The purpose of these corporate relations policies is to document the policies and procedures governing the Healthcare Businesswomen’s Association’s regions, chapters, and volunteer committees. These policies and procedures establish guidelines for achieving goals and objectives including:

• Increasing the number of the HBA corporate partners and sponsors Engaging current corporate partners
• Selling chapter and regional sponsorships
• Working with chapter and regional committees to satisfy venues/space needs for events
• Providing a platform for industry visibility and exposure
• Managing and safeguarding the association’s funds

Corporate partnership sales

All regional representatives must abide by the corporate partner packages provided by the HBA, which are updated annually and found here. A corporate partnership is an agreement between a company and the HBA at a global level, therefore the relationships are managed by the HBA Central corporate relations staff. Companies purchasing these packages receive certain benefits for their level of commitment to the HBA, which are also administered at a global level.

Request for changes to the standard package offerings must be discussed with and approved by the HBA central corporate relations team. Corporate partner package sales must follow the appropriate procedures as outlined here.

Sponsorships

All HBA components (i.e. chapters, regions, affinities, etc)  [BB3]must abide by the sponsorship package rules created and distributed by the HBA corporate relations team. Sponsorships can be cash or in-kind donation to the HBA and are entirely separate from the HBA Corporate Partnership.

Sponsorship packages for regional/chapter events are available for in-person as well as virtual and the benefits provided should align with the outlined packages whenever possible. 

All sponsorship sales must follow the appropriate event sponsorship processing procedures to ensure the appropriate paperwork has been completed for the HBA finance purposes.

CR regional directors and committee members must work together (with other regional departments and local chapters/components within the geography) to align and develop strategic plans for contacting current HBA corporate partners to request additional event sponsorship support.

Event sponsors must be called only “sponsors” and not “corporate sponsors.”

Reporting

Each region should keep up-to-date a list of all prospects, sponsors, and corporate partners within their geography. Corporate relations leaders and volunteers should update this list as needed to track communications and revenue for past and upcoming events, prospects for sponsorships and corporate partner packages, local sponsorship agreements from corporate partner companies within their area, and other major engagement developments. The HBA central corporate relations team can provide templates for reporting trackers that can be imported into the HBA CRM system for tracking and reporting.

Business Development Policies

To help our regional business development teams better demonstrate the value of the HBA to potential prospects, the HBA offers a program to encourage individuals from new prospect companies to attend one HBA event at no charge. Currently, there is no option available to prospective companies to experience the value of the HBA programming and learn all that the HBA has to offer before entering into a formal sponsorship or Corporate Partnership agreement. This will be reviewed regularly to measure success and adherence to the policy guidelines to avoid code abuse. Please view the full policy here. Codes are created and sent annually to the regional corporate relations leadership.

Reports access

Corporate relations leaders have access to real time membership and event attendance reports for their region to better inform their strategy. Compliance by these leaders on the below guidance is required.

Membership reports: personal information shared in membership reports cannot be used for personal reasons. If planning to do any direct outreach to members for any reason, the leader must first coordinate with the Membership Experience department to avoid any conflicts with current outreach campaigns, to see if the two teams can coordinate their outreach and/or to see if the outreach fits into any other overall member engagement strategies currently ongoing.

Event reports: personal information shared in event attendance reports cannot be used for personal reasons. Information gleaned from these reports should inform BD and CE strategy and in-person conversations, but not result in any direct outreach to attendees via email or phone.

Please note: mass emails should never be sent to large groups as the HBA must remain compliant with US federal CAN-SPAM laws and European GDPR regulations.  

Corporate Relations Functional calls

Corporate relations functional calls will be held each month and will be arranged by the HBA central corporate relations team. These calls will be required for the CR leadership and will include the opportunity for sharing information on best practices, news and updates in business development (new accounts, new sponsors and won/lost corporate partner opportunities), corporate engagement and more.

Social media 

The HBA Central staff will maintain a list of social media user names and passwords for all accounts so that a master list is available. This central repository of accounts will help new volunteers when they transition into their roles. Specific chapter names can be identified with a chapter hashtag*, such as #HBASeattle, to denote and promote specific chapter events or offerings.

