Section 10. Programming and Events

HBA programming should align with the organization’s core purpose and support and advance its mission.

Core purpose: to further the advancement and impact of women in the business of healthcare.


Mission: The Healthcare Businesswomen’s Association is a global nonprofit organization comprised of individuals and organizations from across the healthcare industry committed to:

•          achieving gender parity in leadership positions

•          facilitating career and business connections

•          providing effective practices that enable organizations to realize the full potential of their female talent.


The HBA accomplishes its mission through strong business networks, education, research, advocacy, and recognition for individuals and companies.


Policy authors

Liz Coyle, value offerings, executive vice president, 

Lori Whitehand, education and programming, manager


Policy users

Chapter/affiliate level: Primary responsibility for understanding and complying with the policies contained herein resides at the chapter/affiliate level with the programming director at large. The programming director at large will assure that these policies are adhered to by the members of her content committee, event logistics committee and the sponsor/venue liaison committee. She will also work with the chapter vice president to ensure integrity of programming and events. 


Regional level: Mentoring, affinity group and, in the future, conference programming is administered at the regional level. The programming COE president is responsible for the programming strategy and direction. Regional mentoring, affinity group and conference regional directors provide input on strategy as well and also manage a committee to implement the programs.


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


Programming policies 

Quarterly plans 

All chapters/regions must submit a proposed programming plan annually. The budget provided by HBA central, the programming COE president, in consultation with the director of operational excellence, regional treasurer and chapter vice president, determines what types (i.e. mix) of events to conduct in the calendar year to achieve the program revenue and expense targets and to comply with event volume expectations defined in the event frequency section below. 


This information is entered into the annual program planning tool to create the programming framework that sets the proposed number and type of events, pricing, expected revenue, and P&L. Chapter program directors at large and 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 programming COE president to the HBA education manager as follows:
 

  • Oct. 15 – annual draft (general schedule of events) with Q1 details filled in
  • Jan. 15 – Q2 and any updates to annual
  • Apr. 15 – Q3 and any updates to annual
  • Jul. 15 – Q4 and any updates to annual

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 in the manner in which it was submitted.

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 chapter education manager within 30 days of submission.


Event content

Event types and descriptions:

Networking events: networking events are designed primarily to make professional contacts, exchange information and make further connections with other HBA members. These member-only events require a small fee for attendees. 


A networking set-up form is required to be submitted for all networking events to open these events for registration.


The HBA named networking events are:

  • HBA Supper Club (formerly HB8 or dine arounds)
  • HBA Connectcafé
  • HBA Connect: [add chapter specific title]

Educational events:   

Educational events are designed with a subject-defined learning component and specific learning objectives. Educational events must include at least one, but up to two, competencies from the HBA leadership competency framework. Speakers should have the appropriate expertise to deliver the program’s content to the designated audience. These fee-based events are open to members and nonmembers. An educational set-up form is required to open these events for registration.


Volunteer recognition events:  

Volunteer recognition events are optional events held to celebrate your volunteers’ work throughout the year. For these events, the programs team should work with the volunteer recognition committee on including any awards in the program and on the logistics surrounding this type of event. These events should reflect the event value and content (i.e. meals, drinks, speakers, etc.). Use the networking set-up form to open registration for these events.


Membership/engagement events: Chapters and regions can also hold membership and engagement events and new member orientations. These events are different than education or networking events due to content, pricing and size and are under the purview of the HBA’s member care team. These are sessions designed primarily to attract new members and/or recapture former members. They are complimentary, small events, with no expenses or revenue. No support is provided from the programming committee or radical hospitality committee volunteers. 


New member orientations: these are complimentary events (often held virtually) that orient new members to the HBA, the region/chapter and volunteer opportunities. These orientations also can be included during a portion of a larger education or networking event. The member outreach committee can coordinate with programming DALs if logistical support is needed. 

HBA event content guidelines 

The following list defines the topics and content the HBA considers appropriate for events:

  • Business acumen: financial topics, strategic planning, innovation process, business models; business drivers
  • Healthcare industry: trends, issues, challenges; digital/mobile; delivery/accessibility of care; patient-centered healthcare; big data 
  • Career planning: development, advancement; goal-setting; role of mentors / sponsors; career pathways, ladders and lattices; leveraging current skills in new industry sectors; successfully navigating a transition; personal branding; enhancing professional visibility
  • Leadership: executive presence; confidence; resilience; communication / presentation skills; conflict management; emotional intelligence; negotiation skills; ability to influence; political/organization savvy; team building; relationship building; visioning skills developing/deepening your professional network; facilitating/navigating change; learning agility. 


