Sustainable event organization and sustainable travel: a major challenge for the project partners
Preparations for the G2VET Multiplier Conference „Empowering Sustainable Futures” in Valladolid (ES)
In addition to an exciting and engaging program, we as the organizers are committed to ensuring the event is run in a sustainable manner as much as possible. This involves considering not just the venue and event logistics, but also sustainable approaches to contents, materials and workshops.
One aspect that particularly concerns us is sustainable travel preparations. We have been discussing how we will travel to Valladolid for a long time. “Green travel” is a major challenge for an ERASMUS+ partnership dedicated to the topic of “sustainability”.
But what is the best way to travel from the northern Baltic coast of Finland to the north-west of Spain? Even from Austria and Germany, you can’t reach our destination in one day if you want to avoid a flight. But how to best balance the environmental footprint with practical considerations like time, cost, and feasibility?
We have been diligently discussing and planning the travel logistics, and will be sharing our findings and insights in the lead-up to the conference.
We invite you to share with us any helpful tips that will help us out of our decision-making dilemma about the journey, but also in practical terms for sustainable event organisation.
Stay tuned for more updates on the sustainable preparations for the conference, where we will offer to explore topics like the EU Green Competence framework and how to implement sustainability in the classroom and beyond.
The Green Travel Dilemma for Our Project Meeting in Valladolid (ES)
As our ERASMUS+ partnership on promoting sustainability approaches the final meeting in Valladolid, Spain, we found ourselves grappling with a dilemma that cuts to the core of our plans – how to make our travel arrangements as environmentally friendly as possible.
With partners traveling from Finland, Austria, and Germany, the most convenient option would have been undoubtedly air travel. However, aviation accounts for a significant 14.4% of transport-related greenhouse gas emissions in the EU. Choosing this path would undermine the aptitude we aim to uphold.
The Dilemma: Balancing Sustainability, Time, and Feasibility
We explored various green travel alternatives, each with its own set of pros and cons:
On the other hand, choosing more eco-friendly travel by train or bus would extend travel times considerably and potentially increase costs. Let’s look at some concrete options:
– Bus Travel: The Greenest but Most Demanding Option
Taking the bus from Germany to Valladolid would produce the lowest emissions but require a staggering 33-hour journey with two changes. While economical, spending over a day and a half-seated raises concerns about comfort and productivity loss.
– Train Travel: More Sustainable but Pricier
Train travel from Germany with route changes in Paris, Perpignan, and Madrid would take around 28 hours one-way. While significantly reducing emissions compared to air travel, the costs could reach €400 per person for an Interrail pass and reservations.
– Combined Travel: Balancing Time, Cost and Emissions
A combined option of taking the train to an airport hub like Düsseldorf, flying to Madrid, and then taking another train to Valladolid could balance travel time (around 12 hours) and costs (approximately €400) while still producing emissions from the flight segment.
As you can see, we were facing a true dilemma between sustainability, feasibility, and pragmatism. Each option has its pros and cons.
Key Questions that lead our decision – and can lead yours, too
If you find yourself in a similar predicament, here are some key questions to ask before deciding between green travel options or air travel:
1. What is the total carbon footprint of each option? Use calculators to estimate emissions.
2. How much extra time would green travel require, and can you accommodate it?
3. What is the cost difference, and is it within your budget?
4. Are there any feasibility concerns with long-distance green travel (physical ability, group dynamics)?
5. How much of a priority is minimizing emissions for this particular trip?
6. Can you purchase carbon offsets for unavoidable emissions?
7. Can you optimally combine modes of transport (train for part, fly for another)?
Don’t forget the Time Factor: Research, Booking, and Productivity
Beyond emissions and costs, the time required for researching, planning, and booking green travel options across multiple countries and operators is a significant consideration. With no comprehensive European booking tool for cross-border train connections, travellers must piece together journeys across various platforms, adding to the time investment.
Moreover, the longer travel times associated with green options can impact productivity and personal time, especially for business travellers or those with tight schedules.
The Finish Partners’ Experience
Our Finnish partners had initially planned an ambitious land journey to Spain, recognizing the opportunity to significantly reduce their carbon footprint. As they share:
“The content of the project gave us an idea to travel to Spain by land, since we would have had much lighter carbon footprint. The budget of our project and our international co-ordinator approved our greener travel plan. Additionally, Erasmus+ encourages greener traveling by giving even extra financial support. We were really excited about this opportunity to travel by land. We planned already a detailed itinerary with the help of our international networks.”
Unfortunately, their plan fell through due to a lack of institutional guidance on green travel, and they ultimately took a flight to Madrid, offsetting emissions through the Finnair’s compensation program.
This experience highlights the challenges organizations face in implementing sustainable travel practices, even with the best intentions and initial support.
For one of the German team members finally a family-related matter came up close to the time of the travel decision, and it made an extended trip from Germany unfeasible due to the inability to be away for multiple days leading up to the conference.
Ultimately, all partners chose a mixed option with a flight to Madrid to cover the longest distance of the journey and all other routes were completed by train.
However, this enabled us to hold our conference well prepared and well rested, which was a huge and lasting benefit for the project – and hopefully also for our guests.
What do you think, which are the most effective strategies for balancing environmental impact, cost, and practicality when planning sustainable travel for professional events, and how can organizations encourage and support their members to adopt these green travel practices?