Sustainable Suppliers Form
Thank you for using this form. The information provided here will be presented on a publicly available spreadsheet at Sustainable Suppliers Spreadsheet. Please do not provide any confidential or commercially sensitive information or personal data via this form. An email address is collected only for the purposes of correspondence about your responses. 

This form was created to try to minimise time and effort for both suppliers and their clients. The aim is that suppliers complete the form once per year (or following significant changes) and that when asked by clients for sustainability information, you can direct them either to the spreadsheet, or just present them with these pre-prepared responses. The questions are similar to those asked by most other major platforms. There is no capacity to upload documents so please provide links to publicly available information, however we would emphasise that this is supposed to make life easier for everyone so using the free text to provide an answer is better than linking elsewhere. 

If you are a supplier that is only just starting to think about sustainability, adding your name to this list can be an easy first step. We have tried to prevent bias against SMEs that may have less resource; your stories and progress are important to highlight the changes you have made, so please use the text boxes to highlight what you've achieved. 

Any responses you can provide are useful to your clients: the questions become more advanced towards the end of the survey but please don't let that put you off answering anything at all or cause you to give up on the survey. Please do still answer whatever questions you can and click through to the end. 

If you are an organisation that is sending this to your suppliers
You can ask your suppliers to fill in this form at any time in your relationship with them. We expect the most useful times will be before contracting with them or perhaps when you are surveying your existing suppliers to assess your supply chain. Your suppliers responses will be added to the spreadsheet and you can review their answers here: Sustainable Suppliers Spreadsheet. We do not have the ability to tell you when one of your suppliers has responded, so you will need to request that they let you know or that they send you a copy of the answers, or alternatively you can check the spreadsheet regularly.  

FAQs
If you need any help with completing the form, there is a short video explaining it here 2. How to complete the Sustainable Suppliers Form. There are also videos introducing the project, how to use the supplier spreadsheet and who is collecting this information. You can see them all on this playlist 1. Introduction to Sustainable Suppliers: Information Gathering.  
Who has access to the answers? If you do not opt out - the answers given on this form will be transferred on to the spreadsheet. If you do not wish the answers to be published on the form, please say so in response to question 43. Anyone with the link can access the spreadsheet. 
Can I opt out of my answers going on the spreadsheet? Yes - please state this in question 43 or contact sustainable.suppliers.info@gmail.com
Can I opt out of particular questions? Yes, all questions are optional but the more information you can provide, the better for your clients
How do I update my data, correct it or remove it? Either refill in the form with your company name and the information you would like to update, correct or requesting removal, or contact us at sustainable.suppliers.info@gmail.com
I'm a small company, how to I make it clear that I don't have the same resources as others? We an option to select the size of your company in question 6. We also provide space for you to give further qualitative answers and encourage you to share your stories. You are welcome to include in your comments that you are small business. We also include information to encourage organisations reviewing the sheet to consider the size of the company. 
What will this information be used for? The intention is that this data will be used by organisations to find out about their suppliers without having to send out hundreds of questionnaires. We may use it for statistical purposes to track change over time and measure the impact of the form.
Is there any benchmarking or scoring? No. This is just a place to put information about a company's progress.  
If you have any further questions, please contact sustainable.suppliers.info@gmail.com 

Guidance
If you've filled this in and want to be able to improve your responses, take a look at the 'Taking the Next Step' tab on the spreadsheet https://shorturl.at/wFJHx. It contains lots of useful guidance and links to help you with all of the topics covered by the questions. If you still have questions you can get in touch with sustainable.suppliers.info@gmail.com

Made a mistake or want to update?
You can email sustainable.suppliers.info@gmail.com and we can make the change for you or you can resubmit the form with just your contact details and the changes you'd like to make and we'll update the sheet.  

Not sure about publishing your answers?
If you would like to answer these questions but are a concerned about your answers being public, you can write in the final answer that you don't want your answers to be placed on the spreadsheet. In this instance, you can download a copy of your responses and send these to anyone that asks the same questions. This is still beneficial and will save you time in the future. However we would encourage you to publish this information publicly so that it saves other organisations time and will reduce the number of questionnaires you receive. 

Who We Are
This form has been created by cultural sector organisations that have been trying to improve their supplier sustainability information and realised that the best way to do this was for everyone to ask the same questions and for that information to be easily accessible. A few of those involved (but not all) include Royal Ballet and Opera, Theatre Green Book, National Theatre, Royal Baths, GLAM Oxford & Opera Europa. We have reached out to associations, representative bodies and industry groups to help spread the word and encourage engagement with this project and hope that organisations from across the cultural sector will request that their suppliers complete it. If you'd like to know more, please contact sustainable.suppliers.info@gmail.com. Currently it is Theatre Green Book and Royal Ballet and Opera that are administering the email address, form and sheet. 

