Contracts

Code of Conduct for Meetings: Why Your Organization Needs One

This is a guest post by Barbara Dunn, Attorney & Meeting Industry Expert. This article shall not be considered legal advice. Readers are advised to consult their legal counsel.

Mind your manners.

That is a statement that many parents say to their children as they are growing up and learning how to interact with people. Yet, with almost a daily dose of news involving sexual harassment and other inappropriate behavior by individuals, many organizations have begun to consider whether they need a code of conduct to avoid problems at their meetings. The issue is whether this reminder to “mind your manners” will effectively prevent individuals from engaging in bad behavior during meetings and, if they do, provide a clear path of action for the organization sponsoring the meeting.

While a code of conduct will not prevent individuals from engaging in inappropriate behavior, it does serve to set the tone for the meeting. As such, it is a good idea for organizations to consider developing one.

The Impact of Alcohol & Substance Use at Professional Events

At the outset, it is important to note that among the many reasons meeting attendees engage in inappropriate or bad behavior at meetings is that they are consuming alcoholic beverages during the meeting and related events. The more alcohol the individual consumes, the more likely the individual will engage in inappropriate or risky behavior. 

This cause and effect has presented many challenges to organizations over the years. 

Do they stop serving alcohol at their meetings? Or limit the amounts of alcohol served? Or simply have cash bars? These are all questions that an organization must consider.

While alcohol may lower a person’s inhibitions and make people feel more comfortable networking with others, the risks to that person, to other people, and to the organization are great. As such, every organization should evaluate its risk regarding liquor liability and related issues.

In addition to alcohol, many states now permit the recreational use of marijuana. This legalization may cause people who may not have otherwise tried marijuana to try it for the first time and, as such, cause that person to engage in inappropriate or risky behavior. Here again, any organization sponsoring a meeting in a state that has legalized the recreational use of marijuana must consider its effect on attendees’ conduct.

Regardless of whether inappropriate behavior is caused by alcohol, marijuana, or other factors, there is no place in meetings for such behavior.

8 Essential Components of an Effective Meeting Code of Conduct

The following are considerations for an organization in developing a code of conduct for its meetings:

1. What is the purpose of the meeting?

The organization should communicate the purpose of its meeting on its website and in all materials relating to the meeting. It is of key importance to highlight the professional nature of the meeting.

2. What is the expected behavior during the meeting and related functions?

The expected behavior should be framed based on the meeting’s stated purpose. For example, if the meeting’s stated purpose is to create a professional environment for networking and marketing opportunities, then the expected behavior should be consistent with this purpose.

3. What is the expected dress for the meeting?

It is important to be specific in terms of what types of dress is expected and dress which is not acceptable.

4. What if an individual engages in inappropriate behavior?

The code should provide that the organization will address instances of inappropriate behavior appropriately.

5. What if an attendee is the victim of inappropriate behavior?

The code should address the method for reporting instances of inappropriate or bad behavior. Some organizations may want to consider having an “ombudsman” person or desk to make it easy for people to report any concerns.

6. What is the process for reporting, reviewing, and addressing complaints of inappropriate behavior?

The process should be referred to in the code but then expanded for staff so that everyone knows what to do when they see people engaged in inappropriate behavior or have it reported to them. Of utmost importance is to ensure confidentiality and due process. The organization should have its legal counsel to draft or to review this process.

7. What are the repercussions on an individual who has engaged in inappropriate behavior?

The code should state that individuals who engage in inappropriate behavior will be subject to removal from the meeting without refund and possible prohibition from attending future meetings.

8. How will the organization communicate and/or address inappropriate behavior to other attendees, its stakeholders, and the public?

This is an important aspect of the code, which should be detailed to the organization’s staff. This includes social media postings, other meeting announcements, and the organization’s website.

So when it comes to minding your manners, a little coaching and teaching now and then doesn’t hurt. Organizations should be proactive when working to avoid instances of inappropriate behavior rather than being reactive following occurrences of such behavior. 

When in doubt, always mind your manners!

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