The following list defines topics/content/focus which is not appropriate for an HBA event:

Any type or level of a sales pitch or promotion; product demonstration(s)

  • Political or religious discussions or debates 
  • Antitrust issues
  • Sexual relations, activity 
  • Makeup/skin care
  • Child/adult care 

 Speakers for events

Speakers should have appropriate expertise to deliver the program’s content to the designated audience. Generally speaking, current chapter board and regional council members should not serve as presenters of program content, unless they have special expertise that cannot otherwise be accessed. Speakers should never be given attendee registration reports or other information with attendee identifying information.


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 still remain, they should move to the operational excellence director and lastly the Programming COE 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 considerations:

The HBA asks that any event scheduling take into consideration religious/cultural holidays and HBA central flagship events (Women of the Year, Annual Conference and Career Conversation webinars). Major religious holidays and HBA flagship events are highlighted on the program planning tool. 


Event pricing

The HBA has set minimum pricing requirements for members and nonmembers for all chapter and regional events as described below. 


Affiliate events: 

Before being considered for transition to chapter status, an affiliate is required to hold three (3) events: the first two being revenue neutral and the third being sponsored by a local healthcare company and profitable for the affiliate. Affiliates are permitted to hold events without a fee. However, if there is a fee for an event, affiliates should follow the requirement that nonmember pricing must be at least 50 percent higher than member pricing after the first three events.


Chapter events:

Educational events: no less than $30 member; $45 nonmember (nonmember pricing must be at least 50 percent higher than member price)


Networking events (including volunteer recognition): 

No less than $10; member-only 


Regional events:

  • Affinity educational events: no less than $30; member-only
  • Affinity networking events: no less than $10; member-only
  • Newly Launched affinity groups (< 1 year since formation): recently launched affinity groups can request exemptions from standard pricing policies and member-only attendance policies. Contact HBA Central’s education team to request an exception.
  • Women in Transition (WIT) affinity group: The HBA recognizes the importance of attending events for those women who are between positions/careers. Therefore, chapters/regions have the option of offering a 50 percent discount to the member rate for members that are part of a WIT affinity group.
  • Mentoring program: no less than $225 program fee that applies to mentees only (mentors do not pay the registration fee); member-only program for both mentors and mentees.

Additional pricing considerations:

Regular and onsite pricing differentials are permissible as long as the lowest price level is still the event minimum set forth above. 


Higher on-site pricing is encouraged as it takes into account the additional administrative work necessary to provide registration at the event location. The onsite registration will be online. Events allowing for onsite registration should leave registration open through the day of 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 smart phone or tablet at the event and show the registration staff the paid receipt). 


Early bird rates are only available for large events (expected registration over 100 attendees). If early bird rates are used, they are to be set for a fixed window (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 $30/$45 minimums.


Student pricing: 

The HBA does not currently offer student priced memberships and students are not a membership target at this time. As such, beginning in 2018, we will no longer offer student pricing for events except in unusual situations (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’s education team for information on obtaining a student discount code. Please keep in mind this code will lower the cost only as low as the regular member rate.


HBA Flagship Events:  Flagship events such as virtual Woman of the Year (WOTY) may require a higher minimum fee than regular chapter events.


Event frequency

The HBA has set minimum requirements for the number of revenue generating events held annually. Offerings should adhere and track with the revenue/expense budgets set forth in the annual program planning tool and incorporated in the chapter/regional budget.


Affiliate events: 

Please refer to Affiliate Policy herein this policy handbook. 


Chapter events: 

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 opportunity to engage and experience HBA value.


Chapters with up to 200 members are expected to offer a minimum of nine (9) revenue generating chapter events annually: three (3) revenue generating events per quarter are recommended. Events should be a combination of education and networking events (e.g., six networking/three education).


Chapters with more than 200 but less than 400 members are expected to offer a minimum of 15 revenue generating chapter events annually. Events should be a combination of education and networking events (e.g. ten networking/five education).


Chapters with over 400 members are expected to offer a minimum of 21 events annually. Events should be a combination of education and networking events (e.g. 14 networking/7 education).


Number of chapter members*

Number of revenue generating events per year

Under 200 members


9 (of which no more than 6 can be networking)

Over 200 members


15 (of which no more than 10 can be networking)

Over 400 members


21 (of which no more than 14 can be networking)


* HBA’s new operating model is designed to support chapters with about 200 members. Therefore, the first row is the most likely scenario for the standard structure.