The regional marketing and communications COE president has manager rights to each account.

*Contact your regional marketing and communications president for your approved chapter hashtag.

HBA Central Channels 

The use of social media by the Healthcare Businesswomen’s Association’s regions, chapters, affiliates, and members is encouraged when it supports the core purpose of the HBA. Social media offers real-time, low or no-cost marketing, networking, and communications opportunities that support the work of the HBA. HBA social media should not be used for personal, political, commercial or other uses. 

Social media is a timely and engaging networking platform that can foster brand loyalty for HBA members and allies. It is also a medium that can drive traffic to the HBA website, creating elevated brand awareness. Social media can also benefit the HBA’s understanding of our customers’ concerns and interests, so we can more effectively meet customer needs.

The below list are examples of the many things that can be posted through social media:

• HBA announcements
• Event deadlines
• Award recipients
• Member news
• Photographs/videos from HBA events (with permission of those involved)
  • Please refrain from posting pictures with alcohol 
• News articles that highlight the HBA (organization, chapter or member)
• News articles that support the mission and vision of the HBA

One of the HBA’s primary digital channels is the HBA community (community.hbanet.org) that serves as a discussion forum and also houses our resource library. HBA also uses LinkedIn, Facebook, Twitter, Instagram and WordPress (blog).

Email marketing policies

In order to abide by federal CAN-SPAM and GDPR laws, and prevent any HBA emails from being designated as spam, HBA chapters are prohibited from sending their own marketing emails to members/prospects at this time. 

All emails must be sent through the Informz platform which is managed by HBA central staff. 

For questions or additional guidance on email marketing, please consult with your HBA regional director of social media or the regional marketing and communications COE president.

Compliance Tracking 

The HBA central staff will work with the regional marketing and communications COE presidents, directors at large and committees to monitor and track compliance to the HBA’s policies and procedures. 

If a violation of these policies occurs, the regional team will take action to work with the chapter or affinity group to immediately address and correct the situation. If a chapter has not complied within 15 days, further steps may be initiated to ensure compliance with the Chapter Charter.

All leaders are responsible for understanding and abiding by the policies herein as well as assuring that their committees understand and abide by the policies.

Adherence to education and events policies is required to maintain chapter certification.

Quarterly plans

All chapters/regions must submit a proposed programming plan annually. The budget provided by HBA Central, the education and events president, in consultation with the MVO president, regional treasurer, and chapter vice president, determines what types of events to conduct in the calendar year to achieve the program revenue and expense targets.

This information is entered into the annual program planning tool to create the framework that sets the proposed number and type of events, pricing, expected revenue, and P&L. Chapter programming directors at large, regional directors, and their committees use this framework to implement the proposed plan ensuring that the projected revenue amounts align with the overall chapter/regional budgets.

Plans must be submitted by the education and events president to the HBA manager of programs and member value offerings by the deadlines indicated.

Timeline of annual education/event plans

30 Sept – high-level annual plan (general schedule of events)

30 Nov – Q1 details filled in

28 Feb – Q2 details and any updates to annual plan

31 May – Q3 details and any updates to annual plan

31 Aug – Q4 details and any updates to annual plan

Once these quarterly plans have been prepared and submitted, it is the responsibility of the chapter programming director at large and the regional directors and her committees to execute the plan accordingly. Chapters/regions will receive confirmation from HBA Central that the plan has been received and approved. If revisions are required, chapters/regions will be notified by the HBA manager of programs and member value offerings within 30 days of submission.

Compliance 

The HBA education team will track submission of the regional and chapter program plans. Education and events presidents not submitting such plans will be notified and required to submit such plan within 30 days. For the HBA’s organizational success, it is imperative that plans be submitted in a timely fashion, as they affect and contribute to the overall HBA master plan.

Event frequency

Event frequency should be determined by budgetary goals and member needs. HBA Central will provide guidance yearly. Offerings should adhere and track with the revenue/expense budgets set forth in the annual program planning tool and be incorporated into the component budgets.

