[Note: This is a partial preview. To download this presentation, visit: https://www.oeconsulting.com.sg/training-presentations] ISO 20121:2012 specifies requirements for an Event Sustainability Management System (ESMS) for any type of event or event-related activity, and provides guidance on conforming to those requirements. The ISO 20121:2012 international standard provides state-of-the-art solutions for the event industry worldwide, and provides business, government and society with practical tools for all three dimensions of sustainable development: economic, environmental and social. This presentation is designed for briefing your employees, new hires and potential auditees so as to create awareness of the ISO 20121 standard. Alternatively, the presentation may be used to supplement your materials for the training of ESMS professionals and internal auditors. It covers the what and why of ISO 20121, the ESMS clause structure, and also offers practical tips on how to handle an audit session. When you are done teaching this material to your employees, they will be much more informed and comfortable with ISO 20121. LEARNING OBJECTIVES 1. Provide background knowledge on ISO 20121 2. Gain an overview of ISO 20121 structure 3. Understand the ISO 20121 certification process 4. Gather useful tips on handling the audit session CONTENTS 1. Overview of ISO 20121 ISO in Brief What are Standards? What Standards are Not Why are Standards Important? What is ISO 20121? Who Developed ISO 20121? Who is ISO 20121 For? What are Events? How does ISO 20121 Work? ISO 20121 is Applicable to Organization Who Wishes to... Benefits of ISO 20121 Advantages of Certification 2. ISO 20121 Structure Annex L Overview of Annex L The ISO 20121 Structure is Aligned to the Common Structure for MSS HLS: The Same Core Elements The Plan-Do-Check-Act (PDCA) Process Model ISO 20121 Approach is Based on the PDCA Model PDCA and ISO 20121 Clause Structure The ISO 20121 Process Model ISO 20121 Key Clause Structure (4-10) - Context of the Organization - Leadership - Planning - Support - Operation - Performance Evaluation - Improvement 3. ISO 20121Certification Becoming ISO 20121 Certified ISO 20121 Certification Process Audit Findings 4. Handling the Audit Session Rights of Auditee Rights of Auditor How to Handle the Audit Session? Auditee's Conduct Do's and Don'ts

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© Operational Excellence Consulting. All rights reserved.
ISO 20121:2012
Event Sustainability Management Systems

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© Operational Excellence Consulting. All rights reserved. 2
Learning Objectives
Provide
background
knowledge of
ISO 20121
Gain an
overview of the
ISO 20121
structure
Understand the
ISO 20121
certification
process
Describe the
audit approach
and learn useful
tips on handling
an audit session
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Contents
2
3
4
ISO 20121 Structure
ISO 20121 Certification
Audit Approach
1 Overview of ISO 20121
5 Handling an Audit Session

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ISO in Brief
§ Non-governmental organization (NGO) established in 1947, based
in Geneva, Switzerland
§ Has a membership of over 160 national standards institutes from
countries in all regions of the world
§ The world’s largest developer of voluntary International Standards,
based on global and market relevance

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© Operational Excellence Consulting. All rights reserved. 5
Why are Standards Important?
Facilitates
business
interaction
Communication
Enables
companies to
comply with
relevants laws and
regulations
Compliance
Speeds up the
introduction of
innovative
products and
services to the
market
Innovation
Provides
interoperability
between new and
existing products,
services and
processes
Interoperability

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What is ISO 20121?
§ ISO 20121:2012 specifies requirements for an Event Sustainability
Management System (ESMS) for any type of event or event-
related activity, and provides guidance on conforming to those
requirements
§ Intended for any organization or individual including clients,
suppliers and event managers
§ It is relevant for small conference meetings as well as large-scale
sporting events
§ Covers any organization – whatever the size or type
§ A certification model

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Who is ISO 20121 For?
§ Provides state-of-the-art solutions
for the event industry worldwide
because it has been developed by
representatives of this same
sector on an international scale
§ It tackles the event industry’s
challenges in all three dimensions
of sustainability (economic,
environmental and social), at all
stages of its supply chain
§ It can also be used by internal and
external parties, such as
certification bodies, to help them
with their auditing processes

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ISO 20121:2012 is Applicable to Any Organization
that Wishes to…
§ Establish, implement, maintain and
improve an event sustainability
management system
§ Ensure that it is in conformity with
its stated sustainable development
policy
§ Demonstrate voluntary conformity
with ISO 20121:2012 by
• First party (self-determination and
self-declaration)
• Second party (e.g. clients)
• An independent 3rd party (e.g.
certification body)

