Policy Example 2

Document ID: SUSTPOLICY
Created: date xxx
Updated: date xxx

Responsibility: Artistic Director and Executive Team to ensure adequate awareness of and conformance to this policy by clients, stakeholders and staff.

Review: Bi-Annually

SUSTAINABILITY POLICY

1. Scope

This policy applies to:

  • All work in areas of XXX business and operations to include the event venue, associated event areas, XXX offices.
  • All XXX staff, contracted crew, and sub-contractors.
  • For the information of our stakeholders, including client, destination, regulatory authorities and other interested parties.

2. Purpose

The XXX Sustainability Policy provides guidelines to XXX staff, contracted crew and sub-contractors to direct them in making the best decisions to support our sustainability goals. The Policy;

  • Ensures event activities delivered by XX on behalf of clients are managed in accordance with international best practice
  • Ensures our activities and impacts meet our client’s sustainability requirements
  • Ensures our activities and impacts support the principles of sustainable development as set down by the UN Global Compact.
  • Directs our decisions enabling us to be resource conservative, reduce emissions to land air and water.

3. Our Impacts

In the course of doing business and fulfilling client briefs, we undertake purchasing, construction, production, travel, along with creating waste and emissions. XXX strives to minimise the environmental impact of all aspects of operations through efficient and effective use of resources, and through the use of renewable resources.

We recognise the cultural impacts and awareness building of our, and the role we have to authentically and responsibly represent the host community our creative execution.

4. Benefits

There are a number of benefits derived from implementing this Sustainability Policy:

  • Reduced energy and water consumption (which can reduce costs);
  • Improved resource use efficiency;
  • ​Reduced waste (which can reduce waste disposal costs);
  • Reduced environmental health impacts of products and services;
  • Reduced pollution;
  • Provide markets for new environmentally preferable products;
  • ‘Close the loop’ on recycling, improving the viability of recycling;
  • Providing leadership to the community; and
  • Encourage industry to adopt cleaner technologies and produce products with lower environmental impacts.
  • Supporting Sustainable Development, protecting human rights and ensuring fair labour practices.

5. Commitment

XXX is in the business of supplying entertainment, creative work and cultural services to our clients. XXX’s global mission is to produce international events of the greatest distinction and quality.

We aim to maximise the positive contribution we can make in supporting sustainable development in the regions in which we operate, whilst also treading lighting on the environment.

Sustainable development is a key concern for us, our clients and for a wide range of our stakeholders. To meet our commitments and our stakeholder’s expectations, we ensure we place sustainability issues are at the core of the planning and execution of our activities.

We have adopted the Sustainable Development Principles set down by the UN Global Compact. On behalf of XXX, I am a signatory to the UN Global Compact and have sent a letter of commitment to the Secretary-General of the United Nations expressing our commitment to:

  • The UN Global Compact’s ten principles covering human rights, employment standards, respect for the environment and anti-corruption;
  • Engagement in partnerships to advance broad UN goals; and
  • The annual submission of a Communication on Progress.

These principles are embedded into our policies and to our Supplier Code.

To ensure a systematic approach to sustainability management, we have implemented ISO 20121 Event Sustainability Management Systems across our global operations. Integrating this into our planning, it ensures we are able to identify and effectively manage and continually improve the outcomes of our sustainability and environmental protection issues management.

I am committed to supporting the implementation of this Policy and have ensured the time, guidance, resources, budget and engagement with staff and clients is in place achieve positive sustainability outcomes.

The following pages of this Policy outline how my vision for XXX’s sustainability performance can be put into action.

Signed

XXXX

____________________

It can then go on to make specific commitments. These could be held in the policy document, or as an additional reference document. 

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6. Sustainable Development

XXX is committed to supporting sustainable development and ensures our decisions and actions support the UN Global Compact. We additionally support the UN Sustainable Development Goals, ensuring our actions help to support rather than hinder, these. sustainabledevelopment.un.org/sdgs 

The UN Global Compact is a call to companies to align strategies and operations with universal principles on human rights, labour, environment and anti-corruption, and take actions that advance societal goals. Putting these principles into action within the context of project planning and delivery is the goal of this Sustainability Policy.

