How to assess double materiality in event organising?

With the acceptance of the CSRD Directive and the ESRS Standards, the double materiality assessment has become an obligatory and fundamental element of sustainable reporting. According to the new regulation, both internal and external audits will review whether the double materiality assessments were conducted thoroughly, holistically and transparently.

The core of the Planet Positive Event tool is providing support in three fields:

Identifying key stakeholders (attendees, local communities, partners, sponsors, general public)
Identifying material segments (including attendee mobility, waste management, energy use and inclusion of local suppliers)
Explaining the importance of selected topics and their inclusion in strategies, measures and reports.

Planet Positive Event independently evaluates the impact of each dimension and evaluates its interconnectedness. That means it evaluates how an event’s emissions influence the environment and, consequently, create financial risks in the form of penalties or loss of credibility.

For event clients, such an assessment means gaining more transparency and responsibility for managing positive and negative effects of their events, even within the broader value chain. For stakeholders, this means gaining insight into the risks and opportunities related to an event.

For better understanding, we are adding a questionnaire that event organisers must answer when using the Planet Positive Event tool.

FINANCIAL MATERIALITY – (Impact on the event organisation’s financial value)

1. Do current or upcoming environmental regulations pose a financial risk for this event?
2. Do climate-related disruptions (e.g., extreme weather) pose a risk of financial loss for this event?
3. Could a lack of diversity, equity, or inclusion practices create reputational or financial risks for this event?
4. Are rising energy costs significantly impacting the event’s budget?
5. Do stricter waste disposal regulations pose a risk of increased costs for this event?
6. Do labour practices related to staff at this event pose a risk of legal claims or fines?
7. Do sponsors, investors, or partners expect strong sustainability performance from this event?
8. Do poor health and safety standards at this event pose a risk of insurance claims or higher premiums?
9. Do supply chain disruptions (e.g., sustainable materials, food sourcing) pose a risk of higher costs for this event?
10. Does holding sustainability certifications (e.g., ISO 20121) strengthen the ability to attract sponsors, partners, or clients for this event?

IMPACT MATERIALITY – (the event’s impact on people, the environment and society)

11. Is the event fully inclusive and accessible for people with disabilities and marginalised groups?
12. Does the sourcing of goods or services for this event negatively impact vulnerable communities?
13. Does the event create positive contributions to the local economy and community well-being?
14. Does the event pose a risk of harming local biodiversity (e.g., nature sites, outdoor venues)?
15. Are fair working conditions and ethical labour practices ensured for all staff, contractors, and suppliers involved in the event?
16. Are active measures implemented at the event to reduce single-use plastics and encourage responsible consumption?
17. Does the event educate, inspire, or influence attendees to act on sustainability and social responsibility?
18. Does the event pose a risk of contributing to unsustainable tourism or over-tourism in the host community?
19. Does the event promote fair trade, local sourcing, and the use of sustainable products wherever possible?
20. Are human rights and fair pay standards monitored among all suppliers, vendors, and contractors linked to this event?

EVENT GOVERNANCE AND COMPLIANCE

21. Is the event fully compliant with CSRD, ESRS, the EU Taxonomy, GRI, and all applicable national or local regulations?
22. Is there a clear governance structure in place to manage ESG risks, impacts, and performance related to the event?
23. Is a crisis management and communication plan established to address potential ESG incidents (e.g., environmental accidents, labour disputes, protests)?
24. Are the environmental and social impacts of the event systematically tracked, measured, and reported transparently, including through the PPE-SDG Matrix?
25. Are sustainability criteria applied in the selection and contracting of venues, suppliers, and service providers for the event?

Needless to say, this is only a part of the solution offered by Planet Positive Event. The tool approaches sustainable event organisation holistically. The tool was developed by event organisers for event organisers. Planet Positive Event includes and addresses five interconnected phases of sustainable event organisation. We present them in the table below:

Why does double materiality matter to event organisers?

The double materiality evaluation is becoming an indispensable tool for responsible and long-term sustainable event organisation. It is no longer about meeting formal requirements, but understanding real-life impacts of events on the environment and society, and the impacts that can jeopardise an event’s success, financial stability or reputation.

For event organisers, this means:

• Reducing risks (regulatory, climate-related and reputation)
• Increasing trust among partners, clients, attendees and local communities
  more credibility in reporting and attracting sponsors
• Above all, guiding them to regeneration, which exceeds short-term effects and one-time events

Hence, the double materiality assessment is not just a formality, but a strategic tool that helps event organisers understand their weaknesses, where they create positive effects and how these can be connected into a responsible, senseful and sustainable practice.

Planet Positive Events enables this in a structured, independent and organiser-friendly way, setting new foundations for the coming generation of responsible events.

Find additional information at: https://planet-positive-event.eu/.