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ISO 20121 Offers Benefits to All Actors Involved in
the Organization of an Event
§ Event organizers
§ Event owners
§ Workforce
§ Supply chain (such as caterers,
stand constructors, transport
companies)
§ Participants
§ Attendees
§ Regulatory bodies
§ Communities

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Advantages of Certification
§ Certification to ISO 20121 is
voluntary
§ Independent check of conformity
by a third party
§ Indicates an effective Event
Sustainability Management
System
§ National/International recognition
§ Provides competitive advantage
§ Improves company image

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ISO 20121 is Based on the ISO High-Level Structure
(HLS) for Management System Standards
1. Scope
2. Normative References
3. Terms & Definitions
4. Context of the Organization
5. Leadership
6. Planning
7. Support
8. Operation
9. Performance Evaluation
10. Improvement

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The Plan-Do-Check-Act (PDCA) Process Model
Implement the processes
of the ESMS
Establish objectives,
programs and processes
necessary to deliver
results in accordance with
the organization’s ESMS
policy
Monitor and measure
activities and processes
with regard to the ESMS
policy and objectives,
and report the results
Take actions to
continually improve the
ESMS performance to
achieve the intended
outcomes
Plan
Do
Act
Check

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ISO 20121 Key Clause Structure (4-10)
PLAN DO CHECK ACT
4. Context of the
organization
5. Leadership 6. Planning 7. Support 8. Operation 9. Performance
evaluation
10. Improvement
4.1 Understanding of the
organization and its
context
5.1 Leadership and
Commitment
6.1 Actions to address
risks and opportunities
7.1 Resources 8.1 Operational planning
and control
9.1 Performance against
governing principles of
sustainable
development
10.1 Nonconformity and
corrective action
4.2 Understanding the
needs and expectations
of interested parties
5.2 Policy 6.2 Event sustainability
objectives and how to
achieve them
7.2 Competence 8.2 Dealing with
modified activities,
products or services
9.2 Monitoring,
measurement, analysis
and evaluation
10.2 Continual
improvement
4.3 Determining the
scope of the event
sustainability
management system
5.3 Organizational roles,
responsibilities
and authorities
7.3 Awareness 8.3 Supply chain
management
9.3 Internal audit
4.4 Event sustainability
management system
(ESMS)
7.4 Communication 9.4 Management review
4.5 Sustainable
development principles,
statement of purpose
and values
7.5 Documented
information

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© Operational Excellence Consulting. All rights reserved. 14
The PDCA Cycle is the Engine of Continuous
Improvement
Consolidation
through
Standardization
Quality
Improvement
P
D
C
A
P
D
C
A
Current
Standard
New
Standard
Time
Continuous
Improvement

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Becoming ISO 20121:2012 Certified
§ The certification body examines
the ESMS for conformity to the
ISO 20121:2012 standard
§ The ESMS audit is a compliance
audit
§ Certification means the
organization has a documented
ESMS that is fully implemented
and meets ISO 20121:2012
requirements

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ISO 20121 Certification Process
Implementation of
Event Sustainability
Management
System
Conduct Internal
Audit and Review
Result by Top
Management
Selection of a
Certification Body
Stage 1 Audit
Stage 2 Audit
Confirmation of
Registration
Continual
Improvement and
Surveillance Audits

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Audit Findings
Minor Non-conformity
Observation
Major Non-conformity

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How to Handle the Audit Session?
§ Do not panic
§ Ask and clarify
§ Admit obvious non-conformities
§ Offer evidence and explain
patiently
§ Take note of improvement
areas highlighted by the auditor
§ Show internal audit report,
when necessary

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Auditee’s Conduct
§ Polite
§ Professional
§ Positive / Receptive
§ Sincere
§ Commitment
§ Formal but not overly serious

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Interacting with Auditors
§ Be honest and open
§ Recognize they may be experts
§ Realize they may not be subject matter
experts
§ Understand the purpose of the meeting and
review related records prior to interviews
§ Turn mobile phones to silent mode

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Interacting with Auditors
§ Assume auditors are familiar with your
organization’s QMS
§ Challenge auditors
§ Show more competence in ISO 20121
§ Argue internally
§ Express unfairness
§ Ask for solution
§ Fix non-conformities on the spot

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About Operational Excellence
Consulting
§ Operational Excellence Consulting is a management
training and consulting firm that assists organizations in
improving business performance and effectiveness.
§ The firm’s mission is to create business value for
organizations through innovative operational excellence
management training and consulting solutions.
§ OEC takes a unique “beyond the tools” approach to enable
clients develop internal capabilities and cultural
transformation to achieve sustainable world-class excellence
and competitive advantage. For more information, please visit
www.oeconsulting.com.sg

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