Organizing Sustainable Meetings as part of a the EMS Net Zero policy
EMS Sustainable Meetings Policy
The revised EMS Sustainable Meetings Policy as laid down here below is prepared for the upcoming EMS Council Session (26 August) and General Assembly (6 September) for approval. We invite all EMS Members and the community to provide feedback on this draft. Thank you.
Rational
Having a Sustainable Meetings Policy in place since 2015 shows long-term commitment of EMS as organization. In September 2024 the EMS General Assembly decided that the EMS makes a pledge to become Net Zero by 2040. To move from “sustainable” now to Net Zero by 2040 for the EMS Annual Meeting, the strategy needs to look not only at step-by-step CO2 emission reductions but has also to take into account its basic principles when organizing these meetings, including:
- Cost control to protect affordability for all participants;
- A venue strategy that keeps geographic rotation across Europe;
- Preserving the essential value of in-person meetings;
- Respecting that delegate travel and accommodation emissions are recorded/reported by their home institutions rather than by EMS.
These are the valid boundary conditions while pursuing the final goal of Net Zero by 2040.
Between 400 and 1000 participants attend the EMS Annual Meeting each year. Though small by comparison, the travel across Europe, the amount of paper and waste produced as a result is considerable. The EMS agreed guidelines to express its commitment to conduct its conferences in a way that reduces greenhouse emissions as well as other waste and pollutants and minimizes the use of resources. The target is to have a Net Zero conference by 2040. Until then, adjustments will be made gradually and where appropriate towards Net Zero emissions. These guidelines are also provided to collaborators and all involved in the Annual Meetings, including all meeting participants. They will be continually evaluated as technologies and mitigation options continue to develop.
Actions and Recommendations
Several elements need to be taken into account when pursuing lower CO2 emissions while organizing EMS Annual Meetings.
a. Partners supporting Net Zero targets
Organizing sustainable events is a team effort. It is important that everyone within EMS feels involved in the process of sustainability. Therefore, this Net Zero policy, including aspects of its implementation, is shared with collaborating Professional Congress Organizers, EMS Societies submitting venue proposals, managements of potential venues, contractors, coordinators, committees and all EMS meeting participants.
b. Sustainable host city and venue
- We aim to prioritize venues in one of the 100 Climate-Neutral and Smart Cities
- Host cities should be relatively easy to reach by public transport (rail-first encouragement) by demonstrating rail accessibility to major European hubs.
- Venues have a sustainable meetings policy in place (energy consumption, water and waste management, etc.), including a pledge regarding emission reductions, or at least a data monitoring scheme for emissions and waste.
- Sustainability performance will form a defined component of the bid evaluation criteria: assessment against a formal sustainability scoring system, including:
- renewable energy sourcing
- energy efficiency certification (e.g., BREEAM, LEED or equivalent)
- waste diversion rates
- sustainable catering policy
- accessibility by rail
- closely connected to public transport
- local certified sustainable hotels at walkable distance.
c. Sustainable catering
- Vegetarian and vegan food must be on offer by the caterer at the venue and should be the norm.
- For all goods produced for the meeting the most environmentally appropriate, locally produced option available at reasonable prices is to be used.
- Disposable cutlery, cups, plates, stir-sticks etc. for coffee breaks and meals should not be used; the preference is for china and other re-usable material, at least recyclable material should be used, and a recycling system be in place.
- Local tap water should be used instead of bottled water (with reusable/recyclable cups) or water dispensers to allow participants to refill their water bottles.
- When appropriate, leftover food is provided to local food banks.
d. Responsible waste management and recycling
Waste management and recycling should be part of the sustainable meetings policy of the venue. Even if that is not in place a sustainable event requires good waste management. Clear waste separation and use of reusable materials should be in place. Where available sustainable stand building packages for exhibitors will be used, so that they too can set up their stand in a responsible way. Exhibitors and other organisations are encouraged to reduce printed material. Recyclable materials will be considered when available and printed material is kept to a minimum.
e. Digital sustainability
- Digital tools are used whenever possible: paper documents are avoided, and, when available, digital signage is used. Recycled materials are used when possible.
