A YEAR HAS BARELY PASSED since the UK’s Bribery Act came into force and, for meetings, incentives, conferences and events (MICE) planners, reactions to the guidelines have ranged from extreme – the cancellation of all hospitality – to indifference. Jane Culcheth Beard, events
manager at HP (Hewlett Packard), says the act has brought about a sea change
at the technology giant, with staff briefed about the potential dangers, and a company code of acceptable conduct drawn up. While many argue that the act was designed predominantly to target dodgy oil deals, others insist it does still have serious implications for planners who lack foresight. And ignorance of the law is no excuse. BCD Meetings and Incentives vice-president Matthew Wall
says that, while most MICE planners are used to working in environments where corruption is unacceptable, there are some parts of the world where business practices such as bribes, bungs or “facilitation payments” are more a way of life. “UK law is crystal clear:
planners must not employ corrupt business practices, even in places where such practices are common,” says Wall. “We need to hold ourselves to a very high standard, and insist on our suppliers and partners doing the same. Planners should scrutinise budgets and contracts to ensure that there is transparency.” Two of the commonest ways MICE professionals can unwittingly fall foul of the act are via issues of timing and presence. According to Dale Parmenter, managing director of event specialist DRP Group, providing hospitality or gifts to clients while you are either
SOCIAL MEDIA
THE USE OF SOCIAL MEDIA for professional reasons has increased significantly. Simon Geraghty from Dot Dash, a Dublin-based social media consultancy, says: “Meetings today are not a linear, one-way street of information being presented at you. The ultimate idea is to give your event a long shelf life.” He advises planners to consider their message. “What do I have to say? Second, how often should I say it? And last, when should I say it in proximity to the event,” he says. With greater awareness, comes greater responsibility, says DRP’s Dale Parmenter. “The two most important things are never ignore, and never delete or block a negative tweet. Social media is all about
generating conversations so if someone comments negatively about your event, engage with them and try to ask why they felt that way. Provide a constructive response outlining your position and apologise if you feel you were in the wrong,” he advises. BCD’s Matthew Wall adds that companies have learnt to their chagrin that running away from negative feedback pays no dividends. He says social media sites need to be monitored by customer service or PR staff empowered to take action and address complaints and concerns. “A steady stream of ‘we’ll look into this’ is no match for ‘I’ve looked into this, and this is what I’ve done’,” he adds. Perhaps the main pitfall that social media presents for events
organisers is the leaking of sensitive information. Parmenter says that wherever possible participants in your events should sign non- disclosure agreements (NDAs) that include a social media clause. “Make sure you monitor
social media for chatter about your event and, if you do see protected content appear online, request that the user removes it, reminding them of the NDA before approaching the social media channel direct to have it removed,” he says.
pitching for work or tendering to be on a preferred supplier list can be construed as trying to influence the client.
“Providing hospitality for your
clients at events which you won’t be present at also contravenes the act as you are not developing a business relationship,” he adds. “Meanwhile, direct marketing, which involves gifts or competitions, is acceptable as long as it goes to all clients and not just a particular company.” Other ways a MICE planner
can face prosecution is through mishandling hospitality for staff and clients. Nikki Alexander, business development and relationship manager at Cievents, says not being present at the hospitality event you are hosting, and not staying within your published guidelines, can be asking for trouble. “Planners should keep accurate records to ensure that they are fully transparent,” she says.