Registers of Gifts & Hospitality - London Bylaws

Events and Special Uses England 3 Minutes Read ยท published February 02, 2026 Flag of England

In London, England, organisations hosting events and the contacts who manage them must follow public-sector rules on registers of interests, gifts and hospitality to protect integrity and public trust. This guide explains how London authorities publish registers, how to disclose offers linked to events, and what steps event contacts should take to record, report and, where necessary, refuse gifts or hospitality.

What these registers cover

Registers typically record the donor, value or nature of the gift, the recipient, the date, and the reason for acceptance or refusal. Event contacts should keep contemporaneous records and follow their employer or commissioning authority's guidance on thresholds and approval routes.

Penalties & Enforcement

Official London governance pages set disclosure duties and publish registers, but specific monetary fines or criminal penalties for failure to disclose gifts and hospitality are not stated on the cited page. [1]

  • Monetary fines: not specified on the cited page.
  • Escalation: first or repeat offence treatment not specified on the cited page.
  • Non-monetary sanctions: orders to update registers, formal censure by standards committees, restrictions on event roles, and referral to internal disciplinary or external regulatory bodies.
  • Enforcer: the body responsible is normally the authority's Monitoring Officer or Standards Committee; complaints and inspection pathways are via the authority's governance or complaints pages.
  • Appeals and reviews: appeal routes are usually internal review by the Monitoring Officer or Standards Committee; specific time limits are not specified on the cited page.
  • Defences and discretion: defences may include having a prior permission, registering within the required timeframe, or showing a reasonable excuse where permitted under local rules.
Report potential breaches promptly to the monitoring officer or standards team for your authority.

Applications & Forms

Some London authorities publish registers online and provide guidance pages rather than a single application form for event contacts to declare gifts or hospitality. Where an authority requires a specific form, it will be listed on that authority's governance pages; otherwise a written entry in the official register or an internal disclosure form is typically used. The cited page does not publish a standard event-contact disclosure form. [1]

Action steps for event contacts

  • Record any offer of gift or hospitality immediately, including donor, value, date and purpose.
  • Notify your Monitoring Officer or governance contact as set out in your authority's policy.
  • Where required, obtain prior approval before accepting hospitality above the authority threshold.
  • Pay any required fees or follow disposal instructions where applicable to avoid conflicts.
Keep copies of emails and receipts linked to any declared hospitality for at least the period your employer requires.

Common violations

  • Failure to declare receipt of hospitality connected to an event.
  • Accepting gifts above a stated threshold without prior approval.
  • Incomplete or vague register entries that omit donor identity or purpose.

FAQ

Who must declare gifts and hospitality related to events?
Employees, officers and event contractors acting on behalf of a London authority or public body must follow that organisation's disclosure rules and register relevant gifts or hospitality.
What information should be in a register entry?
At minimum: donor identity, description or value, recipient, date, event context and whether permission was granted or the item was refused.
What happens if I miss a declaration deadline?
You should notify your Monitoring Officer immediately and provide a written explanation; formal consequences depend on the authority's disciplinary and standards procedures.

How-To

  1. Identify any gift or hospitality linked to an event and note donor, date, value and purpose.
  2. Check your authority's gifts and hospitality policy for thresholds and approval routes.
  3. Notify your Monitoring Officer or designated governance contact in writing with full details.
  4. Complete the authority's register entry or internal disclosure form and retain supporting documents.
  5. If unsure, seek written advice before accepting any offer that could create a perception of bias.
When in doubt, declare the offer and let the governance team decide.

Key Takeaways

  • Always record donor, value, date and event context for gifts linked to events.
  • Report promptly to your Monitoring Officer and follow local approval routes.

Help and Support / Resources

  1. [1] Greater London Authority - Gifts and hospitality guidance

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