Materials & Communication | Copenhagen Convention Bureau

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How high are your ambitions?

To support your efforts in working with materials and communication, we have put together a list of key actions to take. Consider these a starting point. A guide, and not a final checklist. It is meant to get you started on building your own list of actions and help you meet your sustainability ambitions.

High ambitions

If you have high ambitions in Materials & Communication you can commit to the following:

Communicate clearly at sign-up, on your website and in the event materials the event’s sustainability ambitions and what is expected of participants.
Keep printed materials to an absolute minimum throughout the event and instead using and establish digital formats and platforms for organiser and participant communication and materials.
Rent materials instead of buying wherever possible.
Use suppliers with a clear sustainability strategy and if possible with a 3rd party sustainability certification and a sustainability management system and embedded in supplier contract.
Don’t accept any physical merchandise or gift-bags from organisers or partners.
Provide clear participant guidance around sustainable behaviours including recycling and climate friendly food options, in all event spaces and areas.
Use only bio-based materials when packaging.
Work with suppliers supporting or incorporating circular business models.
Set goals, targets and KPI's, and measure them.

Medium ambitions

If you have medium ambitions in Materials & Communication you can commit to the following:

Communicate clearly at sign-up, on your website and in digital materials about the event’s sustainability ambitions.
Significantly reduce printed materials. Organisers should only use and establish digital formats and platforms and encourage partners and participants to limit use of printed materials.
Rent materials instead of buying wherever possible.
Use suppliers who have a sustainability certification.
Don’t have gift bags and only provide sustainably sourced and produced merchandise.
Have all badges collected as well as all unused material must, as a minimum, be recycled.
All printed and produced materials must be designed and created to be reused after the event.

Modest ambitions

If you have modest ambitions in Materials & Communication you can commit to the following:

Include information about the event’s sustainability ambitions and targets on the event website.
Reduce printed materials by using digital platforms as much as possible.
Reduce gift bags and commit to prioritising sustainably sourced and produced merchandise.
Give sustainable gifts to speakers.
Rent materials instead of buying wherever possible.
Have all badges collected and recycle as much unused material as possible after the event.

Accounting for 3,8% of global gas emissions and with only 9% of all plastic being recycled, 11 million metric tons end up in the oceans every year (I MEX Group, GDS-Movement & Marriott International, 2020). As such, the materials and resources used by an event leave a tangible and physical impact. If managed correctly an event can be an active part of a circular society. On the other hand, an event can also lead to large amounts of plastic and leftovers going directly to waste; a scenario no event wants to be associated with today. Key questions to ask yourself are:

Are you considering each handout, poster, gift bag and piece of merchandise and asking yourself whether it is truly needed? Or if it could be done digitally or in other alternative ways?
Do your participants or audience members need physical materials? Can you encourage them to bring their own bottles, pens and paper?
Is everything you have produced for your event being handled responsibly after the event has taken place?
Do you for instance know what will happen with your stage design or other materials produced only for your event, once it’s over?
Can the core materials at the event be produced sustainably?

Working with Copenhagen on communication and promotion:

When looking to find the right way to communicate and promote your event in a sustainable way, Wonderful Copenhagen and local partners can provide inspiration, insights and materials to support your ambitions. Examples are:

Free use of the Copenhagen Media Center, where you can download high quality photos and films to promote your event digitally.
Easy access to sustainable venues that can support your Materials and Communication sustainability ambitions. Go to Copenhagen Meeting planner Guide and browse for venues and hotels with sustainable credentials and commitments.
Inspiration and ideas from events and conferences in Copenhagen that can serve as a model. Find four inspirational cases here: Roskilde Festival, UIA 2023, Tomorrow Urban Travel 2019 & C40 World Mayors Summit.
CVB assistance in liaising with relevant media stakeholders to help raise awareness around sustainable initiatives.
Have your conference or event promoted at the CVB online calendar and potentially at the CVB LinkedIn page. Conditions apply.

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If you have any questions or problems, please do not hesitate to contact the CVB team at cvb@woco.dk

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