Sustainable development principles include:

Inclusivity

All potential stakeholders in our sustainability impacts are identified and engaged. This includes our client, the venue, local community, relevant authorities, supply chain, talent, staff, crew, and volunteers.

Contractors, suppliers, staff and crew have the opportunity to express their opinions, give feedback, offer suggestions or to present grievances on decisions made.

We ensure our productions are accessible to audiences with physical disabilities. We integrate best practice in this regard, and meet any requirements set down by our client, the venue and relevant accessibility organisations.

We offer avenues for local businesses and individuals to be involved in our activities, through our local sourcing and hiring policies.

Transparency

Relevant information about our operations is available for stakeholders as it applies to them.

  • The supply chain is informed of securing contracts in a timely fashion and with written confirmation (purchase orders). Staff and crew have access to information about working hours and conditions and are consulted and informed if any changes need to be made.
  • Regulatory authorities have access to relevant policies and plans at appropriate points throughout the event planning cycle.
Integrity

To ensure the highest level of integrity in our operations, we ensure our activities are undertaken with professionalism, regard for the law, without bias, and with regard for the highest standard of ethical consideration (including procurement choices). We ensure diversity is encouraged and developed through our employment policy and also through content programming where relevant. All legal regulations that apply are adhered to.

Stewardship

XXX understands we are temporary custodians of the land on which our operations are carried out and we are responsible for the resources consumed and waste streams created by our activities. We ensure:

  • All activities show respect for and acknowledgment of traditional owners.
  • Issues of heritage and archaeological sensitivity are addressed.
  • Our planning and activities include consideration for biodiversity and local ecological protection.
  • We implement the XXX Environmental Management Plan.
  • We conserve the use of natural resources through our planning and sourcing decisions.
  • Procedures are in place to reduce waste (solid, liquid and gaseous) impacts.
  • Through our Sustainable Procurement Policy XXX encourages development and diffusion of sustainable technologies and solutions suited to our industry and requirements.
Human Rights

XXX supports and respects the protection of internationally proclaimed human rights and ensures it is not complicit in human rights abuses. This is enacted through the choices made in product, materials, and supplies procurement, along with workforce contracting and those of our sub-contractors and supply chain.

Fair and Safe

Through our direct employment, that of our sub-contractors and of our suppliers, we ensure we uphold globally accepted labour standards.

  • We do not restrict or limit the ability for staff, performers, or supply chain to be involved in labour unions or other collective bargaining groups.
  • We play our part in eliminating all forms of forced, compulsory, or child labour in its supply chain through the procurement decisions we make.
  • We also ensure discrimination is eliminated both through our own employment policies, that of subcontractors and through the supply chain/procurement choices made.
  • We will plan and run our events with the highest levels of safety, ensuring a safe and healthy work and event environment. This is ensured through the implementation of the XXX Health and Safety Management Plan and the XXX Risk Management Plan.
Legacy

XXX aims to leave a lasting impression within the host community, throughout the supply chain with our clients, broader stakeholders and event attendees. This is achieved through the following:

  • Supporting community initiatives through supply of exposure, resources, time, equipment or money.
  • Hosting interns and volunteers to transfer event production skills into the community.
  • Supply chain management to increase and embed sustainability to those companies which supply goods and services to us.
  • Professional development of local event staff and crew on sustainability knowledge.
  • Infrastructure, materials, supplies and equipment gifted to the community post event.
  • Local contracting and procurement preference to support the local economy.

7. Communications and Competency

XXX’s sustainable development commitment and actions are communicated to employees, suppliers, contractors, clients and other stakeholders.

