Discuss the dilemma before deciding

A fictional practice scenario for employees and team discussions.

At fictional Northstar Works, a project lead is preparing a supplier renewal recommendation when the supplier offers complimentary seats at a professional conference.

Use the scenario to identify competing considerations and questions to check before acting. It is a learning example, not company policy, legal advice, or a decision about a real matter. For a live situation, use the applicable policy and approved advice routes.

What is pulling in different directions?

Both perspectives raise questions; neither settles the decision. Separate the stated facts from assumptions.

Possible work benefit

The conference could provide relevant professional learning and a chance to discuss project needs with the supplier. The lead may believe the offer would not change their recommendation.

  • What legitimate work purpose might the offer serve?
  • What alternatives could meet that purpose without accepting the offer?

Timing and fair process

The offer arrives while the lead is preparing a renewal recommendation. Even without intended influence, acceptance could raise questions about impartiality and confidence in the process.

  • Who could reasonably question the recommendation or process?
  • What approved guidance is needed before any response?

Questions to discuss

Use these prompts to practice careful reasoning, not to reach an unsupported approval.

What facts are known, and what is still unknown?

Known: a supplier made an offer while a renewal recommendation is being prepared. Unknown: the applicable local rules, the offer’s conditions, who else is involved, and whether an approved exception or review process applies.

Could the offer affect—or appear to affect—the decision?

Consider timing, the lead’s role, the supplier relationship, and how the process could appear to colleagues or other suppliers. Do not assume the lead’s stated intent resolves those questions.

What should the lead do next?

Pause, check the applicable Gifts and Hospitality policy, and ask its designated guidance route before responding. If a personal interest or relationship is also involved, check the conflict-of-interest policy.