Section 8. Member and Engagement Events

Membership Event Policy 

The membership event policy is designed to guide chapter and regional member engagement volunteers as to how they might drive membership engagement within their chapter or region through in-person and virtual events focused on HBA membership. The policy is designed to both standardize the offerings across the organization and streamline the process for setup and implementation of these events.


Policy Authors

Petrina Hurtado, membership, manager

Amy Croliusstakeholder relations, vice president


Policy Users

This policy is used by chapter membership and volunteer engagement committee members, particularly the member outreach and radical hospitality committees; the policy is also relevant to the Engagement COE Presidents, particularly the regional engagement committee.


Policy Details

New member Orientations

New member orientations 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 for in-person events. The HBA does not provide marketing support for these events other than inclusion in the automated event digest email.

The frequency of these events will be determined by the chapter’s Membership and Volunteering DAL with guidance from the regional Engagement COE President. Chapter size, demand, and volunteer availability will be taken into consideration as part of this planning.


The new member orientation setup form is used to schedule these events on the website. To access this form and detailed instructions as to setting up and holding a new member orientation, reference the new member orientation procedures article in the Volunteer Help Center. A standard orientation deck template is to be used for new member orientations and is also available in the Leader Library.


Member Engagement Events

Membership engagement events are sessions designed primarily to attract new members and/or recapture former members. They are complimentary, small events, with no expenses or revenue. They are open to members and nonmembers. An example of this event type might be a “coffee chat” or happy hour; the focus is on meeting and connecting with new/former members to talk about the HBA. These are typically informal and not content-focused events. 


The HBA does not provide marketing support for these events other than inclusion in the automated event digest email.


The frequency of these events will be determined by the chapter’s Membership and Volunteering DAL with guidance from the Regional Engagement COE President. Chapter size, demand, and volunteer availability will be taken into consideration as part of this planning.


The member engagement event setup form is used to schedule these events on the website. To access this form and detailed instructions as to setting up and holding a new member orientation, reference the member engagement event procedures article in the Volunteer Help Center.


Compliance Tracking 

Membership Event Compliance

  • Setup forms will be reviewed by HBA events administration staff and issues/concerns/violations of the guidelines will be addressed as they come up.
  • The HBA central staff will work with the Engagement COE Presidents, dals 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 committee to immediately address and correct the situation.