Promotion of Products or Services to City Employees

Legislative History: Enacted September 19, 2017 (By-law No. CPOL.-123-375); Amended July 24, 2018 (By-law No. CPOL.-123(a)-378); Amended August 10, 2021 (By-law No. CPOL.-123(b)-248); Amended July 25, 2023 (By-law No. CPOL.-123(c)-214); Amended June 3, 2025 (By-law No. CPOL.-123(d)-177)

Last Review Date: June 3, 2025

Service Area Lead: Manager, Rewards and Recognition

1.         Policy Statement

1.1       To establish a consistent approach to promote products or services to employees of The Corporation of the City of London (“City”). 

2.         Definitions

Not applicable.

3.         Applicability

3.1       This policy applies to individuals, groups, and companies wishing to promote products or services to City employees.

3.2       City sponsored programs such as corporate wellness programs, technology purchasing programs, or any other promotions or sponsorships approved in writing by the City Manager are excluded under this policy.

4.         The Policy

4.1       General Guidelines

a) Individuals, groups, and companies wishing to promote products or services must request and complete a "Request to Promote Products or Services to City Employees” form. 

b) Completed forms must be submitted to the Human Resources Division for review. The Rewards and Recognition team will review all submissions   for suitability and ensuring any offer: 

(i) Is made available to all employees.

(ii) Adheres to City Policies; including, but not limited to, the Procurement of Goods and Services Policy, Code of Ethics, Respectful Workplace Policy and Corporate Identity Policy.

(iii) Does not place the City in any type of financial risk.

c) Rewards and Recognition will work with Purchasing to finalize agreements. In specific situations other teams may be engaged for opinions, for example, legal to mitigate risks; communications if assistance required for promotions.

d) The Manager, Rewards and Recognition approves the notice of any promotion for posting on the City’s intranet. 

e) Promotional events or direct solicitation is not allowed in City owned or occupied facilities.