How to do a carbon report for an event

The case of the Tapio Day

 

Reading time: 2-3 minutes

45

 

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.

 

 

 

1. Start collecting data before the event

 

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.

 

 

2. Use a data collection template specifically designed for events

 

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.

 

 

 

3. Mobility – Choose how to gather participant data

 

How people travel to your event is often a major source of emissions. Here are three ways to collect mobility data:

  • Before the event: Include a question in the registration form asking participants how they plan to travel. However, this method may be less reliable if plans change or participants don’t attend.
  • During the event: Ask participants at the entrance when handing out badges, or use a QR code for on-site data collection.
  • After the event: Send participants a follow-up email with a survey to collect their 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.

 

 

4. Calculate the energy consumed by buildings

 

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.

 

 

5. Gather logistics and services data in advance

 

Collecting data on logistics and services ahead of time improves accuracy and reduces stress.

  • Logistics: Ask suppliers who transport items to the venue (e.g., furniture or food) for details about their transport methods and distances travelled. Even if suppliers don’t calculate their emissions, you can estimate these using the mode of transport and distance.
  • Services: This can be more challenging as not all suppliers can provide their environmental impact. For Tapio Day, services were the largest emissions category but also had the lowest data quality, as we had to rely on monetary data. Services may include catering, AV setups, or cleaning.

 

 

6. Calculate or estimate waste-related emissions

 

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.

 

 

7. Don’t overlook the impact of digital content

 

Digital content, though often underestimated, contributes to emissions. For Tapio Day, we included the following in our report:

  • Devices used by the team
  • Projectors and screens
  • Website visits
  • Emails and social media posts

For events with extensive AV setups, this can become a significant emissions category.

 

 

Conclusion

 

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.

 

 

Discover the platform

 

Carbon report (main)

Tapio is a carbon management software that allows companies and consultants to calculate and reduce carbon emissions.