Regional events:

For 2018, regional revenue generating events are not required but are recommended as follows:

  • Affinity groups (if your region has any of the recognized HBA standard affinity groups): a minimum of two events per year either networking, educational or combination (per affinity group). The current affinity groups are detailed on the HBA website.
  • Mentoring programs: all regions should aim to field a mentoring program. Regional mentoring programs are a standard offering to be delivered in each region and delivered in one or more geographies within the region. Virtual mentoring programs are also available options for regions as well.


Event audience 

To ensure the expected value associated with HBA membership, the HBA has set specific policies around member/nonmember attendance at events. Adherence to policies are required to maintain chapter certification


Affiliate events:

All events are open to members and nonmembers.


Chapter events:

Education events: open to members and nonmembers

Networking events: open to members only


Regional events:

Affinity groups: members-only for both educational and networking events (exceptions allowed for newly formed affinity groups)

Mentoring program: members-only for both mentees and mentors 


Registration and set up forms

HBA has created type-specific event set-up forms with submission deadlines for opening registration. In order for events to be properly promoted and marketed to assure maximum attendance, please adhere to the following:

  • Education events: use the educational event set-up form (chapter/affiliate regional) and submit to events@hbanet.org a minimum of six weeks in advance of the event date
  • Networking events: use the networking event set-up form and submit to events@hbanet.org at a minimum of four weeks in advance of the event date
  • Affinity groups: adhere to education and/or networking set-up forms and requirements above 
  • Mentoring: use the mentoring specific set-up form and submit to events@hbanet.org 14 weeks prior to the program kick-off
  • Volunteer recognition: use the networking event set-up form and submit to events@hbanet.org a minimum of four weeks in advance of the event date
  • New member orientations: use the new member orientation set up form and refer to Section 7 herein for more information on new member orientations

Discounts for sponsors and volunteers 

Volunteer discounts:
 
The HBA has set specific guidelines to be used for offering discounts to chapter/region volunteers and leaders. The following chapter/regional volunteers qualify for complimentary registration to chapter/regional events: 


Chapters/affiliates and regions:

Event volunteers and HBA board leaders are entitled to discounts depending on the event budget allowances. All discount codes must be requested where specified on the event set-up form prior to its submission. Once the set-up form is complete, the form is returned to the event team with the codes listed for distribution.


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: 

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. The following guidelines are used to determine appropriate sponsor discounts:


Educational events: 

15-30 percent of sponsor attendees are eligible for complimentary registration depending on sponsorship level. Employees of sponsoring organizations are also eligible to register at the member rate. Please work with your CR team to determine appropriate percentage of discounts.


Networking events: 

15-30 percent of sponsor attendees are eligible for complimentary registration depending on sponsorship level. Please work with your CR team to determine appropriate percentage of discounts. Since these events are member only, employees for sponsoring organizations can attend even if not an HBA member and for the member rate. 


Compliance tracking 

Quarterly Plans 

The HBA education team will track submission of the regional and chapter program plans. Programming CEO Presidents not submitting such plans will be notified and required to submit such plan within 30 days. Continued non-compliance with this policy will be subject to the chapter/region being put on probation as they are no longer in compliance.


Event content 

Adhering to the content planning guidelines is critical to the overall success of HBA programming. Repetitive non-compliance with HBA’s content policies will trigger action per the region or chapter certification of compliance.


Event pricing 

The minimum pricing requirements will be reviewed by the HBA event services administrator upon submission of the required event set-up form. Events not adhering to set policy will be sent back to the chapter programs DAL, the regional director or the regional operational excellence director for revisions before registration can be opened. Repetitive non-compliance with HBA’s pricing policies will trigger action per the region or chapter certification of compliance.


Event frequency 

The HBA education team will review completed events following each quarter. Programming CEO Presidents of chapters/regions under-performing will be notified and required to make adjustments to bring their revised plan into compliance. Continued non-compliance with this policy will be subject to the provisions contained in the region or chapter certification of compliance.


Event audience 

Adherence to the member/nonmember requirements will be reviewed by the HBA event services administrator upon submission of the required event set-up form. Events not adhering to set policy will be sent back to the chapter programs DAL or regional operational excellence director for revisions before registration can be opened.


Registration and set-up forms 

Usage and submission of the correct set-up form type to initiate registration will be reviewed by the HBA event services administrator upon submission of the required event set-up form. Events not adhering to set policy will be sent back to the chapter programs DAL or regional operational excellence director for revisions before registration can be opened.


Discounts for sponsors and volunteers 

HBA Central will monitor the discounts provided and alert, at the regional level, the Corporate Relations COE President and/or the Programming COE President, and at the chapter level the programming DAL. Chapters/regions not adhering to the policies will be notified and required to comply with the policy for future events. Continued non-compliance with this policy will be subject to the provisions contained in the region or chapter certification of compliance.