Environmental management

2022 - 2023 achievements highlights

Emissions and event management

Professional travel, conducted overwhelmingly by airplane, is undoubtedly the most significant adverse environmental aspect related to the Secretariat's activities. Approximately 95% of its emissions relate to the staff's professional travel. At the same time the travel by staff is outweighed by the travelling conducted by its stakeholders. 

As part of the drafting of its EMS rules, the Secretariat revised its event management and travel rules to incorporate sustainable principles. The rules now promote video conferencing as an alternative to business travel and prioritize travelling by train whenever possible. Most importantly, the Secretariat's event management builds on hybrid events principle.

To facilitate the hybrid events principle, the Secretariat further developed its online event data collection in first half of 2023. Depending on the user’s participation modus (virtual versus onsite), the content management system automatically calculates travelled versus not travelled kilometres, including an estimate of emitted versus not emitted CO2 emissions. Since July 2023, this data is an integral part of the Secretariat's web and event management reporting.
 

Energy management

In order to manage its heat consumption per radiator, the Secretariat labelled all its radiators and thereby created a radiator map for its two floors in 2021.  It set rules for optimal heating in the office rooms and secondary office space and replaced old heating thermostats with a new smart heating system. All the thermostats are set on automatic mode, resulting in optimal temperatures during working hours (21C) and lower temperatures during nights and weekends.

It is too early to say whether the assumed three year’s payback period will hold. As the KPI data below shows, there is a clear downward trend in heating consumption (2022 versus 2021; -30%. 2022 versus 2021; -23%), close to the expected energy savings.

Q4/2020-Q2/2023 waste management data

This graphic displays the quarterly amounts of waste produced in the four applicable categories for Q4/2020 – Q2/2023. Paper outweighs the collected glass and plastic. Whilst the share or residual waste varies between 50% to 65%, the Secretariat managed to recycle over 4.300 kg waste since the introduction of waste separation in Q4/2020.

Energy management

Identifying potential energy saving measures that it can directly influence, as opposed to those managed at the office building level, was the starting point for the Secretariat's line of action.

Waste management

The disposal of waste at the Secretariats premises follows the principles of recycling and safe disposal.

Green events management

• To be fit for holding hybrid event, the Secretariat upgraded its conference facilities and installed new, supplementary equipment in June 2021. Similarly, event registration features of the website, together with the invitation mass mailing application, underwent a series of changes.
• In line with its new sustainable procurement principles, the Secretariat purchases and prints solely on recycled printing paper. Also, its stationary and other office goods are ordered in accordance to predetermined green purchase criteria.
• The Secretariat successfully completed the tending of its catering services in June 2021. Building on its prior market research, a certified environmental management system and Vienna based operations were included into the procurement criteria. When assessing the offers, the service provider’s waste management concept and use of organic food ingredients were decisive.
• When sending invitations to its Vienna based events, each mailing refers to the Secretariat’s list of recommended hotels. The list gives preference to eco-label hotels, which are located close to its premises or easily reachable by public transportation.

Green procurement

The environmental aspect and impact assessment underlined the significance of procurement in the Secretariat’s  operations. This was reflected in the Secretariat's first 2020 - 2021 Environmental Programme with a majority of the actions aiming to incorporate sustainability into its everyday procurement and purchasing activities. To establish a framework, a Sustainable Procurement Procedure was adopted. This procedure is subject to regular revision, whenever a new, sustainable purchase criteria is to be incorporated.

• Depending on the contract matter, specific environmental requirements are outlined in the Secretariat's tender documents.
• For small amount purchases, the Secretariat elaborated internal green purchase tips, which are tailored to the categories of products and services concerned. In this way, the Secretariat opts for acquiring works, goods and services that have minimal environmental, social and economic impacts.

Sustainable travel rules

Baseline

Professional travel, conducted overwhelmingly by airplane, is undoubtedly the most significant direct environmental aspect related to the Secretariat’s activities. Regular travelling by the experts to the Contracting Parties to support the stakeholder’s efforts to implement the Treaty is an integral part of the Secretariat’s business activities. To facilitate information exchange, the Secretariat additionally organizes around 100 events every year, either in Vienna or across the region. This results in further travelling by its staff and by its numerous event participants (in total 3.6 million flight kilometers in 2019).

Revised rules and principles

Whilst setting up its environmental management system, the Secretariat revised its travel and event management rules. In name of sustainable travel principles, the revised travel rules promote video conferencing as an alternative to travelling and prioritize travelling by train whenever possible. Starting 2021, the Secretariat’s event management builds on the principle of hybrid events. Parallel to participation on site, all its events can also be attended virtually. In order to fulfil the criteria of hybrid events, the Secretariat upgraded its conference facilities in June 2021.