasing- Delegate badges and lanyards were recyclable and

were reused

- A no conference bag and restricted gift policy was implemented: 87,000 notepads and 77,000 pens were sourced sustainably

- All paper used was eco-certified 100% recycled paper Chefs at the venues were engaged to provide Fairtrade,

Local, Organic, Seasonal and Sustainable Food.

Delegates were encouraged to use the free bikes

The only gift was a sustainably sourced necktie and scarf

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“An important lesson was that demanding sustainable products and policie from our suppliers made sustainability a competition parameter. This meant that we got sustainable products without having to spend more money. In fact, our focus on sustainability has reduced the overall cost of the presidency.”

Andreas Clausen-Boor, Head of Logistics for the Danish Ministry of Foreign Affairs

CERTIFICATION AS A DRIVER OF CHANGEThe Ministry of Foreign Affairs included certi-fication as a core element of supplier selection and management. The Danish Meetings Industry is a global leader in promoting eco-certification. Under the active management of the HORESTA (The Danish Hotel and Restaurant Association), the number of certified business has doubled

Tap Water Presidency

Bottled water was banned throughout the Presi-dency. No bottled water was used at any of the meetings to reduce environmental impacts and save money.

The caterer at the Bella Center - EUREST pro-vided sustainable menus at no additional cost. Their menus were based on seasonal ingredients with 60% of food from local suppliers (300 kilo-metres). 100% of dairy products were procured from organic Danish farms and honey produced from local beehives on the roof of the Bella Center.

Showcase new technology

The Presidency was used to showcase sustain-able technology as an integral part of the logis-tical implementation of the Presidency. Partner-ships were created with organization focused on Cleantech solutions:

- The wind turbine industry provided green power

- Danfoss provided the conference centres wit energy-saving technology

- SAS Scandinavian Airlines sponsored CO2-off-setting of international flights, and speeded up their implementation of Green Flights

- DHL supplied CO2 neutral freight services.

Making Copenhagen Buzz with Life

A great example of transformation, is the Bella Center. Since the UN Climate Change Conference (COP15) in 2009, the management team and staff have continued to improve their social and environmental sustainability plan. Building apon their membership of the UN Global Compact and GreenKey Certification, one of their key objec-tives is to reduce CO2 emissions by at least 25 per cent by the end of 2015. In 2013 their emissions have already been reduced by 21.1 per cent.

In addition to strict waste management, energy efficiency and eco- responsibility initiatives, the Bella Center has developed a strong focus on so-cial responsibility. They were the first company to support the social enterprise Bybi (Urban Bees), which has seen the installation of Bee Hives that support over one million bees at Bella Center. Bybi trains and integrates disadvantaged mem-bers of the community from ethnic minorities, people with mental health problems and home-less people to produce honey, which is now used and sold in the adjacent Bella Sky Comwell Hotel.

since 2009. Today 6 conference centres, 63% of Copenhagen Hotel rooms and 45% of all Danish hotel rooms are certified with either Greenkey, ISO14001, EU Flower or the Nordic Swan.

We are aGreenHotel K

EY

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CARBON EMISSIONS OFFSETTING

LOCAL CARBON EMISSIONS

BENCHMARKINGPROCESS PERFORMANCE

The calculation includes all flights taken with Scandinavian Airlines. Unfortunately the flights on other airlines were not measured and are an-ticipated to be a significant addition to the cal-culation. The failure to accurately collect flight information was identified as a process issue which needs to improve for future projects.

For context, the 10268 tons of CO2 emissions equal to the annual emissions of 1290 people in Denmark, 7741 people in India or 630 people in the US (Source US CDIAC).

Scandinavian Airline sponsored the offsetting of all carbon emissions resulting from the 2562 flights taken on their airline during the Presi-dency. 585 metric tons of carbon credits were purchased in two certified renewable energy projects in Turkey.

The MeetGreen® calculator was used as the sys-tem to evaluate the performance of the event management system. The European Union Pres-idency logistics team achieved an average score of 65% of a possible maximum of 100% for all the meetings organised within the Presidency. This score places the event within the top one third of events in the MeetGreen® database. This is an excellent achievement considering the number of events.The two charts below shows how the Presiden-cy compares to other leading sustainable events, and how each component of the event contrib-uted to the overall score in the MeetGreen® cal-culator. In the future it would be good if other Presi-dencies could be benchmarked in the same way.

