Sport and leisure venues for meetings?
The supplementary information to Clause 19.1 of the Code, Meetings and Hospitality, states, inter alia, that venues for meetings must be appropriate and conducive to the main purpose of the meeting; lavish and deluxe venues must not be used and companies should avoid using venues that are renowned for their entertainment facilities. The impression that is created by the arrangements for any meeting must always be kept in mind. Meetings organised for groups of doctors, other health professionals and/or appropriate administrative staff which are wholly or mainly of a social or sporting nature are unacceptable.
When large numbers of delegates are to be invited to a meeting it may be impossible to hold it at a business style hotel. A conference centre within a football stadium or the like may have to be used instead. Companies organising, or sponsoring, meetings at such high profile venues should be satisfied that no other venue is large enough to accommodate the meeting and that the overall impression given by the proposed arrangements would not be unacceptable in relation to the requirements of Clause 19.1. Gratuitous use of sporting or leisure venues is unacceptable. It must be the programme that attracts delegates to a meeting, not the venue. Further, companies must ensure that no sporting events take place at the venue immediately before, during or immediately after the meeting. Venues must not be used so as to knowingly take advantage of any entertainment/sport that has been organised/subsidised by a third party.