How to design an appropriate Code of Conduct for your event

We’ve all seen the rise of the #MeToo movement in the last few years, so how do you make sure your event or meeting is not the next news item?

The answer is to have a Code of Conduct. In the USA, a survey has found that 60% of respondents experienced harassment while attending a conference. Most of them did not report the problem to anyone. About one third of meeting planners have had to manage a situation where an attendee reported being sexually harassed.

This is an area that you need to get right, not only to address the behaviour and make sure it doesn’t happen again. But if you don’t, then there are legal implication, reputational harm and loss of staff morale. It’s important to have a Code of Conduct in place to set the tone of the event and behavioural expectations and make sure that everyone operates in an environment of respect. It will also help to avoid complaints.

Here are some pointers of how to write your Code of Conduct:

• Incorporate your company’s values, principles and mission
• Keep it simple, straightforward, and concise
• Include a statement of values
• The emphasis should be on respect
• Set out expectations of appropriate behaviour
• Explain what behaviour will not be tolerated
• Make clear how to report inappropriate behaviour
• Lay out the consequences or sanctions
• Here’s an example that will help you draft your own policy

The Code is meaningless unless attendees know about it – think about putting it on your event website or app, or you could make it part of the registration process, put it in the conference materials or it could be mentioned in the introduction to the event.

If you have a meeting code of conduct, then you need to be prepared to enforce it. That means that you need to educate those tasked with receiving complaints and put sound investigation practices in place

• Make sure someone has been nominated to receive complaints
• Communication – ensure everyone knows who go to and how to report an issue
• Appoint a neutral investigator – this could be someone internal or external as long as they are objective and knowledgeable, whilst being able to demonstrate that they want to find out the truth Have a full understanding of the code and the complaint process
• Ensure that there is confidentiality and discretion. Other people within the business will need to know about it, but ensure it is as few as possible
• Undertake any investigation immediately
• Make the investigation thorough, from both sides and talk to any witnesses

Do you still investigate if the complainant changes their mind? Yes – if you want to make sure it doesn’t happen again, and you need to be seen to be taking this seriously.

And remember, this doesn’t just apply to attendees, but also speakers, sponsors, contractors and everyone involved in your event.