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London 2012 Olympic Games toolkit
A toolkit to guide users through PLC content that may be useful in the context of the London 2012 Olympic Games. The toolkit includes materials that will be helpful for businesses involved in the Olympics in a commercial capacity and those that have sites in London that are likely to be affected during the course of the Olympics.
The London 2012 Olympic Games (the Olympics) will be held between 27 July 2012 and 12 August 2012. Businesses may need to consider making preparations in advance of the Olympics if they:
Are involved with the Olympics in a commercial capacity.
Have any sites in London that are likely to be affected during the course of the Olympics.
London 2012 has produced a selection of tools to help businesses continue to run smoothly during the Olympics (see London 2012: Tools for planning).
Advertising and marketing issues
The London Olympic Games and Paralympic Games (Advertising and Trading) (England) Regulations 2011 (SI 2011/2898) came into force on 2 December 2011. The Regulations aim to control advertising and street trading in 25 areas around London 2012 Olympic and Paralympic events to prevent ambush marketing. Restrictions will be in place from the day before an event or series of events starts until the end of the last day of the event(s) in that location (see Legal update, The London Olympic Games and Paralympic Games (Advertising and Trading) (England) Regulations 2011 in force (www.practicallaw.com/3-515-6508)).
Practice note, Ambush marketing (www.practicallaw.com/2-507-0402) provides an overview of the law on ambush marketing. It describes the ways in which ambush marketing can be prevented, including practical steps and the laws aiming to prevent ambush marketing at the Olympics.
London 2012 Olympics: advertising and trading in the event zones (www.practicallaw.com/5-517-3234) (2012) highlights the regulations that have come into force to restrict advertising and trading in the immediate vicinity of the Olympic and Paralympic events, known as "event zones".
Ambush marketing in the UK (www.practicallaw.com/5-505-4306) (2011) focuses on ambush marketing in the UK and considers the protections available, practical steps to counter ambush marketing and specific legislation in relation to the Olympics.
Marketing, advertising and the Olympics: how to avoid falling at the first hurdle (www.practicallaw.com/3-501-7013) (2010) provides an explanation of how to plan Olympic marketing and advertising strategies that avoid conflict with the London Organising Committee.
Quick guide, Advertising law (www.practicallaw.com/0-382-7494) outlines the laws and regulations on advertising, why it is important to comply with them and the pitfalls to avoid.
Advertising law and regulation: an overview (www.practicallaw.com/9-381-4171) provides an overview of advertising regulation in the UK, focusing on the applicable legislation and the self-regulatory framework.
Online advertising and marketing: an overview (www.practicallaw.com/8-384-8223) highlights key legal issues that need to be considered when planning an online advertising campaign.
Quick guide, Prize promotions (www.practicallaw.com/9-501-1744) sets out the main rules on prize promotions. It does not cover particular industry sector rules, such as those governing food, alcohol or tobacco.
Practice note, Sales promotions: overview (www.practicallaw.com/4-383-5067) details the laws in the UK on sales promotions, such as:
"Three for two" offers.
Practice note, Sponsorship: an overview (www.practicallaw.com/7-384-8228) summarises the key legal and commercial considerations when entering into a sponsorship arrangement, including:
types of sponsorship;
the rights and obligations of the sponsor and the sponsored party; and
Standard document, Event sponsorship agreement (www.practicallaw.com/8-505-8666) is intended for use in connection with the sponsorship of music or sporting events in a single venue located in the UK.
Sunday working during the Olympics
Practice note, Sunday working during the Olympics and Paralympics (www.practicallaw.com/1-519-2871) summarises the law relating to retail staff who work on Sundays and their rights during the Olympics and Paralympics.
Business disruption during the Olympics
During the Olympics, London's transport systems will be much busier than usual, particularly during peak hours. This may cause disruption to businesses that have sites in London, especially those that are close to Olympic sites (for example, disruption to commercial deliveries or employee travel plans). Transport for London has published guidance for businesses to help them deal with the potential disruption (see Transport for London: London 2012 Games).
Article, Business interruption: the legal framework (www.practicallaw.com/4-517-6898) provides an overview of the legal implications of business interruption and the practical steps for businesses to consider, particularly in the light of recent business interruption events and the approach of the 2012 Olympic and Paralympic Games.
Quick guide, Adverse weather and employee travel disruption (www.practicallaw.com/5-504-1601) outlines the position for employers and employees where employees are prevented from getting to work.
Standard document, Adverse weather and travel disruption policy (www.practicallaw.com/1-504-1599) can be included in a staff handbook and sets out what should happen if employees cannot make it into work because of travel disruption.
