How to do a carbon report for an event
The case of the Tapio Day
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We know the rush of organising an event, and many of us don’t want to add a carbon report to the list of tasks.
However, creating a carbon report for your event doesn’t have to be overwhelming. With a bit of planning and the right tools, you can get important insights into your event’s environmental impact and track its development over the years.
Here’s how we approached it for the carbon report of the Tapio Day 2024 and what you can learn from our process.
Preparation is key. Knowing in advance that you’ll be creating a carbon report allows you to design your event with data collection in mind.
For the Tapio Day, we began gathering data before the event, with the exception of participant mobility, which was collected at the venue. Early preparation saved us time.
To simplify the process, we used a tailored template.
On the Tapio platform, you’ll find an event-specific template based on the GHG Protocol. This template includes categories like food and beverages, digital content, and accommodation—elements typically absent in a standard company template.
Tip: Collect data little by little to avoid last-minute stress.
How people travel to your event is often a major source of emissions. Here are three ways to collect mobility data:
Regardless of the method, it’s unlikely you’ll capture data from every participant, particularly for larger events. For Tapio Day, we gathered mobility data at the entrance for 30% of attendees and extrapolated the total impact.
Emissions from buildings primarily relate to energy use and heating. This category can be significant, especially if the event relies on energy generators powered by fossil fuels.
For Tapio Day, we used rooms provided by Solvay University, tapping into the local grid and heating system. Energy and gas consumption was estimated by comparing the venue’s annual usage to the square metres we occupied for one day.
Collecting data on logistics and services ahead of time improves accuracy and reduces stress.
For Tapio Day, we estimated waste using studies on average waste generation per person at events. This provided a conservative estimate, as attendees don’t spend a full day at the event.
Ideally though, you would be able to know the weight of your event’s waste.
For wastewater, we estimated one flush per person.
Digital content, though often underestimated, contributes to emissions. For Tapio Day, we included the following in our report:
For events with extensive AV setups, this can become a significant emissions category.
Creating a carbon report for an event is all about preparation and using the right tools. By planning ahead, collecting data strategically, and leveraging templates like those on Tapio, you can confidently measure your event’s environmental impact and work towards meaningful improvements.
Tapio is a carbon management software that allows companies and consultants to calculate and reduce carbon emissions.