Sponsorship Protocol

Protocol for governing the International Association of Prosecutors' approach to commercial sponsorship

Whereas the International Association of Prosecutors (IAP) is an independent non-governmental organisation;

Recognising that the IAP needs to generate funds, over and above annual dues and conference registration fees, so that it can carry out its work in support of its objectives; and

Acknowledging that members of the IAP have genuine and reasonable concerns about the dangers of commercial sponsorship;

The IAP Executive Committee recommends as follows :

  1. The IAP will not seek commercial sponsorship to offset its day to day running costs. However, it should not refuse to consider obtaining commercial sponsorship to support its work programs and to subsidise events at Annual Conferences.
  2. However, the IAP should take steps:
    1. to ensure that any such sponsorship is appropriate; and
    2. to prevent any likelihood or any suggestion of possible improper influence being exerted by the sponsor.
  3. Accordingly, the IAP will continue to operate its two panels for considering sponsorship:
    1. Panel 1 - The members of the Secretariat will form Panel 1 which will consider what approaches for sponsorship will be made.
    2. Panel 2 - Panel 2 will continue to approve offers of assistance from commercial sources.
  4. In order that these panels operate to the satisfaction of the membership, it is necessary that their decision-making processes are transparent and understood. To that end the panels will use the following criteria when deciding whether commercial sponsorship should be sought and accepted:
    1. In seeking assistance for projects and other work in support of its objects the IAP will limit any approaches for commercial sponsorship to organisations whose work is wholly or partly related to the field of criminal justice. Such organisations could include:
      1. Legal publishers
      2. Law firms
      3. Firms of accountants
      4. Banks.
    2. In seeking assistance with the funding of its conferences the IAP may approach any of the above but also organisations with standing in the local, or wider, community and which in the opinion of the panels will not cause disquiet among or embarrassment to the membership. In considering any such approach or approval members of the panels may consult such members of the IAP as seem to them appropriate.
    3. When seeking commercial sponsorship, the IAP will make it clear that:
      1. The sponsor can expect no professional favours from the IAP or its members;
      2. The sponsor should not contact directly or indirectly any member of the IAP. Should the sponsor wish to contact a member, it should do so via the Secretary-General. He/she may decline to make that contact and the member may decline to have any contact with the sponsor.
      3. The sponsor can expect to advertise its products and/or services at the conference venue and/or at the venues of social activities but not in the main conference hall or in the workshop rooms.
      4. The sponsor will be entitled to send representatives to the conference venue and/or the venues of social events. They will not be invited into the main conference hall or to address plenary sessions or other working sessions of the conference, unless the presentation is on an appropriate working topic of the conference.
      5. Gifts from the sponsor, other than food and drink at social events, should be confined to minor "give away" items normally used for the promotion of the sponsor's good or services.