The HBA requires chapters to hold a minimum number of revenue-generating events per year, based on chapter size. This is to ensure that HBA members have significant opportunities to engage and experience HBA value.

Education and event content

Detailed information on appropriate event content can be found in our Event Content Guidance. HBA education and events should align with the organization’s core purpose and support and advance its mission.

Event audience

To ensure the expected value associated with HBA membership, the HBA has set specific policies around member/nonmember attendance at events.

• Recruitment events: open to members and nonmembers
• Education events: open to members and nonmembers
• Networking events: open to members only
• Mentoring program: members-only for both mentees and mentors

Speakers for events

Speakers:

• should have appropriate expertise to deliver the program’s content to the designated audience.
• should complete the HBA speaker agreement upon agreeing to participate as a speaker. The agreement must be completed no later than the event date.
• cannot be given attendee registration reports or other information with attendee identifying information.
• must create an HBA guest profile, if not a member, and update their information, including biography and headshot, as needed. HBA Staff cannot update speaker profiles as per HBA policy and GDPR law.
• Additional speaker guidance can be found in the Resource Center.

Location and venues for events

HBA events should be held in locations and venues that support and align with the organization’s mission, vision, and brand to advance professional women.

Event logistics and/or sponsor/venue liaison committees are strongly encouraged to visit locations and venues prior to finalizing event plans to ensure the environment is appropriate for our members and guests. Questions or concerns about the appropriateness of locations or venues should be determined by the chapter programming director at large. If concerns remain, they should move to the operational excellence director and lastly the Events and Education President for decision.

When assessing locations consider the following aspects before scheduling:

• Professionalism: Is it a business/professional environment?
• Partitioning: Are program/event areas sufficiently partitioned to ensure a high-quality experience for attendees?
• Acoustics: Will the designated area support content delivery (e.g., speakers, discussions)?
• Space: Will the designated area support attendee activities/breakouts, if planned?
• Décor: Are the exterior and interior surroundings and décor appropriate for a professional gathering?
• Safety: Will attendees feel and be safe as they approach, attend and exit the event?
• Private residences: Holding events at private residences is prohibited.

Scheduling

Chapter and regional events cannot conflict with any HBA signature events (i.e. Woman of the Year, Annual Conference, Career Conversations webinars). It is also wise to avoid potential conflicts with religious and cultural holidays and observances.

Registration setup

All event registration must be submitted via the HBA Event Setup Portal. HBA events cannot be set up for registration through any other vehicle (LinkedIn, Zoom, etc.)

Event registration pages

So that events can be properly promoted to ensure maximum attendance, programming volunteers must use the event set up portal located in their HBA profile and submit the event to open for registration at a minimum of four weeks in advance of the event date. It is recommended that events are submitted six weeks in advance for optimal promotion.

Event pricing

The HBA has set minimum pricing requirements for members and nonmembers for all chapter and regional events as described below. Please note that all nonmember pricing must be at least 50% higher than member pricing for all events.

Repetitive non-compliance with HBA’s pricing policies will trigger action per the region or chapter certification of compliance.

In-person minimum event pricing:

• Educational events: no less than $30 member; $45 nonmember
• Networking events: No less than $10; member-only

Virtual minimum event pricing:

• Educational: no less than $10 member; $20 nonmember
• Networking: at leaders’ discretion

Regular and on-site/late registration rates shall be allowed as long as the lowest price level is still fixed at the event minimums. Higher on-site pricing is encouraged as it takes into account the additional administrative work needed to provide registration at the event site.

Early bird rates are only available for signature events with a minimum expected registration over 100 attendees. If early bird rates are used, they are to be set for a fixed time frame, and no extensions are permitted to lengthen or shorten that window at any time during the registration period. The early bird rate cannot be lower than the event minimums. Signature events often require a higher minimum fee than chapter events.

New HBA-approved affinity groups can request exemptions from standard pricing policies, as membership grows. Exceptions will apply from one year from kickoff/launch event.

