Policies

Art Fund Green Travel Policy for arts organisations and professionals 

We want to manage your expectations around travel and related expenses in a clear and straightforward way. We're striving to be an environmentally sustainable organisation by implementing methods to reduce our carbon footprint in every area of our organisation. This includes travel, which is one of the main sources of global carbon emissions.  We realise travelling in a more environmentally sustainable way can sometimes be more expensive, that’s why we will consider increased travel costs for journeys that save on carbon emissions.  Flying is not a preferred method of travel, but sometimes it is unavoidable. We would like to encourage you to plan your journey in the most environmentally sustainable way possible, so if you do have to fly, please consider if it might be possible to take a return train back.  We would also encourage you to make the most of your travel and wherever possible combine meetings colleagues and/or schedule additional meetings during your visit.  This policy aims to set recommendations to help you make greener choices when you travel. 

Rail travel  

  1. We ask that you take rail transport wherever possible to reduce your carbon footprint.  

  2. If you're travelling to EU destinations such as Paris or Brussels, these destinations can easily be reached from London by Eurostar. The Eurostar and onward train travel may also be possible when connecting to other destinations in Europe. We request that this is considered as an option when booking transport from London.   

Taxis and public transport

Taxi use in the UK and overseas should be limited as much as possible and public transport should always be taken where it's available to reduce our carbon footprint. We'd only expect/suggest you take a taxi where it's cost effective due to a significant saving of journey time or the number of people travelling together (and we do encourage those that we work with to share taxis where possible and convenient). Other examples of where a taxi cost would be reasonable include:  

  1. If you're travelling out of hours or with a large amount of luggage to or from the airport;  

  2. Where public transport isn't available; and  

  3. Where there are wellbeing or health and safety concerns, e.g. you’re travelling on our business after 9pm at night (e.g. after an event or dinner), or you need to take bags and/or boxes that are too heavy for you to carry on foot or by public transport.  

Car travel  

  1. Where it's cost and carbon effective for you to use a car for your travel, you can claim a mileage allowance providing you give us proof of your mileage.  Details of the current mileage rate are taken from the HMRC tax exempt level, being 45p per mile for cars (up to 10,000 miles). You'll need to present a VAT receipt for the purchase of fuel when making a claim for mileage in a personal car, which is for compliance with HMRC rules.  

  2. Car hire isn't a preferred method of transport and should only be used if there are no other modes of transport available, or it's for use at remote locations which can't be reached by another method of travel. If car hire is necessary please ensure it is used in line with your own organisational guidelines prior to booking any car hire.   

Air travel  

  1. All air travel should be booked in standard/economy class. 

  2. Flights should be booked with over 10 days' notice where possible.    

  3. Please consider rail transport if you're travelling to Eurostar or connecting destinations.   

Your travel choice matters 

Below is an example provided by The Museums and Galleries Network for Exhibition Touring Network (MAGNET) of the average CO2 per person for flight vs train, hotel, restaurant for a return trip from Newcastle to Bristol. 

Option 1: Flight

  • Economy round trip for 1 person Newcastle – Bristol 

Total: 300kg  

Option 2: Train, hotel, restaurant

  • Return journey 1 person: 6kg (electric trains) and 26kg if partly diesel trains 

  • Hotel per person: 9.8kg

  • Breakfast: 2kg

  • Dinner: 2.95kg  

Total Train, hotel, restaurant: 21-41kg  

Flight: 300kg per person (without counting taxi or car or train to get to and from airports)  

Train, hotel, restaurant = 41kg per person  

A difference of 259kg of CO2 per person.