Source Metric Tons CO2e

Venue electricity 9666

Hotel rooms nights 460

Food and beverage 38

Vehicles (transfers) 104

Total 10268

Venue electricity 94%

Hotel rooms nights 5%

Vehicles (transfers) 1%

Oracle OpenWorld 2012, San Francisco

100%

100%

90%

80%

70%

60%

50%

40%

30%

20%

10%

0%

2012 Danish Presidency,

Copenhagen

2010 Global Compact Leaders

Summit, New York

2009 UN Climate Change Conference,

Copenhagen

2011, European Wind Energy Conference,

Warsaw

Average Audited Event

Accom

modat

ion

Des

tinat

ion

Mee

ting V

enue

Tran

sport

atio

n

Food & B

ever

age

Comm

. & M

arke

ting

Audio

visu

al

Oth

ers

Ons

ite O

ffice

Local GHG EmissionsMetric Tons CO2e

Audited EventSustainability BenchmarkingUsing MeetGreen Calculator

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PROJECT RESULTS•ISO20121 Certification: Working together the

consortium fully supported the Presidency’s sus-tainability initiatives and significantly helped the Ministry to finance and achieve ISO 20121 certifica-tion.

•Community Portal: A website was developed in order to share Danish and global best prac-tice and experiences about event sustainability www.sustainableeventsdenmark.org

•Educational videos: Four short and dynamic videos were created to profile best practice and inspire greater sustainability action.

•European Sustainability Conference: In part-nership with the Green Meeting Industry Council, the DSEI partners organised the first European Sustainable Events Conference in Copenhagen on the 6th and 7th September 2012 at the Bella Center. This meeting of sustainable minds attracted over 100 attendees to share best practice and learnings. Speakers and attendees came from 19 countries.

•Danish Sustainable Events Roadshow: On 22nd Novermber 2012 seminars were held in Aarhus and then Aalborg for the local meetings industry. Attracting 62 business leaders the educa-tion program raised awareness about the business case for sustainability and the opportunities cre-ated through collaboration.

•Production of this document: A full sustain-ability report of the EU Presidency is being finalised and will be launched in March 2013.

SOC IAL LEGACY-COMMITMENT TO CHANGE

COLLABORATIONTO ACCELERATE CHANGE

From COP15, political and meetings industry stakeholders discovered how large events can be catalysts for sustainable development. With the EU Presidency, the Danish Ministry of For-eign Affairs and leaders from the Danish meet-ings industry partners realised that they once again had a superb opportunity to leverage a large meeting to accelerate change and continue to improve the sustainability of the Danish meet-ings industry

In January 2011 the Danish Sustainable Events Initiative (DSEI) was born. Project partners in-cluded The Danish Ministry of Foreign Affairs, VisitDenmark, SAS – Scandinavian Airlines, HORESTA (The Danish Hotel & Restaurant Asso-ciation), VisitAarhus, VisitAalborg CVB, Inspiring Denmark, State of Green (Government Clean-tech initiative), City of Copenhagen, Bella Center Copenhagen, Wonderful Copenhagen Convention Bureau and MCI. MCI Sustainability Services were the project consultant and facilitator.The DSEI vision was to use the EU Presidency to inspire sustainable development through cer-tification, greater collaboration and innovation while increasing the competitive positioning of Denmark as a leader in sustainable events.

“Sustainability is a business impera-tive that we all understand. It’s about good business and creat-ing better communities. We rec-ognize that only through collabo-ration, including the sharing of best practices and expertise, will we improve performance of our organizations for the benefit of our clients and our communities. This is why the Danish Sustainable Events Initiative project was a com-mendable success”

Steen Jakobsen, Convention Director, Wonderful Copenha-gen Convention Bureau and board member of ICCA and GMIC

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C O N C L U S I O N S : B E T T E R M E E T I N G S T H R O U G H S U S T A I N A B I L I T YLeadership: The Danish Foreign Ministry Logistics team took a bold and leadership ap-proach to organise the first Sustainable EU Presidency. They were the first organisation to gain ISO20121 Certification in the world; however what makes this a great achievement is the scale and breadth of the project. With over 100 high level meetings following the ISO protocols, only the London Olympics can rival the ambition and achievement of this project (at time of going to press.)

Cost-savings: With savings in excess of €40 Million, this sustainability initiative demonstrated that a large-scale high-level project, such as the EU Presidency, can be organised sustainably and at a lower cost. However sustainability principles needs to be integrated from the very first mo-ment of meeting design and planning.

Power of standards: By following the ISO20121 process and using the APEX-ASTM standards, the Danish Government demon-strated that standards are a powerful tool in the development and implementation of a sustaina-bility strategy. They helped structure a strategic approach, provided guidance and allowed event organisers to demonstrate accountability, trans-parency and professionalism.