Mentoring Program

HBA Central determines the pricing for the HBA mentoring program. Pricing is $225 USD (this price is converted to Euro based on current exchange rates) program fee that applies to mentees only (mentors do not pay the registration fee); member-only program for both mentors and mentees.

Onsite/late registration

Events allowing for onsite/late registration are required to leave registration open through the day after the event. Requests for onsite registration should be handled using the same online process as was used for regular registration (e.g. complete the registration on a smartphone or tablet at the event and show the registration staff the paid receipt).

Student pricing

The HBA does not currently offer special student event registration rates except in special circumstances (i.e. event is held at a university with a faculty speaker). If you have an event that you would like a special rate for students, please contact HBA Central to discuss a student-specific registration rate. Please keep in mind that approved student pricing will always be consistent with the HBA member rate and will not go below this rate.

Volunteer discounts

Discounts can be used depending on the event budget allowances.

Event logistics and planning volunteers (those working directly on the event) and on-site registration desk volunteers receive a 100 percent discount. This discount is provided for up to six (6) event planning volunteers and up to two (2) registration desk volunteers. HBA Board Leaders are eligible for a 50 percent discount which can be used as needed.

Sponsor discounts

Sponsor discounts must align with the company’s agreed-upon sponsorship package level.

HBA’s Corporate Relations (CR) team has specific policies regarding discount codes offered to event sponsors. Please refer to the Corporate Partner (CP) policy document and sponsor worksheet that CR has created.

HBA Store

HBA is piloting offering educational recordings in the HBA store. Events meeting the following parameters will be considered:

• Event topic is evergreen and applicable to all member groups
• Live event received 100+ registrations

Pricing will be consistent with live events. HBA staff will make the recording available in the store within one week of receiving the request. HBA store offerings will be made available for purchase for 2 years following the live event date.

Conflict of Interest

I. Purpose

A conflict of interest arises when a person in a position of authority within the Healthcare Businesswomen’s Association (HBA) may benefit financially from a decision she or he could make in that capacity, including indirect benefits such as to family members or businesses with which the person is closely associated. This policy is focused upon material financial interest of, or benefit to, such persons covered by this policy such as staff as well as elected, appointed, assigned, self-identified volunteers; independent contractors, agents and other representative’s responsibility of the HBA or any of its components. The HBA expects each representative to be aware of the dangers inherent in situations that give rise to conflict of personal interests with those of the HBA.

II. Scope of Policy

Applies to representatives, defined as:

Staff as well as elected, appointed, assigned, self-identified volunteers; independent contractors, agents and other representative’s responsibility

• Situations in which a person representative of the Healthcare Businesswomen’s Association (HBA) may benefit financially from a decision she or he could make in that capacity, including indirect benefits such as to family members or businesses with which the person is closely associated.
• This policy is focused upon material financial interest of, or benefit to, such persons covered by this policy

III. Procedures/Process

Duty to disclose. In connection with any actual or possible conflict of interest, an interested representative must disclose the existence of the financial interest and be given the opportunity to disclose all material facts to (a) if a representative of the HBA, to the HBA Global Board, or (b) if a representative of an HBA component, to the specific component board.

Determining whether a conflict of interest exists. After disclosure of the financial interest and all material facts, and after any discussion with the interested person, he/she shall be recused from the HBA Global Board or component board conversations while the determination of a conflict of interest is discussed and voted upon. The remaining HBA Global Board shall decide if a conflict of interest exists.

Procedures for addressing the conflict of interest

An interested person may make a presentation at an HBA Global Board meeting, but after the presentation, he/she shall leave the meeting during the discussion of, and the vote on, the transaction/or arrangement involving the conflict of interest.

The chair of the HBA Global Board or component executive committee shall, if appropriate, appoint a disinterested person or component board when appropriate to investigate alternatives to the proposed transaction or arrangement.

After exercising due diligence, the HBA Global Board or components board shall determine whether the HBA or the components can obtain with reasonable efforts a more advantageous transaction or arrangement from a person or entity that would not give rise to a conflict of interest.

