Passage Co-Hosting Partner Code of Conduct

Propose venues that suit the audience, the expected numbers, and the purpose of the event, and get Passage's written approval before booking or committing spend.

Choose venues that are reputable, professionally run, legally licensed for the intended use, and appropriate to Passage's brand, no venue that could embarrass or misrepresent Passage.

Confirm the venue's stated legal capacity, layout, entrances/exits, parking or transit access, restrooms, and any access requirements in writing before booking.

Disclose any personal or financial interest the partner or its staff has in the proposed venue. Venue choice must serve the event, not a side arrangement.

All partner staff and volunteers must be briefed on their roles, on Passage's brand and messaging, and on this Code before the event.

Staff must be presentable, respectful, courteous, and helpful to every attendee, and must present themselves accurately (a partner staff member must not imply they are a Passage employee unless expressly authorized).

No harassment, discrimination, intimidation, or inappropriate behaviour toward students, guests, or other staff. No attending or working while impaired.

Staff must know the emergency and escalation procedures and the location of exits, first aid, and the designated Passage point of contact.

No fee, deposit, "registration charge," "consultation fee," or payment of any kind may be collected from students at, or in connection with, a Passage event, except official fees that Passage itself defines and that are processed only through Passage's official channels.

The partner must not solicit cash, tips, gifts, or side payments from students or families.

Any legitimate application or service fee follows Passage's published process only, never collected informally, in cash, or into partner accounts.

The event is exclusively for Passage. The partner must not promote, market, sell, or take enquiries for any other institution, agent, program, product, or service, whether the partner's own or a third party, at the event or to attendees generated by it.

No competing brochures, banners, booths, sign-up sheets, or referrals. No steering of Passage students toward non-Passage options.

Any additional service the partner wishes to offer alongside the event must be approved by Passage in writing in advance.

Give only current, accurate, and honest information about Passage, its programs, admissions, fees, timelines, visa or immigration matters, and outcomes.

Make no guarantees of admission, scholarships, visas, immigration results, employment, or any outcome. Do not exaggerate or invent benefits.

The partner has no authority to approve applications, waive fees, sign agreements, quote unpublished prices, or otherwise commit Passage. Refer anything outside published information to the designated Passage contact.

Use only Passage-approved wording and materials for anything said on Passage's behalf.

Conduct or support a basic risk assessment of the venue before the event, covering fire exits, electrical and trip hazards, lighting, and any site-specific risks.

Confirm clear, unobstructed, and well-signposted fire exits and evacuation routes, working extinguishers, and accessible first-aid provision.

Confirm the venue meets applicable local fire, health, and safety codes, and that required permits or approvals are in place.

Identify a named person responsible for safety on the day and ensure staff know the evacuation and emergency-contact procedure.

Plan for orderly entry, flow, and exit: staffed and clearly marked entry points, check-in/registration handling, signage, and barriers or queue management as needed.

Provide enough trained staff to manage the expected numbers (a common benchmark is at least one crowd manager per 250 attendees; scale staffing to the venue and audience).

Monitor numbers against capacity throughout, keep aisles and exits clear at all times, and be ready to manage walk-ins, latecomers, and bottlenecks.

Have a clear plan and communication method for incidents, medical needs, or evacuation.

The venue must comfortably and safely hold the number of registered attendees, plus a reasonable margin for walk-ins and staff, without exceeding legal occupancy.

Confirm seating, standing room, consultation/screening areas, and accessible space are adequate for the registered count before confirming the venue.

Do not over-register a space or admit numbers beyond safe/legal capacity. If registrations approach capacity, notify Passage before the event.

Handle all student personal information (registration data, applications, consultation notes, contact details) securely and only for the agreed Passage purpose.

Do not copy, retain, share, sell, or reuse student data for the partner's own or any third party's purposes.

Registration and consultation codes and any Passage systems access are shared only with authorized staff, kept secure, and never disclosed to unauthorized persons.

Obtain consent before photographing or filming attendees, and follow Passage's guidance on images and testimonials.

Where minors or vulnerable adults attend, take extra care: appropriate supervision, no unsupervised one-to-one situations, and compliance with local safeguarding requirements.

Provide age-appropriate, honest information and never pressure a minor or their family into decisions or payments.

Use the Passage name, logo, and materials only as approved and only for the approved event; do not create, alter, or distribute Passage-branded materials without written approval.

Do not co-brand, issue press or social content, or make public statements on Passage's behalf without prior written approval.

The partner is an independent third party and may not present itself as Passage, sign on Passage's behalf, or bind Passage in any way.

Disclose any conflict of interest (competing institutions, venues, or services).

All registrations, consultations, applications, and leads generated by a Passage event belong to Passage. The partner must not divert, poach, retain, or independently follow up with these contacts for other purposes.

Do not use the event to recruit for, or transfer students to, any competing party.

Comply with all applicable laws, licensing, permit, immigration-advice, tax, employment, and consumer-protection requirements in the event's jurisdiction.

Ensure required permits, liability insurance, and (for larger events) any insurance certificate or director sign-off required by Passage are in place before the event.

The partner is responsible for the acts of its own staff and contractors and will indemnify Passage for losses arising from the partner's breach, negligence, or misconduct, to the extent set out in the co-hosting agreement.

No bribery, kickbacks, facilitation payments, or improper gifts to or from students, families, officials, or venue staff.

Any commission or reimbursement is only as set out in a written agreement with Passage, never charged to or collected from students.

Keep honest records of any event-related spend the partner is responsible for.

Choose venues and plan events that are reasonably accessible to attendees with disabilities.

Treat all attendees fairly and without discrimination on any protected ground.

Report any accident, injury, safety issue, complaint, data incident, or serious concern to the designated Passage contact promptly, and cooperate fully in any follow-up.

Follow the agreed emergency and evacuation procedures and defer to emergency services and to Passage's instructions in a crisis.