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Sustainability – how ‘green’ is your conference venue?

CSR is a hot topic at the moment and every day there’s something on the news about greater environmental responsibility. There’s a trend for sustainable venues to attract more business than those that haven’t incorporated new features and venues are now realising that the need to incorporate ‘green’ design in to their way of life, for example switching to LED lights, using water dispensers instead of bottles and cutting the plastic. For an event organiser, it is difficult to hold a sustainable event without the help of the venue and they are asking more questions about the venue’s recycling policy, disposal of food waste and sourcing of local products.

Check the standards

If you are looking for a venue that actively works toward sustainable practices, check whether it is LEED or ISO 20121 certified.

LEED, Leadership in Energy and Environmental Design, is the most frequently used organisation to certify the ecological sustainability of buildings.

ISO 20121 sets environmental guidelines and monitors compliance within the events industry.

Increasingly venues are taking the following steps to become more sustainable:

  • Using renewable energy to power buildings
  • Compensating for emissions with carbon offsetting
  • Using their roof to generate solar power
  • Installing a ‘green roof’ and install beehives
  • Harvesting rainwater and recycling grey water
  • New buildings sourcing local materials to reduce their carbon footprint

Transport

Transport accounts for a high percentage of an event’s CO2 emissions, but there are some steps you can take to reduce it.

  • See if electric or hydrogen-powered buses are available for moving delegates around
  • Use hotels and venues that are linked to public transport systems or are within walking distance of each other
  • There may be a discounted travel card which gives delegates use of the public transport system

Renewable energy

Solar power is one of the fastest growing forms of green energy and many venues have large roofs that can hold solar panels. As well as generating electricity, there are also systems for heating water by using solar systems.

A venue with ample natural daylight will use less power than one that needs lighting everywhere and is generally more pleasant for attendees.

Gardens and open spaces

Increasingly venues are using their rooftops and garden areas to grow their own produce for the kitchens. They can’t be completely self-sufficient but cultivating their own vegetables has started the process and more venues are now sourcing from local suppliers and reducing the environmental impact of food miles. Installing beehives gives the venue the option to supply local honey and encourage endangered bee populations.

Venues are also finding that planting a green roof can reduce the rooftop temperature and therefore reduce power used in air conditioning the building.

Reducing the use of water

Collecting rainwater collection and reusing waste water is frequently found in conference venues, whether that is for use on plants or to flush lavatories. Most venues now have sensors on taps to turn them off and limit the use of water.

Sustainable catering

You might have to use the venue’s caterer or may be able to use your own, but you can check the catering to avoid unnecessary waste and try to plan meals using seasonal local produce.

Fish and meat can be sourced from suppliers who use accreditation schemes, such as the Sustainable catering Marine Stewardship Council and Red Tractor Scheme in the UK. Fairtrade products, particularly drinks are also available.

Minimise individually packaged food and drink items – for example by providing milk or cream in jugs rather than individual plastic cartons, and use reusable crockery, glassware and cutlery. It is now possible to bottle water onsite and provide glasses, rather than using plastic bottles.

Many venues publish their environmental policies or are happy to make them available to event organisers. They will help clients, suppliers and partners to minimise the impact of their activities on the environment and follow sustainable practices.

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Global Destination Sustainability Index releases 2019 results

The Global Destination Sustainability Index (GDS-Index) has published its 2019 rankings, which revealed Glasgow as one of the top five cities for its commitment to sustainable business tourism.

The GDS Index was launched in 2016 and promotes responsible business tourism best practice. Its data analyses 60 cities based on four key criteria:

  • Environmental strategy and infrastructure
  • Social sustainability performance
  • The strategy of the host city’s convention bureau
  • Industry supply chain support

The full list can be viewed below:

Glasgow aims to become the UK’s first carbon neutral city by 2030. The Scottish Government has set a net zero emissions target for Scotland by 2045.

It has also hosted 25 energy, sustainability and carbon reduction related conferences in the 2018 and 2019 financial year, which has increased the city’s economy by nearly £8m.

Glasgow’s ranking recognises the ‘People Make Glasgow Greener’ campaign, which launched by the Glasgow Convention Bureau in 2017.

The campaign identifies the city’s sustainable businesses and aims to simplify the process of organising a sustainable conference in Glasgow.

