What Data Do I Need To Collect?

Measurement data in TRACE is collected from the following sources:

• The event suppliers,
• The event audience,
• The event operations team(s).
  
  

The majority of relevant event data will come from your event suppliers. To make this simple, suppliers may be invited to input data directly into your event (more information here).

You should always consider the impact of your entire supply chain.

Some examples of types of suppliers and which measurement modules may be relevant, are included below. Note: This will change depending on the event. For example, if your venue is not providing any catering for the event, you do not need them to input data for Food & Drink.

For best results, it is strongly recommended that you inform suppliers on what data will be required from them as soon as possible, and to include this information within your contracts and RFPs (more information here).

2. Audience

Emissions related to attendee travel and accommodation, whilst often outside of the organiser’s operational control, are important to consider and will likely be your highest impact area.

For successful data collection, we recommend you ask your audience for their travel and accommodation data when they register for the event.

Be sure to include the following questions in your registration form:

1. Which mode of transport are you using to travel to the event?
2. If flying, what class of flight are you in?
3. Where are you starting your journey from? (Please state postcode/zipcode, if possible).
4. Do you plan to conduct any other business or leisure activity in the region, before or after the event?

If the attendee is conducting any other business activity before or after the event whilst in the region, then you only need to count the outbound journey within your Scope 3 emissions. Mark this as ‘1’ in the ‘Number of Trips’ column.

If the attendee is travelling with the sole purpose of attending your event, then both the outbound and return journey is included within your Scope 3 emissions. Mark this as ‘2’ in the ‘Number of Trips’ column.

1. Which hotel are you staying in?
2. Does your hotel use Certified Renewable Energy, if known?
3. How many nights will you be staying in for this event?

To add the data from TRACE:

1. Export the data from your chosen registration platform
2. Paste it into our TRACE templates and check that the columns align
3. Copy and paste the data from the template into TRACE directly

If you are unable to gather this information in the registration phase, then other options include asking attendees when they sign in for the event, or surveying during the event.

If you are unable to gather 100% of attendee travel information, TRACE is able to extrapolate to 100% from data provided.

To note; For some types of events, including roadshows, exhibition stands or outdoor activations, you are not responsible for the audience travel data and will not be required to measure it.

3. Operations Team

Your operations team is able to input data into each of the measurement categories, separately to suppliers. These teams should input the following;

• Staff Travel & Accommodation
• Staff Catering (if not provided by catering supplier)
• Online (if applicable)

Bear in mind:

• Not all data points will be relevant to all events. For example, if you are measuring the impact of your exhibition stand at a conference, you may not be required to measure the audience travel emissions.

• Some data may be missing. Especially in your first year of using TRACE, you may be unable to collect all data points required. In these instances, we have alternative ways to represent the data - or we can