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Your First Measurement Checklist

We've listed below some key information you'll need to measure your event or business operations in TRACE. Having this data ready will make the measurement process faster, improve the accuracy of your results, and help you identify what information you'll need to request from suppliers.

Don't worry if you're missing anything;

Most organisations don't have every piece of data available when they are measuring for the first time. Start with the information you do have and improve your data quality over time.

For Event Measurement

Event Details

  • Event name

  • Event dates

  • Event location(s)

  • Number of attendees

  • Number of staff and crew

  • Event type (conference, exhibition, awards, meeting, festival, etc.)

All event details can be amended later, if required.

Venue Information

  • Venue name and address

  • Energy consumption data

  • Water consumption data

  • Waste data

  • Venue sustainability information

If you don't have this information, your venue should be able to provide it.

Travel and Transport

  • How attendees travelled to and from the event

  • Staff and crew travel

  • Speaker travel

  • Freight and logistics movements

  • Accommodation requirements

Estimation is possible for audience travel, if you are unable to collect data during the registration phase.

Food and Beverage Data

  • Number of meals served

  • Menu information

  • Types of food served (meat, vegetarian, vegan, etc.)

  • Food waste data

Your catering supplier may be able to provide this information.

Materials and Production

Depending on your event, you may need:

  • Printed materials quantities

  • Signage and branding materials

  • Exhibition stands or build information

  • Temporary structures

  • AV and production equipment details

Waste Information

  • General waste quantities

  • Recycling quantities

  • Composting or food waste quantities

  • Waste contractor reports

Supplier Contacts

To save time, you can invite suppliers to input data directly into the platform - more information on how to do this is provided here.

It's often useful to ask your supplier for a generic inbox address (e.g. 'info@supplier.com') so multiple team members from the supplier organisation can input data for your event. 

This also avoids delays in gathering data if your supplier contact leaves the organisation or needs to delegate the data collection to a different team member.

Make sure you have up-to-date contact details for your suppliers, including;

  • Venues

  • Caterers

  • Production companies

  • Logistics providers

  • Stand builders

  • Waste contractors

 

For Business Operations Measurement

You may need:

  • The name and size of your owned locations, including offices, warehouses or venues
  • The name and size of distinct spaces within your locations, like exhibition halls or meeting rooms

  • Office energy consumption

  • Water consumption

  • Employee commuting data

  • Business travel data

  • Waste data

  • Purchased goods and services information

Exact requirements will depend on the scope of your measurement.

 

Next Steps

Check out this article on how to create your first event in TRACE.