You’re likely to have seen a Code of Ethics relevant to professional event planners. You may not realize the variety of gray areas that you or your staff might encounter over time.

These are the top ethical issues you will face in event management sometime in your career. And what to do if they occur!

Not communicating timely with clients or partners.

It is not a crime to fall behind in your emails and texts. You risk placing clients or partners in difficult situations if you donate (TM) and do not respond to them on time.

Example Scenario. A vendor sends you a proposal. Your client is waiting for you to know their budget limits. Because you are very busy, it takes you a few days to get to the proposal. The vendor may have accepted another offer by then and is no more available.

What to Do: While you don’t need to be glued to your email inbox 24/7, the average person replies to a business mail within 1.87 hours. Keep your responses to the following timeframe (during business hours). If you’re overwhelmed, let everyone know that you received the message. Also, set a date and time to review it.

Fraudulent familiarization trips

You don’t have to book this trip months in advance. Once you choose your venue, you can still get a vacation.

Example Scenario. After much thought, you’re certain that you’ll choose the grand ballroom in your local area for the gala. You realize that your FAM trip to New York has already been paid for. So you decide to keep your decision private and go anyway. That venue can be used for another event.

What to Do: Even though no one notices, your(TM) are reusing company resources for personal gain. Keep in touch with financial decision-makers within your company. They may still allow you to go!

Use travel points earned on business trips to pay for personal events

Like many ethical issues, this one is not clear-cut, especially if you have to use your personal account to pay for company expenses.

Example Scenario. YouaEUR (TM) have flown across the country twice in the past year to work, and your vacation is quickly approaching. You have enough hotel and airline points for your next flight to First Class or even to get a night free in a luxury suite.

What to Do: If your company offers an employee spending account, ask for one. Ask HR to discuss their travel points policy if they don’t offer it. There is a good chance that they will be okay with it. However, it’s better to ask permission.

Bribing guests

Great gift bags are a part of any event, especially if you’re trying to get new clients or increase the value of existing accounts. Are new iPhones and Chanel perfume bottles considered generous gifts or a bribe?

Example Scenario. The event sponsor wants to make a great impression by giving each attendee $500 worth of their product. They have asked you and your team to sort the gifts and distribute them at the door.

Being unrealistic about severe weather concerns

While a little rain can be good, if your event is in an area prone to tornadoes or wildfires, you must include a bad weather plan in your event policies and contracts.

Example Scenario – Are you planning a client event in a remote, open field in Northern Canada during winter? You must inform your client if the weather conditions at the event could cause discomfort, injury or sickness for their event guests.