• If a more advantageous transaction or arrangement not producing a conflict of interest is not reasonably possible under circumstances, the HBA Global Board or components board shall determine by a majority vote of the disinterested parties whether the transaction or arrangement is in the HBA’s or its components (as applicable) best interest, for its own benefit, and whether it is fair and reasonable. In conformity with the above determination, it shall make its decision as to whether to enter into the transaction or arrangement.

References

• HBA Bylaws
• HBA Record Retention & Destruction Policy
• HBA Code of Conduct

The HBA Global Board recognizes that to fulfill the association's responsibilities to its members and the healthcare industry at large, it is dependent upon qualified and dedicated leadership. Additionally, the US Internal Revenue Service Form 990 annual tax return/report that must be submitted by most federal income tax-exempt organizations that, to a significant extent, is an effort to gain greater disclosure and improved governance in nonprofit tax-exempt organizations. Because one aspect of determining qualifications is avoidance of conflicts of interest, HBA supports this Conflict-of-Interest policy.

V. Dissemination & Location of Policy

This policy should be disseminated:

• Via email with return receipt requested to all employees and volunteer leaders of the HBA including global, region/chapter/affiliate/branch, affinity groups, global council and any related committees.
• All representatives shall be advised of this HBA conflict of interest policy upon undertaking the duties of his or her position, shall disclose any actual or potential conflicts of interest on an acknowledgement form provided by the HBA prior to taking such position, and shall promptly advise the HBA in writing of any conflict of interest or relationship that may arise in the future.
• On an annual basis, every representative of the HBA will acknowledge the confidentiality policy and sign the acknowledgement form, provided by the HBA Global Board and/or staff.
• This policy can also be found in the HBA Resource Center.

VI. Timing of effect/implementation, review and/or termination

No special considerations.

I. Purpose

It is the policy of the Healthcare Businesswomen’s Association (herein after identified as the HBA) that its staff as well as elected, appointed, assigned, self-identified volunteers; independent contractors, agents and other representatives shall not disclose, divulge, or make accessible confidential information belonging to, or obtained through their affiliation with the HBA to any person, including relatives, friends and business and professional associates, other than to persons who have a legitimate need for such information and to whom the HBA has authorized disclosure. All HBA components and the HBA staff shall use confidential information solely for the purpose of performing services for the HBA.

This confidentiality policy is not intended to prevent disclosure where disclosure is required by law.

II. Scope of Policy

This Policy applies to:

• HBA staff
• Elected, appointed, assigned, self-identified volunteers; independent contractors, agents and other representatives:

And includes:

1. All information of the HBA that is confidential or privileged, or that is not publicly available
2. All information of a third party, obtained in the course of the HBA business/discharge of the HBA duties, that is confidential or privileged, or that is not publicly available

III. Procedures/process

1. Acknowledgement of this policy is agreed to upon application of the volunteer role.
2. Guarding confidential information
3. The HBA staff, elected, appointed, assigned, self-identified volunteers; independent contractors, agents and other representatives:
   • Must exercise good judgment and care at all times to avoid unauthorized or improper disclosures of confidential information.
   • Conversations in public places, such as restaurants, elevators, and airplanes, should be limited to matters that do not pertain to information of a sensitive or confidential nature.
   • Be sensitive to the risk of inadvertent disclosure, including but not limited to:
     • Leaving confidential information on desks or otherwise in plain view
     • Use of speakerphones to discuss confidential information if the conversation could be heard by unauthorized persons.

IV. Separation from HBA

At the end of the HBA staff or elected, appointed, assigned, self-identified volunteers, independent contractors, agents and other representatives time with the HBA they shall return to the HBA or destroy all documents, papers, and other materials that may contain or be derived from confidential information in his or her possession.

V. Compliance

Disclosure of confidential information will be viewed as a serious offense and may result in disciplinary action, up to and including:

• Dismissal from the elected, appointed, assigned, self-identified volunteers' position
• Termination of employment of staff
• Civil lawsuits, depending on the circumstances

A complaint, report or inquiry may be made according to the Conflict Resolution Policy.