Aileen Crawford, head of conventions, Glasgow Convention Bureau, said: “Glasgow’s ambition is to be at the forefront on climate action and we are determined to become the UK’s first carbon neutral city by 2030 and a world-leading centre for sustainable policy and innovation.

“Glasgow is home to some of the world’s biggest energy companies and we’re internationally recognised as having one of the healthiest and most diverse energy industries globally; particularly in terms of low carbon industries, which has had a hugely positive impact on the volume of conferences that we’re attracting in these sectors.

Kathleen Warden, director of conferences sales, SEC, said: “This is fantastic news for the city, and we are proud to play a key role in helping to position Glasgow as the world’s 4th most sustainable conference destination. At the same time, being named a finalist for the GDS-Index’s Leadership in Sustainability Award is testament to our ambitious goals as a city.

Guy Bigwood, managing director, GDS-Index, said: “Glasgow as a meetings and events destination has made a significant jump in sustainability performance in 2019. We are delighted to see that a UK city has risen to number 4 in the Global rankings and has a strong strategy to develop even further. Glasgow is in the first division of pioneering cities that is defining what sustainability leadership stands for.”

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Experience the delights of Dublin

The Doyle Collection are offering a fantastic opportunity for Agents to experience the delights of Dublin. This is a mixed MICE agency FAM trip and they have two spaces available for next weekend.

The River Lee and The Croke Park have under gone huge renovations in the last year so well worth seeing.

Flights and transfers are also included.

See the agenda below and if you’re interested, contact Danielle Argent, Global Account Manager MICE for The Doyle Collection.

Friday 8th November

Arrive in Dublin for latest 12:00pm

Afternoon activity with Croke Park Stadium

Evening dinner at The Croke Park

Head into town for an evening event – TBC

Saturday 9th November

Breakfast at leisure

10:00 Coach pick up

Stop off at Guinness/Jameson distillery

Take train to Cork

14:00 – Check in to The River Lee in Cork

Cork foodie trail

Leisure time

Pre theatre drinks

Night at The Opera house – Swan Lake Ballet

Sunday 10th November

Breakfast at leisure

Departures

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Most competitive convention destination revealed by ICCA

Competitive Index 2019 for global cities hosting meetings and events ranks them by features such as infrastructure and costs.

Paris has retained the top spot in ICCA’s rankings of the most competitive destinations for international conventions. 

Barcelona has moved up one place from its 2018 ranking to second place, while Singapore has jumped three places from sixth to third. Washington has gone the other direction, dropping from second to seventh place.  

ICCA has worked with convention industry consulting firm GainingEdge on the second annual ‘Competitive Index’ of international convention destinations. This year’s edition extends the listing to the world’s top 103 cities – those which have hosted 82 or more international conventions over the past three years as reported by ICCA. 

This year’s report also includes a ‘fair share’ analysis of a destination’s business levels. 

“We think this analysis will help destinations to gain insights into where they are and whether they should be in market share building mode, or market share protection mode,” said GainingEdge CEO, Jon Sivertson. 

“If you are below fair share there are probably reasons for that. For instance, if your competitors have better financed bureaus, it provides you with a business case for increased resources. If you are above fair share, the message should be that you need to avoid a downside risk. You are only there because you are taking some of your competitors’ share, and if they get it back, you lose.”

Most competitive global destinations for conventions

CityScore
1Paris741.4
2Barcelona708.8
3Singapore706.8
4Tokyo694.1
5New York691.2
6Beijing672.2
7Washington DC668.2
8San Francisco664.6
9Boston661.3
10Chicago660.9
11Hong Kong653.4
12Kuala Lumpur647.7
13Berlin646.6
14Toronto642.8
15Amsterdam641.4
16London635.4
17Istanbul635
18Bangkok627.3
19Milan615.2
20Seoul604.3
21Madrid601.5
22Frankfurt600.4
23Shanghai600.2
24Vienna599.6
25 Chinese Taipei 596.1

(The full index covers 103 international cities)

The index compares the strength destinations by assessing features such as infrastructure (meeting venues, hotel stock and facility package, international accessibility and logistics), competitive factors (scientific community strengths, destination appeal and costs), as well as macro indicators (market size, economic strength, business environment, and social conditions).