“The EU Presidency catalysed us to work together and form the DSEI Col-laboration. As a result we have seen an increase in awareness levels, certifi-cation and action about sustainability in the Aarhus meetings industry.”Kristian Rødbro, Project Manager. VisitAarhus Convention Bureau

“The meetings industry has been asking for practical examples of creat-ing better events through sustainability. With the EU Presidency we have worked together to show leadership and catalyse action. This time we have demonstrated how event organisers can not only integrate sustainability into large meetings but also into a group of smaller conferences. And most importantly we have dispelled the myth that it does not have to costs more.”Markus Diefenbach, International Marketing Manager, VisitDenmark

“I am very proud to have worked on this project. Its mindblowing and inspir-ing to see such commitment and collaboration from public authorities and private companies.”Guy Bigwood, MCI Group Sustainability Director and DSEI Project Director

Legacy: The efforts of the Danish meetings industry to form a collation and the Danish Sus-tainable Events Initiative, have powerfully lever-aged the government investment in the Danish EU Presidency to catalyse and advance change not only in Copenhagen but throughout Den-mark: Businesses such as Bella Center and Fo-rum Horsens and entire communities are now championing certification to achieve business benefit and competitive advantage.

Global Impact: The project partners have passionately shared their experiences and learn-ing to support the sustainable development of the global meetings industry.

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Focus Area Goal KPI ResultGood governance Create an organisation to make the Danish presidency

cost effective. Show lower total cost for EU Presidency than was incurred for Swedish EU Presidency held in 2010. A central logistics unit was established within the Ministry of

Foreign Affairs enabling economies of scale, cost synergies and an effective utilisation of resources. Number of meetings were reduced

Reduce budget for venue and event logistics Contract space for a duration of 3 months at 2 separate venues willing to commit to sustainable supplier criteria. Show lower total cost per accredited delegate, adjusted for inflation.

Events organised in three conference venues back to back. Costs for rent and event build-up and dismantlement were significantly reduced.

Reduce cost by using sponsorships Secure a minimum of 2 sponsorships for services which bring a combined savings value of 200,000dkk Sponsorship provided for limousines, flat screen TVs, photocopy machines and representation services.

Reduce cost and waste created by the giving of gifts Spend equivalent of 100,000dkk less than was spent during 2010 EU Presidency Sweden for same line item Reduced gift policy implemented: Only the traditional presidency tie and scarf were given to delegates and a special gift for VIPs.

Legal Act according to national law Reduction of 100,000DKK in spending compared to 2009 Swedish EU Presidency No fines incurred

Diversity and social inclusion

Offer cultural meal choices 1 (min) vegetarian option offered each mealSatisfy 100% of all special food requests

Vegetarian, allergy sensitive, no alcohol and no pork menus offered at all meals

Working environment Offer a healthy working environment for the delegates 500 total runners tracked by Running Cph from Jan to Jun Achieved

100% of hotels offer bicycle options All hotels offered bikes for the delegates

Ensure a healthy working environment for staff. 50 total training hours completed by MFA logistics staff Achieved through Staff Development Talks, Massage, Fruit, Compe-tency development, Project Management Course, Office Seminars, Social Events

Accessibility Create a handicap friendly environment 1 (min) documented meeting with representative from Danish Handicapped organization Achieved through co-operation with Danish Handicap organisation and conference venues. No complaints about access from delegates

Use of resources Offer fully organic meals Minimum of 1 organic menu package offered at each main venue from which Ministries may choose. Achieved. Line ministries could choose a fully organic meal option

Source catering products locally 50% of total products served will have been produced in an area not farther than 350 km from event venue Achieved

Use environmentally friendly paper 100% of all paper purchased and distributed by MFA print center during EU Presidency will be Nordic Swan certified Achieved

Environmental Impact Reduce food service waste 85% of all meals served will be with durable dishware and utensils Achieved

Reduce environmental impact in hotels 85% of all hotel rooms purchased will have certification with Green Key, Nordic Swan or ISO 14001 Achieved

Reduce environmental impact at conference venues All three venue to have 3rd party eco certification by June 2012 Achieved

Conference to be powered by 100% wind power as evidenced through Danish Wind REC program Achieved

Climate Change Use climate friendly transportation 100% of hotels to offer MFA-developed public transport info guides and maps on check in Achieved. Estimated 30% of local travel was on public transport

Use climate friendly transportation 70% of all VIP trips to be via late technology alternative fuel vehicles Achieved

Communication To set an example as a sustainable EU Presidency Achieve third party ISO2012 certification of MFA event management system Certification achieved June 2012.

Show case Danish Cleantech initiatives Find 2 sponsors and demonstrate their technology during EU Presidency Clean tech sponsorships to implement solutions at conference venues

Create a consortium to expand sustainability legacy of presidency within meetings industry

Minimum of 10 public and private meetings industry organisations to form a private public partnership 12 public and private organisations created the Danish Sustainability Event Initiative

Supply Management Integration of sustainability in all contracts 100% of all contracts signed by EU Presidency event suppliers to include commitment to principles of UN Global Compact

Global Compact principles integrated into all supplier and sponsor-ship contracts.

a p p e n d i x : P E R F O R M A N C E A G A I N S T O B J E C T I V E S

DANISH PRESIDENCYOF THE COUNCIL OF THEEUROPEAN UNION 2012