HIDDEN-TECH POLICY
Updated as of: May 10, 2004
DEFINITION:
Hidden-Tech is an all volunteer, not-for-profit networking association
based in western Massachusetts that represents small home or office-based
companies throughout New England’s Knowledge Corridor.
MISSION: To beat isolation, share business tips, find resources, create
alliances, learn business skills, alert regional economic planners and
technology service providers about our presence, and connect members to the
global economy.
ORGANIZATION’S VALUES (see policy below)
1) We value people’s privacy.
2) We value people’s knowledge they are willing to share.
3) We value community to foster connection, quality of life and involvement.
4) We value the need for companies to network and promote themselves.
5) We value collaboration and alliance building amongst each other and
other like-minded business networking organizations.
6) We value entrepreneurship and innovation.
7) We value the of technology as a business driver.
8) We value having an organization with no cost of entry and low cost of
maintenance. We are not in the business of amassing wealth beyond
sustaining the organization.
9) We value simplicity in governance and lack of bureaucracy.
GOVERNANCE
NOTE: This is for the start up phase. In time, as we grow, we need a treasurer, someone to operate policy and keep on staggered terms for committees and sub-committee. We recommend an annual review and update of all governance and policy.
* Steering Committee is the decision-making body. It is no larger nine because that’s all we can fit around the table at Packard’s. There are two co-chairs. Three-year maximum term. Can return after a year’s absence and can serve on sub-committees in the interim. There are two co-chairs to lead meetings and run the organization day-to-day.
NOTE 1: Terms start at the acceptance of this document by the steering committee and those members who choose to vote.
NOTE 2: We define the Hidden-Tech fiscal year as May to May on any given year to coincide with the anniversary year.
The steering committee solicits new members in April. For now, selections may be based on the skills the individuals offer rather than on a first-come-first serve basis. Anyone interested could serve on a
subcommittee, or as special advisors.
* Advisory Board serves to back up the steering committee in emergencies
and crises to make quick decisions. The advisory board works hard to gain
steering committee input at these times, if possible. It’s made up of the
two co-chairs and someone as liaison to the Web master.
* Subcommittees have two chairs. Subcommittees report to steering committee
for direction; carry through plans that have been approved. Provide monthly
updates to steering committee either online or in person, to coincide with
the regular steering committee meeting. .
Anyone can join a subcommittee, but only a steering committee member can be
a chair of a subcommittee.
PROCEDURE FOR AMENDING POLICY AND GUIDLINES
All policy and guidelines are a work in progress. The can be amended
through requests directed to the discussion list in care of the steering
committee. The steering committee will study all recommendations and report
back to the list with its recommendations. Members will be allotted
10 days to review the steering committee recommendations. The new policy or
guideline will be adopted when a clear consensus is reached.
MEMBERSHIP GUIDELINES
1) Membership entry: Entrance to Hidden-Tech is free. Money can be raised
through the Web or special events. However, our purpose is to provide
services to members not to amass wealth for the organization.
2) Privacy and the membership list: We do not provide any individual
organization the Hidden Tech membership list.
3 Promotion: We do not allow direct promotion or solicitation to the
organization, including the Web discussion list. It is absolutely forbidden
to sell or even share the membership list.
DISCUSSION LIST AND WEB GUIDELINES
See Web etiquette posted on https://www.hidden-tech.net
PROGRAMMING GUIDELINES:
NOTE: Read Predmore is now booking all programs for us. He is the keeper
of locations and contact information. People should reach him
at predmore@predmoreassociates.com for information.
PLACES TO HOLD PROGRAMS FOR GRATIS OR LOW COST:
Amherst:
Jones Library ($40 rental)
Munson Library ($12/hour)
Hampshire College (they need to sponsor)
Bangs Center (about $40)
Lord Jeff Inn (free spaces if we buy food)
Northampton:
high school cafeteria (gratis with city approval)
Forbes Library (has a nice upstairs room, don’t know cost)
Calvin Theater (no room charge, but will want us to pay for food)
Hadley:
WMECO for lunch meetings (on Rt. 9 near bridge)
Holiday Inn Express (need to check on price)
Greenfield:
Greenfield Community College Main Street (with permission)
Springfield:
STCC has lots of spaces (with permission)
Student Prince restaurant has a large back room
Palmer:
Palmer Technology Park
________________________________________________________________
GETTING STARTED
NOTE: The biggest issue we all face is locating affordable space to hold 50
– 75 people — about the maximum we’ve gathered for any event EXCEPT the
first anniversary. Before even approaching the group for approval, please
make some feelers about locations as this will make or break your concept.
1) Anyone can develop a program for Hidden-Tech with approval of the
PR/Programming committee and steering committee. Proposals should be
submitted to the PR/Programming Committee two months in advance for a simple networking
event, and four months in advance for a program requiring extensive planning.
2) Start with expectations that your budget will be $50 – $100 MAXIMUM as
that’s about all we usually have in our kitty and/or can cover at the door.
3) Seek space that’s free or under $50 for a rental fee. It should include
tables, chairs, a podium and mike. (All locations listed above have these
sorts of amenities)
4) Submit a budget to the PR/Programming committee BEFORE moving ahead or
making any commitments. If the budget is greater than $100 it will require
steering committee approval. No one planning a program can automatically
expect reimbursement for expenses unless they have been pre-approved by the
steering committee.
________________________________________________________________
BACKUP HELP
You can expect help in the following ways from the Pr/Programming committee
and steering committee:
1) Concept design
2) Outreach to the Hidden-Tech/RTC membership
3) Advice on outreach to the larger region
4) Targeted media outreach
5) Set up assistance at the event and support such as facilitators
Do NOT expect to get the following sort of help without PR/Programming or
steering committee approval:
1) Calls to wider community
2) Calls to membership
3) Anything else that requires time commitment from others, whether it’s
baking brownies or building a stage set, etc . . .
________________________________________________________________
PROGRAM DESIGN GUIDELINES
1) As management consultants are fond of saying – “Keep it simple stupid”
or “Less is more.”
Remember, we are a volunteer organization with NO PAID STAFF. Our members
are busy trying to survive and don’t always provide much in the way of
back-up support, or even commitment to pre-registration.
2) Keep your audience in mind — both their needs and limitations.
3) It’s OK to promote yourself and your skills, but you should try to also
showcase others.
4) Try to keep the entry bar to an event easy and low. If you want to build
in fees and juried exhibitions it’s best to start publicizing two to three
months out. That means plans have to be finalized at least four months out.
Programs with fewer requirements should be finalized in time to start
publicizing a month out.
5) All presenters need to keep the needs of Hidden-Tech members in mind and
put them FIRST before their personal agendas. It’s fine to have agendas, by
the way, but they can’t override the program or presentation.
6) Invited presenters need to understand that a) there will be very little
money to offer them, and b) we can offer promotion, but not much else. The
same rule applies about their personal agendas not overriding the program
or presentation.
_______________________________________________________________
PROMOTION GUIDELINES
1) All promotional pieces should start with the following format:
DATE:
LOCATION:
TIME:
COST:
2) Try to keep pertinent information to the fore of the piece and keep the
writing tight and snappy;
3) Take care to get names and locations correct, and add directions from
all major parts of the region;
4) Ship all promotional pieces to PR committee.
PR committee Contact info
suzanne_mcgee@hidden-tech.net and
amy_zuckerman@hidden-tech.net