The goal of this tutorial is to explain how to use the Event Calculator template and clarify any methodological points needed to understand how your event's emissions are calculated.

This template is designed to assess the emissions associated with your events. It includes all types of impacts related to the organization and the event itself, such as:

• Transportation of organizers and participants
• Food consumed during the event
• Accommodation
• The venue
• Products purchased or rented (sound, lighting, IT equipment, furniture, etc.)
• Waste management
• Services purchased (marketing, security, cleaning, etc.)
• Freight of materials or products

The template is flexible and lets you enter data in different ways depending on your data structure and the type of event. The more detailed the data, the more accurate your results will be.

If you don't have access to some data, you can make informed assumptions or use spending data as a proxy. These options are explained below.

At the start of the project, the template will be added to your profile.

Your onboarding manager will explain how to access it during your kick-off meeting:

This template is empty by default. We recommend keeping it unchanged and duplicating it for each new event.

To do so, click the three dots on the right-hand side and select "Duplicate."

Once your event is created, you'll need to complete two tabs: "Information" and "Parameters."

In the Information tab, provide context for the study: scope, assumptions, and any exclusions. This section will appear in the final report.

Start by renaming your event. The impact assessment method is pre-selected by your climate expert and should not be changed.

In the Parameters tab, you'll be asked to enter quantities across different categories. Units (e.g., kg, km, m², €) are shown next to each field. Use the “Section completed” box to track progress.

If data is missing, you can either make assumptions or explain why the data is excluded in the relevant text field.

The data you enter will be used to generate calculations in the "Lifecycle" tab. You can review this tab if you're curious about the emission factors used, but do not edit it.

Enter the number of participants, organizers, and the duration of the event. This helps distribute emissions across the full event scope.

Provide travel details by mode of transport. Depending on data availability, you can enter very granular data to obtain precise results (e.g., Economy or Business class for flights).
If you lack exact data, base assumptions on the situation/location of the event (big or small city), the targeted audience (locals or from a different country, families or students), and the most generally used mode of transportation (thermal car or electric cars). You can improve accuracy in future events by collecting this info via participant surveys.

Input the number of meals per person and break it down by type (average, red meat, vegetarian, vegan, etc.). You also have the possibility to input the percentage of each type of meal. If precise data isn’t available, assume 100% average meals. For drinks, enter the number of glasses or bottles per person, by type.

If you don’t have access to this data, consider making assumptions and indicating 100% average meals and a number of meals per person based on the duration of the event.

Indicate the number of nights and rooms booked per accommodation type (hotel, Airbnb, etc.) and per region or country. Use assumptions if needed based on the number of participants and the duration of the event.

Enter the surface area of the venue and the number of hours booked. You'll also need to select the type of structure (e.g., concrete or metallic), as this affects construction emissions.

The emissions are calculated on a pro rata basis of the time booked. This means that only a small portion of the emissions from the construction of the venue is attributed to your event, not the total emissions from the construction.

Different examples are provided within the module to help you choose.

List equipment or materials purchased or rented (e.g., screens, chairs, signage). Specify whether the items were bought, rented, already owned, or provided by the venue.

Input the quantity and type of waste generated, along with its end-of-life treatment (recycling, incineration, etc.). If you’re unsure, select the average end-of-life option.

Enter the total amount spent on services such as cleaning, security, or marketing. You can report in euros, dollars, or pounds.

Provide the distance, transported weight, and mode of transport (boat, truck, plane, etc.) for any delivered items. If not available, enter the amount spent on freight.

You can access and visualize your results in several ways:

• In the Products tab, click on your event and then select “Results”
• In the “Impacts” section, view all product impacts and filter by item if needed
• In the “Audit” section, review detailed information including emission factors, sources, and units

To better understand your results, look at emissions by life cycle stage (e.g., transport, food, services), by activity (e.g., hotel night, flight, meal), or by tag if you’ve used any.

To export your report, go to the Products tab, click the three dots next to your event, and select “Download report.”

To compare two events or scenarios, use the “Impacts” tab:

You can export this chart as a table or image using the button in the top-right corner, "Download comparison". You can also compare your product to another one in the Product page. The only difference is that the first product is already pre-selected.

​