HOST AN EVENT WITH HWBN

Hosting an HWBN - Promoted Event

HWBN members may apply to host a gathering promoted under the HWBN name. Hosted events are reviewed to ensure alignment with HWBN values, branding, and community experience.

Before submitting the form, please note:

This is a member-hosted event promoted by HWBN, not an HWBN-produced event
Attendees may not be charged for this type of event
A promotion package fee applies to cover marketing and administrative support
HWBN leadership attendance is not guaranteed
Submission of this form does not guarantee approval

If selected, an HWBN representative will follow up with next steps and invoicing details.

Hosted Event Intake Form

First name

Last name

Business Name

Email

Phone

Are you a current HWBN Member?

Yes

No

Event Details

Proposed Event Title

Preferred Event Dates

Preferred Event Times

Event Location

Is this a weekday or weekend event?

Weekday

Weekend

Estimated Number of Attendees

Under 15

15-30

30-50

50+

HWBN Promotion Package Selection

Please select the HWBN Hosted Event Promotion Package you are requesting:

Option 1: Community Feature – $125 Includes: – Event listing on the HWBN website calendar – One dedicated post in the HWBN Facebook group – Inclusion in the HWBN email newsletter – HWBN co-host branding on promotional materials

Option 2: Spotlight Partner – $250 Includes everything in the Community Feature package, plus: – Additional social media promotion – Member spotlight feature (business + host highlight) – Priority placement in the HWBN newsletter

I understand that I will be invoiced for the selected package prior to event promotion.

Event Structure & Expectations

I understand that HWBN member-hosted events promoted under this Hosted Event program must be free for attendees, and that no admission fees, ticket charges, or required purchases may be imposed.

This policy applies only to member-hosted events promoted under this program and does not apply to other HWBN paid programs, workshops, or ticketed events.

Will there be giveaways, drawings, or swag bags?

Yes

No

Not sure yet

Do you anticipate needing an HWBN leadership representative present?

Yes

Possibly

No

Note: HWBN leadership attendance is subject to availability and is not guaranteed.

Branding & Acknowledgement

I understand that this event will be promoted under the HWBN name and that HWBN branding and messaging guidelines must be followed.

Acknowledgment. I understand that HWBN promotion covers marketing and administrative support only and that all event logistics and costs are the responsibility of the host.

Additional Notes

Is there anything else you would like to tell us about your event?

By submitting this form, you are requesting consideration for an HWBN-promoted hosted event. Submission does not guarantee approval. Once reviewed, an HWBN representative will follow up with next steps and invoicing details.

HWBN Hosted Event Guidelines & Expectations

These guidelines apply to member-hosted events promoted under the HWBN Hosted Event program. They are designed to protect the HWBN brand, ensure a positive attendee experience, and set clear expectations for hosts and leadership.

1. Event Ownership & Responsibility

Member-hosted events are planned, hosted, and funded by the member.

HWBN provides marketing and administrative support only.

The host is responsible for:

Securing and managing the venue
Event setup, flow, and logistics
Refreshments, materials, and staffing
Guest experience during the event

HWBN is not financially responsible for event costs, venue agreements, or attendee management.

2. Attendee Fees & Sales Policy

Events promoted under this Hosted Event program must be free for attendees.

Hosts may not:

Charge admission or ticket fees
Require purchases to attend
Condition entry on bookings, sign-ups, or sales commitments

This policy applies only to member-hosted events promoted under this program and does not apply to other HWBN paid programs, workshops, or ticketed events.

3. HWBN Branding & Promotion

Events promoted under this program will be presented as co-hosted by HWBN.

Hosts agree to:

Use HWBN branding only as provided or approved
Refrain from altering logos, colors, or messaging
Represent the event accurately in all communications

HWBN reserves the right to revise or decline promotional language that does not align with brand standards.

4. Promotion Packages & Invoicing

Hosts select a promotion package as part of the intake process.

Promotion begins after approval and invoicing
Package fees cover marketing and administrative support only
Invoicing will be issued prior to event promotion

Submission of an intake form does not guarantee approval or promotion.

5. HWBN Leadership Presence

HWBN leadership attendance is not guaranteed.

When available, an HWBN representative may attend to:

Welcome attendees
Thank the host
Share brief updates on HWBN programs or upcoming events

If leadership is unable to attend, the host may be asked to share a brief HWBN welcome script provided by HWBN.

6. Event Flow & HWBN Acknowledgment

HWBN requests a 2–3 minute acknowledgment during the event, which may include:

A brief welcome
Recognition of HWBN
Mention of upcoming HWBN events or opportunities

This acknowledgment should remain concise and should not disrupt the primary purpose of the event.

7. Giveaways, Drawings & Swag

Giveaways and swag are optional.

If included:

Items should be business-appropriate and family-friendly
Participation must not require purchases or bookings
Materials should not conflict with HWBN values or branding

Hosts are responsible for organizing and distributing any giveaways.

8. Scheduling Considerations

HWBN-hosted member events are most successful on weekday evenings.

Weekend events, including Saturdays, are considered on a case-by-case basis and may receive limited promotion depending on scheduling, audience availability, and alignment with existing HWBN programming.

9. Approval & Review

HWBN reserves the right to:

Approve or decline hosted event requests
Request adjustments to event details or promotion plans
Decline future hosted event requests if guidelines are not followed

These guidelines are in place to ensure a consistent, welcoming experience for the HWBN community.

10. Agreement

By submitting the Hosted Event Intake Form, the host acknowledges and agrees to comply with these Hosted Event Guidelines & Expectations.