- The conference programme is provided in digital form online and through suitable formats for use on mobile devices.
f. Delegate Travel Strategy
Although recorded by delegates’ institutions, EMS will actively influence CO2 reductions through venue choice, incentives, information, and partnerships. Delegate travel is by far the largest component of the total CO2 footprint of the EMS Annual Meetings.
- Meeting participants are encouraged to travel by train and avoid air travel whenever possible. This is done by supplying specific information on:
- Advised train routes,
- Special offers including night trains,
- Useful links on how to reach the host city etc. including The man in seat 61
- Online participation as part of a hybrid conference concept will be offered whenever possible as a reasonable alternative for participating on site. This enables participation from intercontinental delegates, supports early-career researchers with limited funding and reduces long-haul travel emissions.
- Hybrid components should complement—not replace—the in-person experience.
Information and reporting on travel mode and statistics will continue for transparency and to give travelers the relevant material to make educated travel decisions.
To further encourage travelling by train/coach, low-Carbon Travel recognition for delegates travelling by rail or coach will be introduced and an annual sustainability acknowledgement in conference reporting.
In the context of developing the Net Zero pledge the EMS has also updated its travel reimbursement rules. For recent years, most people on EMS mission have chosen train rides over air travel, but EMS has now inscribed this in its rules.
g. Delegate Accommodation Strategy
EMS will promote sustainable hotels that:
- Use renewable electricity,
- Hold recognised environmental certification (e.g., EU Ecolabel, Green Key)
- Have water and energy efficiency programmes,
- Offer low-carbon catering options,
- Implement linen reuse policies by default.
Location of venue and hotels should enable the majority of delegates to stay within walking distance of the venue to reduce local transport emissions.
The accommodation CO2 footprint is not reported by EMS; however we actively promote the use of sustainable hotels.
h. Suppliers supporting sustainability aims
When choosing suppliers and partners for our events, we ask for sustainability evidence and examples, like certificates such as Green Key International.
i. Communication and feedback
Participants are informed in advance on the aims to minimize climate-impact, through the website and conference material. Feedback surveys include the option to leave comments on environmentally-friendly practices at the conference and to make suggestions. The principles are communicated to all local assistants and service providers.
Timeline
In line with the transition plan to reach Net Zero emissions for EMS as an organization by 2040, we plan for CO2 footprint emission minimization in several steps until 2040. In order to get to Net Zero in 2040, the following timeline is in place for the implementation.
2023
This is the baseline for the EMS Transition plan. An emission report for this year can be found <here>. A Sustainable Meeting Policy has been in place since 2015.
2030: Overall target: 33% emission reduction (EMS operations)
- Prioritize venues in one of the 100+ climate-neutral and smart cities
- Potential venues must have a published Net Zero target of 2040
- Default vegetarian catering
- Minimum 70% plant-based menus
- 100% reusable crockery and cutlery (no single-use plastics)
- Mandatory food waste measurement and reporting
- At least 80% waste diversion (reuse, recycling, composting)
- Surplus food redistribution partnerships
- Supplier requirement: locally and seasonally sourced ingredients where feasible
2035: Overall target: 66% emission reduction (EMS operations)
- Venues must operate on at least 80% renewable electricity
- ≥90% plant-based catering
- 95% waste diversion from landfill/incineration
- Zero edible food waste
- All catering suppliers using renewable energy and low-carbon logistics
- Full lifecycle carbon footprinting of catering contracts
2040
- Overall target: Net Zero emission (≤10% residual emissions balanced by high-quality removals)
- Only venues that are operationally Net Zero are eligible
- Near-zero food waste
- Catering emissions reduced to residual minimum, balanced only with high-quality removals
- No printed material
- No printed conference bags
- No free gift merchandise
For each future contract that has to be signed in connecting with the organization of Annual Meetings we will ensure that these requirements are details in the respective contracts from the appropriate years, at the latest.