You can download the full ICCA report here.

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New technology we can expect from large event venues

The environment for an event can make or break it and we all want to select a venue with the ‘wow’ factor and technology to be able to create a unique environment for our attendees. Venues are now realising that large multi-use spaces need to be versatile to enable event organisers to deliver their own experience. Flexible layouts, dynamic intelligent light systems, bespoke sets, wrap-around and high-definition video walls allow us to create a virtual environment to set the tone and mood of the event. But at the same time, we need the set build and production to be as quick and easy as possible to keep the event costs down.

The elements to look for in a ‘smart’ venue include:

  • A large flexible space, with movable walls and no pillars
  • Good noise insulation, so there is no disturbance from outside sources
  • Enough space and ceiling height for customised set design
  • Immersive digital environments from wrap-around screens and high-definition screens
  • Intelligent lighting so that the mood of the room can be changed quickly
  • Secure charging stations for mobile devices
  • Secure and speedy wifi everywhere
  • Good supply of electrical sockets

Projection

The quickest and easiest way to transform event space with a LED video screen, if it wraps around the room this can create an immersive experience, which can be changed throughout the event. The more wall space you use, or by projecting on to a domed ceiling you’ll be able to transport attendees to a place of your choice.

Digital holographic technology can be used to create the illusion of a 3-dimensional object or person appearing at your event. This could be anything from a simple projection to real-time streaming. If your keynote speaker can’t attend, have him there as a hologram instead! This technology is particularly good for engaging the audience and launching new products.

Lighting

‘Intelligent lighting’ can create complex effects, with variations of colour and brightness, as well as having automated or mechanical abilities. Some systems have hundreds of colours and degrees of intensity and it can be used to create a change of atmosphere at different stages of the event. It’s particularly useful if the same space is being used in the day and evening, to change the environment.

Check for chandeliers, these are more likely to be found in a hotel rather than a large conference/exhibition venue. But if they need to be removed, is there a charge? Or can they be retracted in to the ceiling?

Event space

Venues with large pillar-free spaces and movable walls not only allow organisers to be more flexible with the layout of the space and use larger screens but can also allow movable walls to be used to change the layout on different days of the event. The type of movable wall needs to be checked to find out how long they take to install, how noise-proof they are, whether they are fixed in grooves or can be fitted in any position and whether they have a seal with the ceiling.

Structural changes

Some venues are able to change the structure of the room from a purpose-built theatre, with tiered seating to flat floor. Usually this works by raising the tiered seating in to the ceiling, leaving a flat floor below, which means that the space can be transformed from a conference room to a dinner venue quickly and easily. As long as there is enough time, this saves on the cost of hiring a second room for the evening.

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Experts Eye: Santiago Bernabeu Stadium, Madrid

Looking for some inspiration of a venue in Madrid? Paula Calton, Business Development Director at Trinity Event Solutions, looks into what Santiago Bernabeu Stadium has to offer.

As Spanish record champions and 13 -time winner of the UEFA Champions League Real Madrid is one of the biggest and most successful football clubs.

The unconditional winning mentality and the excellence demanded are also reflected in its Santiago Bernabeu Stadium, and event planners can use it and enjoy that energy and atmosphere for Corporate events.

Two unique options for events in Madrid are the Santiago Bernabéu Stadium and Real Madrid City. Offering over 20 meeting rooms, including accommodating between 2 and 80,000 people the Real Madrid venues are a perfect combination of innovation, exclusiveness, flexibility and imagination, which alongside their fantastic location and a delicious gastronomic offer, make them the ideal setting for all types of events.

Concerts, private matches & sport experiences, gala suppers on the pitch, team building activities or conferences/meetings, everything is possible in this singular space, which has national and international appeal. Events can also include a tour of the Bernabeu one of the most visited museums In Spain, providing fascinating information on the history of the club and its players.

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Make it Edinburgh launches new campaign

Edinburgh’s business tourism sector has launched a crowdfunding style appeal to extend the city’s digital campaign, ‘Make it Edinburgh’.  

The campaign aims to attract event and conference organisers before and after the new Brexit deadline, which is currently pending as 31 October 2019, or 31 January 2020 if an extension is granted. 

