Event Sustainability Management Systems
Shows that events are planned and run with their social, economic and environmental impact managed.
A complete documentation kit written to ISO 20121:2024 for event sustainability: manual, policies, procedures, SOPs, forms, registers, process maps, performance indicator and risk frameworks, audit and management review packs, an implementation roadmap, sector guides and commercial templates, with every clause mapped to the document that meets it, and control of event design, responsible procurement, venues, safety, environment, inclusion, stakeholder engagement, legacy and climate built into the system.
- Edition 2024
- 150 Word + 32 Excel files
- One organization
- Downloads open 7 days after payment
You need this if
- You organize events, run venues or supply the events industry.
- A client or sponsor asks for sustainable event management.
- You need responsible procurement, stakeholder and legacy records.
What you get, in numbers
Counted from the files in the pack. Every file title is listed further down.
What this toolkit is not
Worth knowing before you buy.
Not the certificate
Certification is decided by an independent certification body after it audits a system you have run for some months, with records. No toolkit can guarantee it.
Not the ISO text
The standard is copyrighted and sold by ISO and national standards bodies. Buy your own copy. The toolkit describes requirements in its own words.
Not a consultant
We do not assess your organization. You review, adapt and approve every document before you use it.
What’s inside
15 numbered folders. Open any folder to see the title of every file in it. Titles only: the files themselves are delivered after payment.
00Start Here
Six guides: read-me, how to implement with an initial review checklist, documentation structure, quick start, an ISO 20121-2024 clause mapping guide, and a certification preparation guide.
6 files
- WordSH-001 Read Me Guide
- WordSH-002 How to Implement Guide
- WordSH-003 Documentation Structure Guide
- WordSH-004 Quick Start Guide
- WordSH-005 ISO 20121-2024 Clause Mapping Guide
- WordSH-006 Certification Preparation Guide
01Master Index
One Excel register of every controlled document: number, title, type, owner, department, retention and clause, with review dates and overdue flags.
1 file
- ExcelREG-01 Master Document Register
02Manual
The Event Sustainability Management System Manual, section-numbered to match clauses 4 to 10: context (demand for sustainable events, climate and human rights), leadership, risk and objectives, resources and competence, and the full event life cycle from design through legacy.
1 file
- WordESMS-001 Event Sustainability Management System Manual
03Procedures (P-001 to P-024)
Document and record control, context and scope, leadership and roles, risk and opportunity including climate and human rights, objectives and planning of changes, resources and competence, communication, operational planning, event design and pre-event planning, responsible procurement, venue and logistics, health, safety and security, environmental management, social impact and inclusion, stakeholder engagement, incident and nonconformity management, change management, legacy and post-event evaluation, climate and carbon management, monitoring, internal audit, management review and improvement. Each has a flowchart, responsibility table, controls, risk and indicator matrices.
24 files
- WordP-001 Document Control Procedure
- WordP-002 Record Control Procedure
- WordP-003 Context, Stakeholders and Scope Procedure
- WordP-004 Leadership, Policy and Roles Procedure
- WordP-005 Risk and Opportunity Management Procedure
- WordP-006 Objectives and Planning of Changes Procedure
- WordP-007 Resources, Competence and Awareness Procedure
- WordP-008 Communication and Stakeholder Engagement Procedure
- WordP-009 Operational Planning and Control Procedure
- WordP-010 Event Design and Pre-Event Planning Procedure
- WordP-011 Responsible Procurement and Supply Chain Procedure
- WordP-012 Venue and Logistics Management Procedure
- WordP-013 Health, Safety and Security Procedure
- WordP-014 Environmental Management Procedure
- WordP-015 Social Impact and Inclusion Procedure
- WordP-016 Stakeholder and Community Engagement During the Event Procedure
- WordP-017 Incident and Nonconformity Management Procedure
- WordP-018 Change Management Procedure
- WordP-019 Legacy and Post-Event Evaluation Procedure
- WordP-020 Climate and Carbon Management Procedure
- WordP-021 Monitoring, Measurement and Evaluation Procedure
- WordP-022 Internal Audit Procedure
- WordP-023 Management Review Procedure
- WordP-024 Nonconformity, Corrective Action and Improvement Procedure
04Policies (POL-001 to POL-015)
Sustainable development policy, risk and opportunity management, resources and competence, communication and stakeholder engagement, document and record control, event design and operational planning, responsible procurement and supply chain, venue/logistics/health/safety/security, environmental management, social impact/inclusion/human rights, change and incident management, legacy and post-event evaluation, climate and carbon management, performance monitoring, and evaluation, review and improvement.
