Skip to content
English
More support
  • There are no suggestions because the search field is empty.

TRACE Data Input Templates

TRACE Templates are designed to make recording data throughout the event planning process as simple as possible. Organisers and suppliers can collect data in the templates, then copy and paste directly into the TRACE platform.

When collecting data from suppliers, we recommend taking the following actions.

  1. Download a copy of the relevant TRACE template, depending on if your event is based in the USA or RoW.
    TRACE Template (RoW) TRACE Template (USA)
    Google Sheet Google Sheet
    ExCel ExCel

    You can also see the other available formats in the main template bank folder.

    If you're unable to access the Google drive, you can download the 'all in one' Excel template here.

     

  2. Edit the templates for your suppliers, as required. 

    You may wish to include information on the specific boundaries of the event on the ‘Instructions’ tab, as well as your specific branding or personalisation. You might also wish to pre-delete tabs that aren’t relevant for your suppliers, including ‘Audience Travel’, ‘Audience Accommodation’, ‘‘Online’ and ‘Event Transport - Company Owned’.

  3. Let your supplier know what data you need them to capture, and send across the templates.

    To support with this, please see example language to include in onboarding packs or conversation with suppliers, as below;

For Venues
As part of our event’s carbon measurement, we need to collect information about the venue’s energy use, waste, staff travel and accommodation, and catering. Where possible, please provide actual activity data for the period of our event (for example, meter readings for electricity and gas, fuel used for temporary power, waste weights, catering quantities/menu information, and transport or accommodation information for venue staff). You can collect and organise this information using the TRACE templates, which can then be uploaded or copied into TRACE. This data is important because venue operations can represent a significant part of an event’s footprint, and using actual data helps us produce a more accurate measurement. Please visit the TRACE Supplier Hub for further guidance.
For Production, Fabrication & Graphics Providers
As part of our event’s carbon measurement, we need information about the materials and items you produce, transport associated with the event, and travel and accommodation for your staff. Please record the materials used, including their type, weight, whether they are new, recycled or hired, and what happens to them after the event (for example, reuse, recycling, disposal or donation). We also need details of event-related transport and staff journeys and accommodation where applicable. The TRACE templates are designed to make this data collection easier and can be completed during the project before being uploaded or copied into TRACE. This information allows us to understand the carbon impact of production, logistics and temporary structures, which can be a significant source of emissions at events. Please visit the TRACE Supplier Hub for further guidance.
For Caterers
As part of our event’s carbon measurement, we need to collect information about the food and drink provided, quantities served, menu composition and food waste. Please use the TRACE templates to record the types and quantities of food and drink supplied, along with any relevant information about food waste and how it was managed. Where possible, please use actual quantities from purchasing, production or post-event records rather than estimates. This data is required because food and drink can be a significant contributor to an event’s carbon footprint, and detailed catering information allows us to identify the impact of different menu choices and reduce emissions from future events. Please visit the TRACE Supplier Hub for further guidance.
For Any Other Suppliers

As part of our event’s carbon measurement, we need to collect information from you about the products or services you provide, transport and logistics, materials used, energy consumption, waste, and staff travel and accommodation, depending on your role in the event. Please use the relevant TRACE template to record actual activity data wherever possible - for example, quantities or weights of materials, distances travelled, fuel or energy consumed, waste generated, or staff journeys and accommodation. This information helps us capture emissions that would otherwise be difficult to measure and ensures that the event’s footprint reflects the activities delivered by all of our suppliers. Please visit the TRACE Supplier Hub for further guidance.

For tips on how to collect and fill these templates, check out our guide on Copy and Paste into TRACE data.