  • XXX identifies all those who could impact the event’s sustainability performance outcomes and engages participation and requests involvement in sustainability plans and requirements.
  • We will ensure information about our activities and its sustainability impacts is available for stakeholders as it applies to them.
  • All product and service provider contract documentation refers to the importance of sustainability and provides guidance on desired sustainability performance.
  • Those making purchasing and logistics decisions are given the guidance, tools, and knowledge needed to make the best choices on behalf of XXX, to help meet its sustainability performance ambitions.
  • We log communications and engagement with internal and external stakeholders through the and Sustainability Communications Guide and Checklist and the Stakeholder Guide and Checklist.

This Policy is communicated to relevant parties through several channels including;

  • Responses to client briefs and requests for tenders.
  • With XXX requests for tenders and attached to contracts with our sub-contractors or suppliers.
  • Provided to relevant parties such as the venue, local industry organisations and authorities.
  • To employees and workforce attached to position descriptions and induction booklets.
  • A log of this Policy’s dissemination is kept within the XXX Sustainability Stakeholder checklist.

8. Sustainability Management in Action

We strive to minimise the sustainability impacts of our operations through efficient and effective use of resources, and use of renewable resources.

We ensure that business decisions, particularly those including procurement, energy use, and transport, reflect the need to minimise the footprint of our project activities.

We encourage our clients and ensure our suppliers embrace sustainability management, environmental protection, and sustainable development principles.

The following summarises our commitment to sustainable project design and implementation action as a matter of policy:

We commit to use energy efficiently and the sourcing of 100% renewable energy.

We will take action to reduce total energy used, through our AV choices and operating procedures. 

We will encourage venues and clients to source renewable energy where they are providing power. Where we are providing power, we will source renewable fuels for mobile power generators and promote its benefits to our clients, encouraging them to support their use through our contract terms.

We will measure the amount of fuel used and report on this and related GHG emissions to our client.

We commit to minimising total waste produced to maximise recovery of waste resources and diversion of waste from landfill.

We will adhere to the waste systems set down by the venue and client, and actively seek to enhance those systems if we deem them not best practice. This include the ability to have waste segregation on-site for our identified waste streams, and ensuring the most effective resource recovery option given the material and local facilities. 

We will adjust our materials sourcing if it is apparent there will be no responsible end-of-life route for them. 

We will not use any toxic substances or produce toxic residue from our activities.

We will measure the total waste created by our activities if the client or venue does not have these systems already in place.

We commit to minimising transport-related impacts on the environment and communities.

We ensure the most efficient routing of international freight and crew/contractor/talent travel. Materials, labour, talent and infrastructure are sourced locally as a priority to reduce travel miles and resulting greenhouse gas emissions. We provide mass transit from central hubs for large workforce groups associated with our productions. Alternatively, we ensure the uptake of such services provided for crews and talent by the event client. We encourage the uptake of carbon offsetting for air travel by our clients, our contractors and talent. 

We purchase carbon offsets for all air travel booked directly by XXX. If we re-charge the client for air travel, we encourage the client to agree to opting-in to carbon offsetting.

We measure and report our international freight and personnel air travel impacts both for specific events, to our client, along with our core XXX business travel.

We commit to sustainable sourcing.

We will ensure that for purchases over $1000 the chosen product or service must be either; locally procured; and/or environmentally sound (to include independent eco-label or detailed specifications provided by the supplier); and/or produced with fair and safe labour conditions.

The XXX Sustainable Procurement Policy prescribes particular sourcing parameters and requirements, include materials, lodging, AV, contractors and caterers. The XXX Supplier Code and the XXX Fair and Safe Labour Policy applies to suppliers and contractors and supports our sustainable sourcing ambitions.

We will report on our sustainable procurement achievements.

We commit to efficient use of water and avoid water-intensive event activities.

We commit to efficient use of water and to use non-potable water, where safe, for water-based effects.

Wastewater used for water effects will be captured responsible, either through natural drain aways or stored for re-use. When we operate in water-scarce regions, we discourage the use of water effects and ensure we consider accommodation and lodging in facilities that have water conservation strategies in place. When sourcing our own amenities or providing requirements to clients, we request chemical free and low flush amenities to include portable composting toilets. We source or request water saving showers/restrooms.