15 files
- WordPOL-001 Sustainable Development Policy
- WordPOL-002 Risk and Opportunity Management Policy
- WordPOL-003 Resources, Competence and Awareness Policy
- WordPOL-004 Communication and Stakeholder Engagement Policy
- WordPOL-005 Document and Record Control Policy
- WordPOL-006 Event Design and Operational Planning Policy
- WordPOL-007 Responsible Procurement and Supply Chain Policy
- WordPOL-008 Venue, Logistics, Health, Safety and Security Policy
- WordPOL-009 Environmental Management Policy
- WordPOL-010 Social Impact, Inclusion and Human Rights Policy
- WordPOL-011 Change and Incident Management Policy
- WordPOL-012 Legacy and Post-Event Evaluation Policy
- WordPOL-013 Climate and Carbon Management Policy
- WordPOL-014 Performance Monitoring Policy
- WordPOL-015 Evaluation, Review and Improvement Policy
05SOP Library (SOP-001 to SOP-022)
Step-by-step task instructions with flowcharts and acceptance criteria: context workshops, risk workshops, event design and sustainability briefs, pre-event planning, responsible procurement evaluation, supply chain monitoring, venue selection, logistics planning, health and safety inspection, security incident response, crowd safety management, waste management, energy and water management, accessibility review, stakeholder engagement, incident response, change handling, post-event evaluation and legacy reporting, internal audit and corrective action.
22 files
- WordSOP-001 Document Issue and Withdrawal
- WordSOP-002 Records Filing and Retention
- WordSOP-003 Context and Stakeholder Review Workshop
- WordSOP-004 Risk and Opportunity Workshop
- WordSOP-005 Event Design and Sustainability Brief
- WordSOP-006 Pre-Event Planning Checklist
- WordSOP-007 Responsible Procurement Evaluation
- WordSOP-008 Supply Chain Monitoring
- WordSOP-009 Venue Selection and Assessment
- WordSOP-010 Logistics and Transport Planning
- WordSOP-011 Health and Safety Inspection
- WordSOP-012 Security Incident Response
- WordSOP-013 Permit and Crowd Safety Management
- WordSOP-014 Waste Management at Events
- WordSOP-015 Energy and Water Management at Events
- WordSOP-016 Accessibility and Inclusion Review
- WordSOP-017 Community and Stakeholder Engagement During the Event
- WordSOP-018 Incident Response and Reporting
- WordSOP-019 Change Request Handling
- WordSOP-020 Post-Event Evaluation and Legacy Reporting
- WordSOP-021 Internal Audit Conduct
- WordSOP-022 Corrective Action Tracking
06Forms (FR-001 to FR-051)
Fifty-one forms. Each comes with field descriptions, a blank form that prints on its own, and a completed example record.