Flexible working and homeworking
Businesses may consider altering their business hours to enable employees to work more flexibly during the Olympics, for example:
To help employees avoid disruption to their normal commuting patterns.
To enable them to watch Olympic events on television during normal business hours.
Businesses may also consider allowing some employees to work from home.
Flexible working (www.practicallaw.com/6-242-5956) provides a detailed analysis of the statutory right to request flexible working.
Homeworking (www.practicallaw.com/3-200-3910) sets out the benefits, drawbacks and the practicalities that need to be addressed when an employer allows an existing employee's request to work (full or part-time) from home.
Flexible working policy (www.practicallaw.com/0-242-7963) explains employees' rights to make flexible working requests, whether under the statutory scheme or the employer's informal procedure. Employers can use it to deal with any application:
to vary the number or pattern of working hours (for example, a request to work flexitime); or
for altered methods of working (for example, job sharing).
Homeworking policy (www.practicallaw.com/8-386-6919) sets out an employer's approach to staff working at home on an occasional or regular basis.
Time off during the Olympics: responding to holiday requests
Many employees will want to take time off during the Olympics if they have been able to acquire tickets for an event. Businesses will need to think carefully about how to respond to holiday requests (especially if several employees request the same day off).
Practice note, Holidays (www.practicallaw.com/4-201-8464) details workers' annual holiday rights under the Working Time Regulations 1998 and under their contract of employment.
Dealing with sickness absence
Sickness absence in the workplace often increases when large sporting events are televised during working hours (for example, employees may be more likely to stay at home and watch television coverage of the Olympics if they have a minor illness). Similarly, if they have been refused time off for an event that they have a ticket for, they may opt to take an unauthorised day off.
Standard document, Sickness absence policy (www.practicallaw.com/2-381-0176) is a procedure for managing sickness absence and its effects in the workplace.
Managing sickness absence (www.practicallaw.com/9-200-4030) outlines the key legal and practical considerations involved in managing and dismissing sick employees.
Conducting a disciplinary investigation and hearing (www.practicallaw.com/8-200-2423) focuses on the conduct of an investigation and subsequent disciplinary proceedings involving allegations of misconduct by an employee.
Several thousand "Games Maker" volunteers will perform key roles during the Olympics. Volunteers are required to commit to at least three days for pre-Games training and at least ten days during the Games.
Practice note, Volunteering and internships: employment law issues (www.practicallaw.com/3-504-6237) explores the legal and practical employment law issues relevant to volunteering.
Standard document, Volunteer agreement (www.practicallaw.com/0-504-6074) is a letter agreement setting out the non-contractual arrangements between an organisation and an individual volunteering their services.
Corporate hospitality and the Olympics
Businesses should consider issuing guidelines to employees about how to deal with any offers of Olympics tickets they might receive from clients. They should also consider putting a policy in place if they are thinking of offering similar hospitality to their own clients.
Practice note, Bribery Act 2010: corporate hospitality, gifts and expenses (www.practicallaw.com/4-505-3623) looks at how corporate hospitality may be dealt with under the Bribery Act 2010.
Article, London 2012 and corporate hospitality: getting it right from start to finish (www.practicallaw.com/9-519-6219) examines the potential impact of the Bribery Act 2010 on corporate hospitality at the London 2012 Olympic Games.
Leasing and licensing offices and shops on a short-term basis during the Olympics
Some businesses may consider opening premises close to Olympic venues, to benefit from the commercial opportunities that the Olympics are likely to offer.
Short term lease of an office suite (inclusive rent) (www.practicallaw.com/9-101-9283) is a lease of a suite of offices granted for a short term with no rent review and at an inclusive rent.
Short term lease of a shop (www.practicallaw.com/4-101-9290) is a lease of a shop for a short term with no rent review. This document assumes the shop is in a high street, but may be adapted for use in the case of a shopping centre unit.
Short term lease of a shop (turnover rent) (www.practicallaw.com/8-505-7450) is a lease of a high street shop for a term of less than five years in which:
the tenant pays a rent representing a fixed percentage of its gross turnover, with a minimum base rent;
there are no rent review provisions;
alienation is prohibited but there is a tenant's break clause; and
the parties agree to exclude Part II of the Landlord and Tenant Act 1954.
Licence to occupy property on short term basis (www.practicallaw.com/1-376-0488) is a licence permitting non-exclusive occupation of a property on a short term basis.
Books online: Olympics content
A Lewis and J Taylor, Sport: Law and Practice (Bloomsbury Professsional, 2nd Edition, 2008) includes a section dedicated to legal issues arising out of the Olympics, written by lawyers working for the London 2012 Organising Committee.