VI. References

HBA Bylaws

HBA Record Retention & Destruction Policy HBA Code of Conduct

VII. Templates/tools/support documents

N/A

VIII. Dissemination & Location of Policy (required)

This Policy should be disseminated via email with return receipt requested to all HBA staff, elected, appointed, assigned, self-identified volunteers; independent contractors, agents and other representatives. This policy can also be found in the HBA Resource Center.

IX. Timing of Effective/Implementation, Review and/or Termination

Timing will be determined based on reported offense.

I. Purpose

The Healthcare Businesswomen’s Association (HBA) has adopted this Code of Conduct to guide its Board of Directors, officers, committee members, employees, volunteers, independent contractors, agents and other representatives, when acting on behalf of the HBA, to enable it to build and continue a tradition of integrity, honor and ethics in our collective pursuit of the development and advancement of women in the healthcare industry.

II. Code of Conduct

The foundation of this Code consists of the following standards of business compliance as well as personal conduct.

1. We will act with honesty, fairness, trustworthiness, and candor, observing the spirit as well as the letter of the law and regulations.
2. We will act in accordance with the highest standards of professional conduct, treating everyone with respect and dignity.
3. We will communicate in a respectful manner, avoiding degrading, demeaning or hostile words. We are committed to building strong relationships and an inclusive culture in support of our common mission.
4. We will avoid conflicts between personal interests and the interests of the HBA, or even the appearance of such conflicts.
5. We will ensure our reputation for integrity remains strong and avoid activities or associations with third-parties which might reflect adversely on the HBA.
6. We will protect the integrity, privacy and appropriate use of data in accordance with relevant laws and regulations.
7. We will create teams that celebrate our differences in geography, ethnicity, culture, personal and professional backgrounds.
8. We will enrich the careers of our staff and volunteers by providing them meaningful opportunities for growth and development.
9. 9.We strive to create a safe workplace.
10. We prohibit any form of bribery, kickback or inappropriate payment to conduct business anywhere in the world.
11. We care about the communities where we do business and will conduct ourselves in an environmentally sustainable manner.
12. We will protect the HBA’s confidential information and the confidential information of others which we may be exposed to under a Confidentiality Agreement.
13. We will protect and enforce our Intellectual Property rights to any new ideas and innovations that are created by or on behalf of the HBA.
14. We will hold ourselves responsible and take all appropriate steps to ensure the security of all digital devices and services used in the conduct of HBA business.
15. We will ensure equal opportunity for all without discrimination or harassment in the workplace on the basis of gender, religion, race, color, national origin, age, disability, pregnancy, citizenship, status as a veteran, marital status, gender orientation, gender identity and expression, genetic information or any other protected characteristic.
16. Through leadership at all levels, we will sustain a culture where ethical conduct is recognized, respected and promoted by all directors, officers, committee members, employees, volunteers, independent contractors, agents and other representatives.

It is every director’s, officers, committee members, employees, volunteers, independent contractors, agent’s and other representative’s responsibility to be familiar with this Code of Conduct and to be sensitive to and report any situations that may violate it.

Senior staff at the HBA have the additional responsibility to verify that staff whom they Supervise understand and comply with the Code of Conduct.

This Code is not intended as a stand-alone policy. It does not embody the totality of HBA’s ethical standards, nor does it answer every ethical question or issue that might arise. Rather, it is one element of a broader effort to create and maintain a quality organization that gives ethical conduct the highest priority. This Code will be reviewed periodically.

Who appoints who? 

• Operating Board directors: co-interview by Operating Board president and HBA Central representative; appointment by Operating Board president
• Regional executive committee: interview and appointment by Operating Board executive committee and HBA Central liaison
• Regional presidents: interview and appointment by Operating Board executive committee and HBA Central functional staff lead
• Regional directors: interview and appointment by regional president for the function
• Chapter executive committee: interview and appointment by regional executive committee
• Chapter directors-at-large: interview and appointment by chapter executive committee
• Chapter committee members: interview and appointment by functional director-at-large