Use of third parties to organise meetings
The Code of Practice Panel has considered a small number of cases where representatives have delegated some of the responsibility for organising a meeting to a third party. Companies should remind representatives that in such circumstances the representative nonetheless remains responsible for all aspects of the meeting and the company remains liable for it under the Code. It is beholden upon representatives to ensure that any third party to whom they entrust any aspect of organisation of a meeting is fully conversant with the relevant requirements of the Code. Such requirements extend beyond Clause 19, for example posters advertising a meeting must not unwittingly be turned into promotional material by someone unfamiliar with the Code. The first priority of a representative in organising a meeting is to ensure it complies with the Code regardless of the offers of help or arrangements made by others. Responsibility for compliance cannot be delegated to third parties.