ISO 20121 Readiness for a Corporate Event Series

Corporate event teams are increasingly expected to demonstrate strategic impact, governance and credible sustainability outcomes. In a multi-event series, risk typically comes from inconsistency: different internal owners, agencies, venues and suppliers create uneven standards and fragmented documentation. This increases claims risk, makes reporting time-consuming, and can undermine stakeholder confidence.

A pragmatic ISO 20121-aligned framework designed for repeatability. The focus was to define a single operating model that could be applied across event formats without creating unnecessary administration: clear roles and approvals, standard supplier requirements, and a simple evidence capture process that works at pace.
 

What was standardised (examples)

• A single set of minimum supplier standards used across venues, catering, AV, print and logistics

• A repeatable evidence pack structure for every event (so documentation is consistent, even when suppliers change)

• A simple data capture sheet to collect the same core inputs every time (materials, waste, travel assumptions, supplier confirmations)

• A consistent approach to sustainability communications and claims sign-off (to reduce greenwashing risk)

• Series discovery: map event types, owners, suppliers and existing processes

• Governance model: define roles, approvals and decision points (RACI-style)

• Policy set: concise policies fit for a corporate series (procurement, waste, travel, accessibility and inclusion, communications and claims)

• Supplier standards: minimum requirements, evidence requests and briefing notes for venues, catering, AV, print and logistics

• Evidence pack build: a repeatable folder and template structure for each event (brief, supplier evidence, data capture, approvals)

• Data capture plan: what to collect and when (materials, waste, travel assumptions, supplier evidence)

• Reporting template: consistent format for internal leadership and external stakeholders

• Light training: short onboarding for event owners and key suppliers to improve adoption

​​

Quick wins

1. Appoint one evidence owner for the series (single point of accountability)

2. Use one supplier briefing template across all events (minimum standards + evidence requests)

3. Create a repeatable event pack: run-of-show, supplier checklist, data capture sheet and debrief notes

• A consistent operating model applied across multiple events, even with different internal owners and suppliers

• Reduced claims risk through standard supplier requirements, evidence requests and a clear sign-off approach for sustainability statements

• Faster reporting through repeatable templates and a consistent core data set (less time spent chasing information post-event)

• Clearer internal accountability and fewer last-minute escalations due to defined roles, approvals and decision points

• A scalable approach that supports future tenders, governance expectations and stakeholder scrutiny

Consistency is achieved through standard supplier briefings and a repeatable evidence pack, not by adding complex tools. Adoption improves when templates are short, role-owned and embedded into existing event workflows.

​

Practical tip

• If the series includes multiple event owners, keep the “must-do” requirements small and non-negotiable (supplier standards, evidence pack, data capture sheet, claims sign-off). Everything else can remain flexible by event type.