Legal & Ethical Considerations Flashcards

Under what circumstances can a meeting organization collect and use attendee health data (e.g., vaccination status)?

Answer: Only with explicit attendee consent, a stated legal basis for collection, and robust data security measures in place

Health data is considered sensitive personal information under laws like GDPR and HIPAA; collection requires explicit consent, a valid legal basis, and strong data protection practices.

A meeting planner receives a vendor proposal that appears to violate the organization's procurement policy. The correct action is to:

Answer: Reject the proposal and report the situation through appropriate organizational channels

Compliance with procurement policy is a professional and ethical obligation; policy violations must be escalated through proper channels rather than addressed unilaterally or ignored.

What is the ethical significance of the CMP (Certified Meeting Professional) or CMM Code of Ethics for practitioners?

Answer: It establishes standards of professional behavior that members are expected to uphold in all client and vendor relationships

Professional codes of ethics set binding behavioral standards for certified practitioners, governing integrity, transparency, and accountability in all professional relationships.

Which of the following constitutes 'bid rigging' in the context of meeting procurement?

Answer: Secretly coordinating with a preferred vendor to ensure their bid wins, regardless of merit

Bid rigging is an illegal and unethical practice where the outcome of a competitive procurement process is predetermined in favor of a specific vendor, depriving the organization of fair competition.

What is the primary purpose of having attendees sign a 'photo and video release' at registration?

Answer: To obtain legal permission to photograph or record attendees and use those images in future marketing materials

A photo/video release grants the organization legal permission to capture and use attendee images in marketing, social media, and event recaps without risk of privacy or likeness claims.

When is it appropriate for a meeting planner to share an attendee's contact information with a third-party sponsor?

Answer: Only when the attendee has explicitly opted in and consented to their data being shared with sponsors

Sharing personal data with third parties requires attendee consent under modern privacy laws including GDPR and CCPA; implied or assumed consent is legally insufficient.