Environmental sustainability can feel like a boogeyman lurking in the shadows, something we would rather avoid confronting. This boogeyman reminds us of climate change, the use of natural resources, waste legislation, recycling, reducing emissions, procurement, transportation and the importance of communication. When everything seems to need improving at once, taking the first step can feel difficult. Organisations may find themselves thinking that nothing should be done until they have a perfect plan and a solution that is guaranteed to work.

But the perfect moment may never come. And while we wait, the boogeyman may just keep growing.

In my Master's thesis, I explored how KAAPELI could improve its environmental sustainability through better recycling solutions at its largest event venue Merikaapelihalli. Rather than focusing primarily on the technical details of waste sorting, the work explored how to engage people in more sustainable practices, the importance of communication and the role of change management in making new ways of working part of everyday operations.

During the process, I came to understand even more clearly that improving environmental sustainability is not a one-off project that can simply be ticked off a list once completed. It is more of a marathon than a sprint. Along the way, we learn, experiment, make mistakes, adjust our course and keep moving forward.

You Don't Have to Solve Everything at Once

It is important to be able to openly acknowledge that the work is still in progress. Organisations may feel pressure to appear further along in their sustainability efforts than they actually are. They want to communicate their goals and achievements, but may worry that admitting uncertainties or unresolved challenges will undermine their credibility.

However, speaking honestly about what is already being done and what is still being learned builds trust and makes the boogeyman a little less intimidating. Credibility does not come from maintaining an appearance of having everything figured out. It comes from clear goals, concrete actions that support those goals and a commitment to continuous, systematic improvement. Even small steps are worth communicating, as long as their impact is not exaggerated.

Accepting that things are still a work in progress is closely connected to change management. Change does not happen simply by introducing new guidelines or purchasing new waste bins. People need to understand why practices are changing, what is expected of them and how the changes will affect their work. A goal that is too vague can feel distant, while one that is overwhelmingly ambitious can leave people feeling paralysed.

Feeling overwhelmed by the boogeyman does not necessarily mean that people do not care. When time or knowledge feels insufficient and there is a fear of making mistakes, sticking to familiar ways of working can seem like the safest option.

Even a Small Step Moves Us Forward

The role of change management is to make that first step possible. In event waste management, this might initially mean clarifying the responsibilities of everyone involved. At the same time, organisations can test signage, collect feedback and monitor the types of waste generated at events. There is no need to solve everything in one go.

It is important to allow time for experimentation and feedback. The effectiveness of a new operating model cannot be assessed on the basis of a single event, as the needs of different events vary.

Mistakes must also be accepted as part of the development process. If signage is not clear enough or responsibilities do not work as intended in practice, it does not mean that the entire initiative has failed. Instead, it provides valuable information for developing the next, improved version.

Small Actions Lead to Lasting Change

Taking small steps does not mean lacking ambition. In fact, they can create more lasting change than a major reform that remains disconnected from everyday operations.
An event venue can support this change by providing shared structures, clear guidelines and opportunities to discuss event-specific needs well in advance. This way, event organisers are not left alone to tackle ambitious sustainability goals.
My thesis did not provide a complete solution for waste management at Merikaapelihalli. Instead, it offered a development proposal and a direction in which progress can be made, one step at a time.
The first step does not have to solve everything. It simply needs to be clear enough to take.
When an organisation accepts that change is an ongoing process, it no longer needs to spend its energy maintaining the appearance of having everything under control. That energy can instead be directed towards taking the next concrete step.

And with every step, the boogeyman becomes a little smaller.

Katja Valpas

Katja Valpas is an experienced professional in culture and event production and a recent graduate with a Master's degree in Cultural Management. She works at Kiinteistö Oy Kaapelitalo (KAAPELI) in Helsinki, Finland. She is responsible for the rental and development of event venues across the company's cultural centres.Valpas has extensive hands-on experience in the events industry and event venue development. In her Master's thesis, she explores ways to improve event waste management at Merikaapelihalli, strengthen environmental sustainability and engage stakeholders in developing and adopting more sustainable practices.