Reporting and Complaint

Internal stakeholders

Internal reports may be submitted through the direct line established with the Human Resources (HR) department or directly to the immediate supervisor. Employees may also choose to use the official reporting address if they prefer this channel. Employees are encouraged to consult the Event Venues Management Code of Ethics as well as the associated reporting procedure for further information.

External stakeholders

External stakeholders may use the official Event Venues Management reporting address, whistleblower@dots.brussels, as the designated channel to submit complaints. This channel is intended to ensure prompt and confidential handling. The channel is managed by the HR Manager.

If you become aware of a case of misconduct, Event Venues Management encourages you to report it.

Complaints may be filed regarding any dishonest or fraudulent behavior or conduct demonstrating unethical behavior as defined by Event Venues Management. In addition, complaints may include any actual or suspected wrongdoing, whether or not the person filing the complaint directly witnessed the misconduct.

Grounds for accepting a complaint

A complaint will be accepted and processed if it concerns:

• A violation of the law or regulations;
• Fraud, corruption, or unethical conduct;
• A violation of the company’s internal policies, including the Code of Conduct;
• Health and safety concerns;
• Discrimination, harassment, or any other inappropriate behavior affecting individuals or the workplace;
• Any act or omission likely to cause significant harm to the company or its stakeholders.

Complaints that do not meet these criteria or are clearly unfounded may be rejected. In such cases, the concerned person will be informed of the reasons for rejection.

To be processed, a complaint or report must include:

• A clear and concise description of the facts;
• The specific requests or concerns;
• Any relevant evidence or supporting documentation available.

Once the complaint has been submitted, the person will receive a written acknowledgment of receipt within 7 calendar days. The complaint will be handled fairly, promptly, and independently, and every effort will be made to ensure strict confidentiality throughout the procedure.

The identity of the person who submitted the complaint will only be known to the designated complaint manager, unless disclosure is required by law or necessary for the investigation. In such cases, the whistleblower will be informed in advance and their explicit consent will be requested where applicable.

A formal response will be provided within a maximum of 3 months, and the person who submitted the complaint will be kept informed throughout the process. If the complaint is not upheld, the stakeholder will receive a written explanation detailing the reasons for refusal.

If the complaint is deemed admissible, the stakeholder will be regularly informed of the key stages of the process.

The reporting manager may request additional information from the whistleblower regarding the submitted report and the allegations it contains (provided contact details are available). The reporting manager will inform the whistleblower of any follow-up measures taken within a maximum period of three months, as well as the progress and outcome of the internal investigation.

Complaint Handling Process

1. Acknowledgment of receipt

The complaint is acknowledged in writing within 7 calendar days. At this stage, the person is informed about the process and estimated timelines.

2. Initial assessment

The complaint manager assesses the admissibility, relevance, and seriousness of the complaint. This includes verifying:

• Whether it falls within the scope of the complaint mechanism;
• Whether sufficient information has been provided to proceed with the handling process.

3. Investigation

A thorough and impartial investigation is conducted. This may include:

• Reviewing documents and internal procedures;
• Conducting interviews with the persons concerned;
• Consulting external experts if necessary;
• Respecting the principles of impartiality and proportionality.

4. Dialogue and consultation

Where appropriate, dialogue is initiated with the parties involved in order to clarify the facts and seek mutually acceptable solutions. This stage ensures collaborative and respectful handling of the complaint.

5. Resolution

Based on the findings, appropriate corrective or preventive measures are proposed. These may include:

• Disciplinary measures;
• Process adjustments;
• Mediation or conflict resolution mechanisms;
• Additional training or awareness campaigns.

6. Closure and official feedback

An official response will be provided within a maximum period of 3 months, and the person who submitted the complaint will be kept informed throughout the process.

The person who submitted the complaint receives a written conclusion summarizing the findings and the actions taken.

Where appropriate, they may also participate in a final feedback meeting to assess their level of satisfaction and gather suggestions to improve the mechanism.

How is resolution facilitated?

Depending on the nature and seriousness of the issue, the resolution may involve:

• Disciplinary measures against the persons responsible;
• Changes or improvements to internal processes and procedures;
• Additional training or awareness actions;
• Mediation between the parties concerned;
• Structural corrective actions to prevent recurrence.

The objective is to restore trust, ensure fair treatment, and strengthen internal accountability mechanisms.

Event Venues Management is committed to protecting the identity of whistleblowers who report violations of the Code or disclose serious threats or harm to the public interest of which they have personal knowledge.

Event Venues Management will take all possible measures to protect whistleblowers against any form of retaliation, in accordance with Belgian legislation. This legislation establishes a framework for whistleblower protection by transposing European Directive 2019/1937 of the European Parliament and of the Council of 23 October 2019.

Event Venues Management has implemented internal mechanisms aimed at ensuring effective protection for whistleblowers and preventing any form of retaliation.

The protection mechanisms in place include:

• The appointment of an internal reporting officer responsible for receiving and handling reports independently, confidentially, and impartially;
• A dedicated and secure communication channel, separate from other reporting tools, to ensure confidentiality and data protection;
• The possibility for whistleblowers to remain anonymous, where the nature of the report allows for an adequate investigation under such conditions;
• Strict confidentiality procedures limiting access to information only to persons directly involved in handling and resolving the case;
• Awareness and training of the relevant personnel to ensure respectful and retaliation-free handling of reports;
• Ongoing monitoring of the whistleblower’s situation in order to detect and prevent any direct or indirect form of retaliation.

All reports are handled with sensitivity, confidentiality, and discretion, within the limits permitted by the circumstances and applicable legislation.

Whistleblowers who believe they have suffered retaliation may submit a written complaint. Any complaint regarding retaliation will be promptly investigated, and appropriate corrective measures will be taken if the allegations are confirmed.

Last revision: 20 May 2026