Grievance Process

AOK Events Complaints Process

AOK Events is committed to operating with transparency, fairness and accountability. This process provides a clear way for internal and external stakeholders to raise concerns and ensures complaints are handled respectfully and within a reasonable timeframe.

Who Can Submit a Complaint

A complaint may be submitted by any internal or external stakeholder, including:

• Employees and contractors
• Freelancers and suppliers
• Clients and partners
• Event participants or attendees
• Members of the public or community

Grounds for Complaint

The following are examples of areas where a complaint would be accepted:

• Issues around ethics and integrity
• Workplace safety
• Environmental issues
• Discrimination or harassment

Submitting a Complaint

Complaints should be submitted through the AOK Events online complaints form available at the base of this page.

The form allows individuals to describe the concern and include any relevant information. Submissions can be made anonymously.

What Happens After Submission

1. Acknowledgement (within 5 working days)

If contact details are provided, we will confirm that the complaint has been received.

2. Initial review

A designated member of our team will review the complaint to understand the concern and decide how it should be handled.

3. Investigation

Where necessary, AOK Events may review documents, speak with relevant individuals, or request further information from the person who submitted the complaint.

4. Response and action (within 10 working days)

We will provide a response within 10 working days of the complaint being submitted. The response will outline the outcome of the review and any actions that will be taken.

If more time is required due to the nature of the issue, the person raising the concern will be informed.

Whistleblower Protection

AOK Events is committed to ensuring that anyone who raises a concern through the complaints process can do so safely and without fear of retaliation. Stakeholders who submit a complaint or participate in the complaints process will be protected from any form of retaliation.

Commitment to protection from retaliation

AOK Events does not tolerate retaliation against any employee, contractor, supplier, partner, or other stakeholder who raises a concern or participates in the complaint resolution process in good faith. This protection applies whether the concern is submitted openly or anonymously.

Confidentiality and risk awareness

Where possible, information related to complaints will be handled confidentially. Access to complaint information will be limited to individuals responsible for reviewing and addressing the concern. AOK Events will also consider any potential risks to the person raising the concern and take reasonable steps to minimise those risks.

Consequences of retaliation

If retaliation against a whistleblower is identified, AOK Events will take appropriate action. This may include disciplinary action, termination of contracts or partnerships, or other corrective measures depending on the circumstances.

Mechanisms to support whistleblower protection

To support whistleblower protection, AOK Events will:

• allow complaints to be submitted anonymously through the online form
• restrict access to complaint information to designated reviewers
• assess potential risks to individuals who raise concerns
• address retaliation promptly if it occurs
• respond to complaints within the stated timeframes, including acknowledgement within 5 working days and outcome within 10 working days
• maintain records of complaints and actions taken to ensure accountability

 Principles

• fairness and impartiality
• respect for all individuals involved
• confidentiality where appropriate
• accountability and responsible decision making
• learning and continuous improvement

Record Keeping

Complaints will be recorded and reviewed periodically so that AOK Events can identify patterns, address issues and improve its practices.