Privacy Statement

By completing this form you are agreeing to provide an email address which can be personal data. This will be used to confirm receipt of the form and used for queries in relation to your submission by the administrators. Your responses to the form will be published on the Sustainable Suppliers Spreadsheet unless you request that this is not the case in question 43. The contact email you have provided will not be published and nor will any personal data provided in your response. the information on the spreadsheet is accessible by anyone with the link. The responses to the form itself are only accessible by the administrators of the sustainable.suppliers.info@gmail.com account which are Theatre Green Book and Royal Ballet and Opera. They will access the account for the purposes of administering the form and the spreadsheet. Please ensure you save a copy of your responses yourself, or you can contact sustainable.suppliers.info@gmail.com to access your completed form. If you need to make changes, updates or request removal, please contact sustainable.suppliers.info@gmail.com. 

The administrators of the Sustainable Suppliers email, form and spreadsheet and therefore the data controllers and processors are Theatre Green Book and Royal Ballet and Opera. You can find their contact details below and links to their company privacy policies: Theatre Green Book, which is operated by Theatres Trust. Email@ admin@theatregreenbook.com. Privacy policy: https://theatregreenbook.com/privacy-policy/. Royal Ballet and Opera, Covent Garden, London WC2E 9DD. Email: sustainability@roh.org.uk. Privacy policy: https://www.rbo.org.uk/policies/privacy The information you provide in the form (including the contact email address) will be stored for a year when you will be asked to review and update it. If you choose not to update, we will delete all email correspondence, the original form and your entry on the spreadsheet. If we do not reeive a response, we will continue to hold you information for a further six months while we try to contact you and then delete all your information as listed above.

Sponsor

We are very grateful to 3LR Lighting for their support of this project, without whom we could not provide support and training webinars. Visit them at www.3lrlighting.com

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Email *
1. Company Name & alternative brand names
2. Main services provided 
3. Company website
4. Location
5. Geographical area serviced
6. Company size
Clear selection
7. A few words about your company, their services and how you support your clients to be more sustainable (200 words max.)
8. Does your organisation have a role with dedicated environmental sustainability responsibilities? (It doesn't need to be 100% of their time)
Clear selection
9. How should someone interested in sustainability get in touch with your company? This information will be on the spreadsheet for public use - please ensure it does not include a name or email address for an individual 
10. Do you have a green team, committee or sustainability group?
Clear selection
11. Does your organisation have an environmental policy or public environmental commitment? 
Clear selection
12. Please include a link if publicly available
13. Does your organisation monitor its energy consumption?
Clear selection
14. Does your company monitor the emissions from its energy consumption? (often known as your scope 1 and 2 emissions)
Clear selection
15. Does your organisation purchase or generate your own renewable energy? 
Clear selection
16. You can explain more here 
17. Are you taking action in sustainable transport? This could include fleet, business travel and / or deliveries
Clear selection
18. You can explain more here
19. Does your organisation take steps around materials and waste, for example:
- Think about waste during the design stage?
- Prioritise reducing materials use?
- Have a waste reduction plan, circular economy plan or any other strategy to reduce, reuse or recycle waste?
- Monitor waste disposal e.g. tonnage / recycle rate etc?
Clear selection
20. You can explain more about materials and waste reduction here 
21. Do you provide any environmental or sustainability training to your staff?
Clear selection
22. You can explain more here  
23. Do you monitor water use and take any measures to reduce or manage water consumption?
Clear selection
24. You can explain more here
25. Do you take any measures to encourage or improve biodiversity? This could be anything that benefits nature including planters outside an office, installing bird boxes, nature friendly hedge and grass cutting regimes, all the way through to reviewing how nature features in your supply chain and having nature represented on your board. 
Clear selection
26. You can explain more here
27. Do you support climate justice, adaptation or resilience in your wider community? e.g. educational work, partnering with charities, programmes with disadvantaged groups  
28. You can explain more here  
29. Does your organisation have any specific targets to reduce emissions in the below areas?   
30. Please provide the dates of your targets and any links or additional information   
31. Does your organisation have a carbon reduction plan or strategy? Does it include short term goals to help achieve your net zero or other long term targets?  
32. You can provide a link or more information about your plan or strategy here  
33. How would you rate your understanding of your supply chain?  
Clear selection
34. You can explain more here  
35. Can you provide client specific carbon footprint information on request or a measure of carbon per £ spent with you? 
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36. Please provide details of how to request this from your organisation here (please do not provide personal data)  
37. Does your organisation hold any organisational sustainability related certification or credentials or has it committed to any sustainability pledges?  e.g. Ecovadis, ISO14001, Planet Mark, B Corp, SBTi, FSC, Race to Zero, We Mean Business etc)  
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38. Please add all that are relevant here  
39. Do any of your products have product specific certifications, or assessments? E.g. GOTs, Fairtrade, Environmental Product Declaration (EPD), Life Cycle Assessment (LCA), Product Carbon Footprint (PCF) or equivalent, or have you considered embedded carbon in any other way?  
Clear selection
40. You can explain more here  
41. Do you have any other sustainability related information or stories you would like to share? This can help bring to life some of the things you have been doing that might not be covered by these questions.   
42. Do you have any feedback on this form? Answers to this question will not be published. 
43. If you would prefer that your answers are not published on the spreadsheet, please say so here. 
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