51 files
- WordFR-001 Document Change Request
- WordFR-002 Document Review Record
- WordFR-003 Record Disposal Authorization
- WordFR-004 Context and Stakeholder Review
- WordFR-005 Scope of the Event Sustainability Management System
- WordFR-006 Roles and Authority Record
- WordFR-007 Policy Communication Record
- WordFR-008 Risk and Opportunity Assessment
- WordFR-009 Sustainability Objectives Plan
- WordFR-010 Management of Change Assessment
- WordFR-011 Competence Assessment
- WordFR-012 Training Record
- WordFR-013 Communication Plan
- WordFR-014 Stakeholder Engagement Record
- WordFR-015 Operational Control Plan
- WordFR-016 Event Sustainability Brief
- WordFR-017 Pre-Event Planning Checklist
- WordFR-018 Supplier Evaluation
- WordFR-019 Procurement Decision Record
- WordFR-020 Supply Chain Review
- WordFR-021 Venue Assessment
- WordFR-022 Logistics and Transport Plan
- WordFR-023 Health and Safety Inspection
- WordFR-024 Security Incident Report
- WordFR-025 Crowd Safety Plan
- WordFR-026 Environmental Aspect and Impact Assessment
- WordFR-027 Waste, Energy and Water Record
- WordFR-028 Accessibility and Inclusion Review
- WordFR-029 Human Rights and Child Safeguarding Check
- WordFR-030 Stakeholder Feedback Record
- WordFR-031 Community Engagement Record
- WordFR-032 Incident Report
- WordFR-033 Nonconformity Report
- WordFR-034 Change Request
- WordFR-035 Change Risk Assessment
- WordFR-036 Post-Event Evaluation
- WordFR-037 Legacy Report
- WordFR-038 Carbon Footprint Record
- WordFR-039 Climate Risk and Opportunity Assessment
- WordFR-040 KPI Definition Sheet
- WordFR-041 Sustainability Performance Report
- WordFR-042 Annual Audit Programme
- WordFR-043 Audit Plan
- WordFR-044 Internal Audit Checklist
- WordFR-045 Audit Report
- WordFR-046 Auditor Competence Record
- WordFR-047 Management Review Agenda
- WordFR-048 Management Review Minutes
- WordFR-049 Management Review Action Plan
- WordFR-050 Corrective Action Record
- WordFR-051 Improvement Suggestion and Effectiveness Review
07Registers (REG-01 to REG-18)
Eighteen Excel registers with examples, drop-down lists, automatic calculations, due dates and flags: events (brief and checklist status), suppliers (missing evaluation), venues and logistics, health/safety/security, environmental performance, social impact and inclusion, stakeholder engagement, incidents and change, legacy and post-event evaluation, carbon and climate, objectives and audits.
18 files
- ExcelREG-01 Document Register
- ExcelREG-02 Record Register
- ExcelREG-03 Requirements Register
- ExcelREG-04 Risk and Opportunity Register
- ExcelREG-05 Competence and Training Register
- ExcelREG-06 Event Register
- ExcelREG-07 Supplier and Procurement Register
- ExcelREG-08 Venue and Logistics Register
- ExcelREG-09 Health, Safety and Security Register
- ExcelREG-10 Environmental Performance Register
- ExcelREG-11 Social Impact and Inclusion Register
- ExcelREG-12 Stakeholder Engagement Register
- ExcelREG-13 Incident and Nonconformity Register
- ExcelREG-14 Change Register
- ExcelREG-15 Legacy and Post-Event Evaluation Register
- ExcelREG-16 Carbon and Climate Register
- ExcelREG-17 Objectives and Plans Register
- ExcelREG-18 Audit Register
08Process Maps
Eight swimlane maps with inputs, outputs, owners and indicator links: context and risk, resources and communication, event design and operational control, procurement and venue, safety and environment, inclusion and stakeholder engagement, incidents/change/legacy/climate, and monitoring/audit/review.
8 files
- WordPM-01 Context, Leadership and Risk Process Map
- WordPM-02 Resources, Competence and Communication Process Map
- WordPM-03 Event Design and Operational Control Process Map
- WordPM-04 Responsible Procurement and Venue Process Map
- WordPM-05 Health, Safety, Security and Environment Process Map
- WordPM-06 Social Impact, Inclusion and Stakeholder Engagement Process Map
- WordPM-07 Incident, Change, Legacy and Climate Process Map
- WordPM-08 Monitoring, Audit, Review and Improvement Process Map
09Indicators & Risk
74 performance indicators with formulas and targets in a filterable matrix, corporate and department frameworks, a balanced scorecard, a 5 x 5 risk matrix with 33 example risks, and an improvement opportunity matrix with 25 examples.
6 files
- WordKPI-01 Corporate Indicator Framework
- WordKPI-02 Department Indicator Framework
- ExcelKPI-03 Balanced Scorecard
- ExcelKPI-04 Process Indicator Matrix
- ExcelRSK-01 Risk Management Matrix
- ExcelRSK-02 Opportunity Matrix
10Audit
Annual audit programme covering every clause and the whole event life cycle, audit plan with live-event observation where practical, notification, auditor competence matrix, a 21-question checklist by clause, a complete audit report and a findings tracker.