‘Make it Edinburgh’ also promotes the city’s following sectors: technology, life sciences, creative industries, food and drink, renewable energy and financial services.

Within the first twelve months, the campaign delivered an 87.6% increase in traffic to the Convention Edinburgh’s website, which is dedicated to promoting the city as a conference, meeting and event destination. As a result, the website generated 147 new business enquiries.  

The campaign was also funded by six flagship campaign partners: Marketing Edinburgh, Edinburgh Hotel Association, Edinburgh Airport, Edinburgh International Conference Centre, Royal College of Surgeons of Edinburgh and Edinburgh Tourism Action Group. The collective sum of £40,000 was then match funded by the VisitScotland Growth Fund.  

Amanda Ferguson, head of business tourism at Marketing Edinburgh, said: “In the midst of great political uncertainty, there’s never been a more crucial time for the city to come together. That was always our intention for the Make it Edinburgh campaign – to solidify our position throughout and after the Brexit deadline in March earlier this year. 

“Unfortunately, as that date has been extended, we need to continue our efforts to promote Edinburgh as a world leading destination to host conferences and business events. Strength in numbers will help us do this, hence the call for local businesses to pledge their support.”

Carina Contini of Contini Restaurants and Events, said: “With Brexit looming, it’s important that businesses in Edinburgh rally together, and the Make it Edinburgh campaign presents a great opportunity for us to take positive action. The business tourism market is a huge asset to the city and driver of business for us and we’re keen to see that continue.”

Neil Ellis, chair of the Edinburgh Hoteliers Association, said: “The benefits of conferences and business events for the city go beyond economic value. We’ve already seen a huge influx of investment from global hotel brands keen to tap into Edinburgh’s thriving market – Virgin Hotels, Yotel, InterContinental, putting us on the map as the number one hotspot for hotel investment in the UK. 

“This is an allure for meeting and event planners, but it also benefits local residents; first-class meeting facilities and co-working spaces for business and great restaurants, bars and spas for leisure.”

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Social media: our guide to before, during and after your event

Which social media channels should you use? The best thing is to use all of the ones that you think will reach your target audience and tailor the messages to the audiences on different channels. You’ll quickly find out which ones work best for your event and after an initial campaign, you’ll know which ones to focus on. Don’t disregard Pintrest which has 250 million active users every month.

The objective is to make your event a great experience for attendees from beginning to end and to achieve that you’ll need to be creative.

Here are our tips for social media activity before, during and after the event.

Before the event

  • Create a unique #, or if it is a repeat event continue to use the previous one to maintain momentum and pick up previous attendees
  • Make your social media schedule available to everyone, so that they know what is going on and like, share etc, to get your message to as many people as possible
  • Consider if it would help to work with an influencer, who can endorse your event and bring it to a wider audience
  • Boost posts – look at what’s working and target that audience
  • Create a Facebook Event page
  • Share good content – a constant drip feed of information works well

Content

  • Tailor content to each platform
  • Tell everyone what’s new and why they should attend
  • Publish interviews with speakers
  • Become a guest on a relevant podcast
  • Use videos, particularly with speakers, particularly if they have controversial views
  • Do something different to attract attention

During the event

  • Run a social media contest to get everyone involved and active
  • Feature interviews with speakers
  • Use testimonials from attendees and quotes from speakers
  • Carry out live podcasting
  • Publish photos of the day
  • Post a video recap of the day

After the event

  • Publish testimonials from attendees
  • Use comments, responses and answers to questions from speakers
  • Post an event podcast
  • Circulate a video of the event and round up of photos

Throughout the process it’s a good idea to monitor Return on Investment. You’ll be able to see what has worked and what hasn’t ready for other events or if you are repeating this one at a later date. Eventbrite’s research has shown that 30% of people who watch a livestream of an event will attend the same event the following year, so it’s well worth incorporating some live streaming in your activity.

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VisitBritain flagship event MeetGB to be held at ICC Wales in 2020

VisitBritain’s flagship annual business event MeetGB is set to be held at the Celtic Manor Resort and the recently opened International Convention Centre (ICC) in Wales in April 2020.

Registration for the event is also now open for international buyers and UK business event suppliers.

