Code-of-conduct reporting for events

Use this sample to plan who receives a concern, how attendees can reach them, and what happens next. Replace every placeholder with arrangements your event can actually provide.

A sample reporting flow

This is an organizer planning example, not a universal procedure. Latin Dance 918 publishes in-person and anonymous routes. The employment-focused EEOC practices support multiple contacts, including a route for complaints about senior people. Sources: Latin Dance 918: reporting misconduct; EEOC: complaint-system practices (employment).

  1. Name the recipients. Publish the on-duty safety contact and a separate backup. Route a concern about the primary contact directly to the backup; arrange an independent escalation contact if both have conflicts. Sources: EEOC: complaint-system practices (employment).
  2. Offer more than one route. List where to find the team in person and an anonymous form URL alongside the code of conduct. State who can read each route. Sources: Latin Dance 918: reporting misconduct.
  3. Publish a realistic review schedule. Fill in staffed hours, an acknowledgement target, and an initial response or next-update target. For example, an event might choose acknowledgement within one staffed hour and a next update within 24 hours. These are illustrative service targets, not legal deadlines, guaranteed resolution times, or cutoffs for reporting. Check staffing before adopting them; prompt response is the underlying practice. Sources: EEOC: complaint-system practices (employment).
  4. Listen and ask about support. Thank the person, ask what help they want, and avoid blame or pressure to report to police. Sources: RAINN: supporting a survivor.
  5. Plan record-keeping. Record the account, actions and follow-up; limit access to designated reviewers. Have a qualified local adviser review retention and disclosure arrangements before publishing them. Sources: EEOC: complaint-system practices (employment).
  6. Close the loop. Agree on a safe contact route and next check-in. Share appropriate process or outcome information while respecting others' privacy. Do not promise a particular sanction. Sources: EEOC: complaint-system practices (employment).

Copyable plain-text reporting template

Select and copy the text below. Replace all brackets and have your safety team and qualified local adviser review it before use. The sample adapts the multiple-route, privacy and follow-up practices cited above. Sources: Latin Dance 918: reporting misconduct; EEOC: complaint-system practices (employment).

EVENT CODE-OF-CONDUCT REPORTING — SAMPLE TO ADAPT
Event: [name] | Code of conduct: [URL]
Primary recipient: [name/role, contact, on-site location]
Backup recipient: [independent name/role and separate contact]
If a report concerns the primary recipient, contact the backup directly.
If both have a conflict, contact: [independent escalation contact].
In person: [how to identify the on-duty safety team and private meeting point]
Anonymous route: [URL/QR destination and who has access]
Two-way follow-up, if offered: [instructions and privacy limits]
Monitoring: [staffed hours and time zone; out-of-hours arrangements]
Acknowledgement target: [interval during staffed hours]
Initial response / next-update target: [interval and responsible person]
These targets are not a deadline for reporting or a promise of resolution.
Share what you are comfortable sharing: what happened, when and where,
any immediate help requested, and a safe way to reply if you want one.
Records: [authorized reviewers, restricted storage, retention policy]
Privacy: [who may receive details and the limits; no absolute secrecy promise]
Follow-up: [who gives updates, next check-in, how to raise further concerns]
No retaliation for raising a concern in good faith.
This policy is not legal advice. For emergencies, call local emergency services.
This channel does not replace the safety team, a police report or mandatory reporting.

Where an anonymous two-way channel fits

Use an anonymous channel alongside the named in-person contacts, as in the dance-community policy example. Publish its monitoring schedule separately from urgent help. Sources: Latin Dance 918: reporting misconduct; RAINN: law-enforcement reporting and immediate help.

With TellSafe, plain Anonymous submissions cannot receive replies. Anonymous Relay lets organizers reply while the relay email stays hidden from them; TellSafe processes the address for delivery, and message details can identify someone. Read how two-way anonymous replies work and the privacy model before choosing your wording.

Sources and scope

Sources checked live on 2026-10-23. RAINN resources concern sexual violence; EEOC resources concern employment. Dance policies are community examples, not universal legal standards. Templates and suggested timings are original examples to adapt.

Related event safety guide

Harassment reporting at dance events

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