Solicitation, Marketing, and Networking Guidelines
The HRATV By-Laws limit use of the association, its membership roster, or materials for the solicitation of business or other similar purposes. The HRATV Board of Directors endorses the following guidelines (in question/answer format) in an effort to make the fine line between solicitation and other marketing or networking activity clearer and easier to recognize:
1. Are members out of bounds if they give out their business card(s) to one or more members at an HRATV function?
As with any business event, when you are interacting with individuals at an HRATV event, it is appropriate to inquire as to the type of business and/or work someone does. As with most business situations, it is also appropriate to exchange business cards after this type of business conversation. It is not appropriate to just pass out your cards to everyone with whom you come in contact.
2. Is it acceptable to follow up the receipt of a business card with a telephone call, mailing, e-mail, or other means?
If the HRATV member indicated they wanted a follow up call, letter, or e-mail, then by all means, do so. If it was merely an exchange of business cards, the following guidelines apply:
3. Is it OK to send holiday cards with your company name on it to all members listed in the directory?
This is acceptable as long as solicitation is not a part of the card either directly or indirectly.
4. Is it acceptable to ask another HRATV member to recommend my organization’s products or services to others?
This is acceptable if you have a professional relationship with this person.
5. May I use HRATV to build business?
Yes, by networking at HRATV meetings, by building relationships, by working on committees, and by lending your expertise to projects and programs when called upon to do so. Through volunteering, you can better understand the needs of HRATV members, and through networking, they can understand what you have to offer.
6. How may I use the membership directory?
You may use it to find the name, telephone number, and e-mail address of someone you may have met at an event. You may use it to contact a member to ask for help (see #9). You may not use it to market your business, to solicit business, or to solicit career opportunities.
The HRATV website offers a job posting page for members to post job opportunities within the Human Resources field. Additionally, you may mention your organization’s HR-related job openings at HRATV’s monthly meetings. An HRATV-sponsored information table is set up at each meeting, and hard copies of posting information may be placed on the information table. Job candidates may make copies of their resumes available at the HRATV-sponsored information table as well.
8. May I pass out literature about my business at HRATV functions?
If you are at an HRATV-approved table as a vendor or sponsor at an HRATV conference (both opportunities are available for a fee).
9. May I call upon a member when I have a question and want ideas on how other people might handle a particular situation?
Yes, this is a value of belonging to an organization like HRATV. It provides opportunities to learn from each other, both formally and informally. This type of phone call should not be used to solicit business in any way. You may also want to use the Bulletin Board on the HRATV website for this purpose.
10. How may I get information to HRATV members about an education session my organization is offering?
You may place flyers at the HRATV-sponsored information table made available at HRATV meetings. You may not, however, send a notice to all members in the directory. HRATV may announce at HRATV meetings or provide listings in the newsletter for upcoming educational events that HRATV determines, in its discretion, further HRATV’s goals as an organization.
11. May I send my newsletter to all members listed in the membership Directory?
You may only send your newsletter to members with whom you have established a relationship (see #2). If at any time an HRATV member asks you to leave them alone (for example, to stop calling, take them off a mailing list, or stop sending faxes or e-mails), please do so immediately.
12. May I solicit sponsorships for community service opportunities?
You may place flyers at the HRATV-sponsored information table made available at HRATV meetings. You may not, however, use the directory to solicit sponsorships from members. HRATV may sponsor, announce at HRATV meetings, or provide listings in the newsletter for community service opportunities that HRATV determines, in its discretion, further HRATV’s goals as an organization.
13. May I provide public service announcements to members?
You may place flyers at the HRATV-sponsored information table made available at HRATV meetings. You may not, however, send a public service announcement to all members in the directory. HRATV may make public service announcements at HRATV meetings or provide listings in the newsletter for public service announcements that HRATV determines, in its discretion, further HRATV’s goals as an organization.
14. If I believe there has been a violation of these solicitation guidelines, how do I bring my concerns to HRATV’s attention?
You may contact us at (208) 331-1880 or firstname.lastname@example.org. You may also contact the current President directly at his/her phone number or e-mail address.
Reviewed and approved by HRATV Board 1/17/06.