MeetGB, being held from Wednesday 22 to Friday 24 April 2020, is set to host up to 90 international buyers from Europe and North America who will meet and do business with 80 industry suppliers from venues, hotels, destinations and incentive experiences across the UK.

Tourism minister Helen Whately said: “We have a thriving events industry and I’m delighted that next year’s MeetGB conference will be hosted by ICC Wales. This will be an excellent opportunity to showcase the best of the UK and help us develop new global relationships, boost trade and investment across the country.”

VisitBritain chief executive Sally Balcombe said: “MeetGB has been created with global buyers in mind to highlight the breadth and quality of the UK’s business events industry. We are delighted to be bringing our flagship event to the new ICC Wales, a shining example of the high-calibre, world-class conventions, events and meetings venues the UK has to offer.

“MeetGB also gives UK suppliers and destinations the opportunity to promote their products on an international scale, forging valuable business relationships that will drive more international MICE events right across the country, boosting local economies.”

ICC Wales and Celtic Manor Resort chief executive Officer Ian Edwards said: “We are honoured to be hosting VisitBritain’s flagship event for the business events industry. With the doors opening to ICC Wales, our £83 million venue, just last month, we have already seen thousands of visitors enjoy our industry-leading facilities and nature-friendly footprint.

“Wellbeing and sustainability are key drivers for both ICC Wales and the Celtic Manor Resort, Wales – from our “Mind, Body, Soul” food philosophy to our recent report on how nature can be used to provide an amazing event experience. We are truly thrilled to be able to present our venues, our natural setting and our warm Welsh welcome to this hugely important international audience in 2020.”

Thousands of one-to-one business meetings are set to take place during MeetGB with delegates also attending networking events and forging business relationships. Delegates will have the opportunity to learn about the future of the events industry, exploring sustainability and wellness, driving innovation and expertise.

Taking inspiration from the venue’s woodland surroundings, MeetGB 2020 incorporates wellness and nature, with a programme to encourage attendees’ wellbeing alongside networking and social events. Ahead of the business programme at MeetGB, international buyers will attend educational visits to 11 different UK destinations as they experience first-hand the country’s best conference, events and incentive products.

International buyers and UK suppliers interested in finding out more and registering to attend should visit: www.visitbritain.com/meetgb.

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Amaris Hospitality to boost five hotels with £21.7m refurbishment

Hotel investment and management group Amaris Hospitality has announced it will invest £21.7m into the transformation of properties in Edinburgh, Islington, Oxford, Bristol and Dublin.

The company will spend more than £6m on the refurbishment of 230 of the 373 bedrooms at the DoubleTree by Hilton hotel in London’s Islington, with the aim of bringing all accommodation up to four-star quality.

It will see Five Feet to Fitness rooms introduced to the hotel, which the company claimed to be a first for Europe. Featuring 11 different fitness and accessory options, the new concept offers guests the option of exercising in the privacy of their own room.

The Islington transformation project follows significant investment in the 2014 rebranding of the property from Jurys Inn to a DoubleTree by Hilton, when £13m was spent on the addition of 143 new bedrooms.

A further £2m will be spent on the Group’s DoubleTree by Hilton hotel at Edinburgh Airport, where all 150 bedrooms will be refurbished and a new food and beverage concept introduced. Amaris said the hotel will be the only four-star property at Edinburgh airport when works complete early next year.

Other work being undertaken includes the £500,000 renovation of 40 bedrooms at the Mercure Bristol Grand Hotel, and £2.5m being invested in the addition of 17 new bedrooms at the Mercure Oxford Eastgate Hotel.

Amaris Hospitality also recently completed a £10.5m extension to the Hilton Garden Inn hotel at Custom House Quay in Dublin, adding 85 new bedrooms to create a total of 324 rooms.

Peter Stack, chief executive of Amaris Hospitality, said the investment investment programme was a key part of the company’s “ambitious growth strategy to build a unique portfolio of high-performing, best-in-brand hotels”.

He added: “We are very excited to be the first hotel in the UK to embrace Five Steps to Fitness rooms, just one of the examples that illustrates our commitment to leading the way in industry innovation across our estate, ensuring our guests have access to best-in-class amenities.”

The investment programme is scheduled to be fully completed in the first quarter of 2020.