There is no question that hospitality is an important part of building and maintaining good relations and networks. But in an era where there is a greater requirement for financial prudence and an emphasis on spending public money well, we have to think about how and when we are hospitable. Perceptions are important, and please remember you are working as representatives of the GI-TOC, and the organization’s reputation and standing are affected by your actions.
The purpose of this note is to lay out some guidelines on planning for and managing hospitality –events such as donor or partner meetings, conference dinners, or GI-TOC social events – in order to ensure that these are aligned to the rules, norms and principles put in place by both our donors and our own governance structure.
No guideline can cover the specificities of every single event, so we ask our staff to use common sense and good judgement in applying them.
General: The rules and policies of the donor must be followed in the first instance, but if not applicable, Global Initiative rules are used by default. Even when a donor rule may permit alcohol costs, for example, we ask that you still consider making appropriate choices.
1. Conferences and events
Catering costs for events where the GI-TOC is organizing can include alcohol, but the costs need to be preapproved. Permission is needed from the Director or Deputy Director for catering arrangements to include alcohol. If the cost will be billed to a project, it is the Project Leaders responsibility to ensure the rules and policies of the donor allow such costs, and any deviation will be considered financial mismanagement.
In all cases, it is proposed that the purchase of alcohol is pre-capped with the venue – either by quantity (e.g. 2 glasses per person), or by total/per-head cost. We ask our staff to please limit your personal intake at work events.
2. Entertaining – fundraising or partnership purposes
For smaller lunches or dinners with external partners, alcohol costs will be covered when entertaining for fundraising or partnership purposes, but permission is needed in advance of the meeting/dinner/etc. from the Director or Deputy Director.
3. GI-TOC events
At events that are GI-TOC staff only, alcohol costs cannot be claimed back. This is the GI-TOC general policy and not dependant on donor rules. Any alcohol consumption at staff get-togethers will be for your own account, unless the Director or Deputy Director offer otherwise.