When water is used for production purposes, the volumes used and water sources, are reported.

We commit to non-disruptive and safe sound, light and special effects

We ensure that any local or client sound and light requirements are met, and where it is deemed adequate requirements are not in place, we ensure standard industry best practice is adhered to.

Adequate controls ensure minimal impact from amplified sound and light activities and effects on the local community, surrounding wildlife and local environment. Amplified sound, light, pyrotechnic and laser shows are planned and executed with great care to ensure they are not directed into areas which could impinge on the sleeping and living spaces of residents or local wildlife.

9. Performance Measurement

The following are key performance indicators, which are measurable and reportable.

Energy
  • Total mains electricity used (kWh)
  • Total fuel used in mobile generators
  • Total gas used (for effects)
  • Percentage of energy from renewable sources
  • Total GHGs
Waste
  • Total waste produced (including landfill, recycling and composting)
  • Total materials recycled (reported by material where possible)
  • Total biodegradable waste composted or sent to anaerobic digestion
  • Estimated total waste lost to landfill which could have been recycled or composted if systems existed.
  • Total materials salvaged for donation and/or repurposing (avoiding landfill)
  • Total waste from redundancy, due to client-based creative and production changes.
Water
  • Total water withdrawn by source (mains, tinkered, rainwater, grey water, river/lake/ground).
  • Total reclaimed water used
  • Total wastewater produced (if possible to account)
Travel

For XXX staff, crew, talent, VIPs and subcontractors:

  • Total number of personnel flights and related GHGs (split into production personnel and talent).
  • Air freighting of equipment
  • Significant additional ground travel (by mode)
  • Total GHGs
  • Total offsets purchased and remaining GHGs
Procurement
  • Sustainable sourcing achievements as are relevant to the specific project.
  • Percentage of materials budget spent locally.
  • Percentage of local service suppliers engaged.
  • Percentage of workforce sourced locally.
  • Percentage of talent sourced locally.

10. Targets

The nature of our work means the elements and impacts are very different for each project we undertake. For this reason, over-arching policy based targets cannot be set, but for each project we are engaged with, our policies require our production staff to anticipate potential impacts and to take action to reduce them along with enhancing positive legacies.

As each project takes place in a different geographic location, quite often with clients who are also focussing on sustainability impacts, XXX is ready to work with our clients to ensure our production design and delivery meets and supports the objectives and targets set down by them.

11. Related Documents:

  • XXX Environmental Management Plan
  • XXX Procedure for Identifying and Engaging Stakeholders
  • XXX Destination Client Venue Checklist
  • XXX Sustainable Procurement Policy
  • XXX Supplier Code
  • XXX Local Hiring Guide
  • XXX Diversity Plan
  • XXX Sustainability Office Guide
  • XXX Procedure for Issues Identification and Evaluation
  • XXX Anti-discrimination and Harassment Policy
  • XXX Fair and Safe Work Policy
  • XXX Risk Management Plan
  • XXX Health & Safety Management Plan

12.Definitions

Sustainability – means living within the limits imposed by the physical world and understanding the interconnections between economy, society and environment, and the equitable distribution of resources and opportunities.

Sustainable development – is development that meets the needs of the present without compromising the ability of future generations to meet their own needs.

13. Compliance

All Clients and product and service suppliers will be made aware of our Event Sustainability Policy at the time of engagement. Compliance with the policy is a contractual obligation on their behalf. Where relevant, suppliers may be required to complete Performance measurement reviews and data to assist in determining an events footprint.

14. Monitoring and Review

The event will carry out a quantitative and qualitative assessment of sustainability performance.

Sustainability issues will be included in the external and internal debrief after each event. These reviews will be considered in the annual appraisal and reassessment of XYZ Sustainability Policy.

Continual improvement is built into performance review and future targets.