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.
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.
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 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.
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
- 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.
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.
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.
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.
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.
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).
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.
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 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 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.