7 files
- WordAUD-01 Annual Audit Programme
- WordAUD-02 Audit Plan
- WordAUD-03 Audit Notification
- ExcelAUD-04 Auditor Competence Matrix
- ExcelAUD-05 Audit Checklist by Clause
- WordAUD-06 Audit Report
- ExcelAUD-07 Follow-up Tracker
11Management Review
Agenda, inputs checklist covering every input of clause 9.3 including legacy reports and host-community feedback, completed sample minutes with the required outputs, action plan and a dashboard.
5 files
- WordMRV-01 Management Review Agenda
- WordMRV-02 Management Review Inputs Checklist
- WordMRV-03 Management Review Minutes Template
- ExcelMRV-04 Management Review Action Plan
- ExcelMRV-05 Management Review Dashboard
12Implementation
A nine-month roadmap with activities, milestones, deliverables and responsibilities, and a task tracker.
2 files
- WordIMP-01 Implementation Roadmap
- ExcelIMP-02 Implementation Tracker
13Customization
Guides with risks, controls and indicators for music festivals, corporate conferences, sporting events, government events, cultural festivals, trade shows, weddings, virtual and hybrid events, destination management companies, and venues.
10 files
- WordCUS-01 Music Festivals and Outdoor Events Customization Guide
- WordCUS-02 Corporate Conferences and Business Events Customization Guide
- WordCUS-03 Sporting Events and Tournaments Customization Guide
- WordCUS-04 Government and Public Sector Events Customization Guide
- WordCUS-05 Cultural Festivals and Arts Events Customization Guide
- WordCUS-06 Trade Shows and Exhibitions Customization Guide
- WordCUS-07 Weddings and Private Celebrations Customization Guide
- WordCUS-08 Virtual and Hybrid Events Customization Guide
- WordCUS-09 Destination Management Companies and Event Agencies Customization Guide
- WordCUS-10 Venues and Convention Centres Customization Guide
14Commercial
Gap assessment checklist, certification readiness checklist, implementation and training proposal templates, consultancy agreement template and audit preparation checklist.
6 files
- ExcelCOM-01 Gap Assessment Checklist
- ExcelCOM-02 Certification Readiness Checklist
- WordCOM-03 Implementation Proposal Template
- WordCOM-04 Training Proposal Template
- WordCOM-05 Consultancy Agreement
- ExcelCOM-06 Audit Preparation Checklist
Sample pages
Pages from the delivered files, before your company details are applied.
After you download
The order most organizations follow.
Before you buy
Is the text of ISO 20121 included?
No. The standard is copyrighted by ISO and sold by ISO and national standards bodies. Buy your own copy of ISO 20121:2024. The toolkit describes requirements in its own words and maps every clause to the document that meets it, so you can check each against the standard.
Which edition does the kit follow?
ISO 20121:2024 (second edition, published April 2024), the current edition. It replaced ISO 20121:2012 as a technical revision: the management-system structure is unchanged, but it adds emphasis on human and children’s rights, legacy, governance, stakeholder engagement and responsible procurement.
Does the kit make us compliant or guarantee certification?
No. An event sustainability management system helps plan and deliver more sustainable events, but it cannot guarantee that no incident will occur, that every supplier will perform, or that every legacy goal will be met, and certification does not show that no incident has occurred. The kit does not decide what event licensing, safety or environmental law requires and gives no legal advice. Take advice from a lawyer or your regulator.
Are the examples and figures real data?
No. Names, carbon figures, response times, accessibility scores and legacy outcomes in example records are fictional and marked as examples. Set your own from your own events, contracts and risk assessment.
Can we edit the documents after purchase, and will this get us certified?
Yes, files are delivered as standard, unlocked .docx and .xlsx files. The toolkit gives you a complete, clause-mapped baseline and tools for operating the system, but certification is decided by independent bodies after they audit a working system, ideally including observation around a live event, so you should run the system through at least one full event cycle first. Neither a toolkit nor a management system guarantees certification or incident-free events.
How long can we download the files?
For 7 days from payment. In that time you can enter your company details, correct them and regenerate, and download as often as you need. After 7 days the purchase stays in your account history, but the download closes. Save the ZIP somewhere safe.
What if we need the files again later?
Buying the same toolkit again is a new order with its own 7-day download window. Each purchase is listed separately in your account.
Licence
One purchase licenses one organization to use, edit and adapt the documents for its own management system. You may not resell, share or publish the toolkit or its templates. Each file carries a footer line with the buyer’s email and order number. Full wording is in the Terms & licence.