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AllPolicies

HTNG Policies

By joining HTNG, renewing your membership, or entering into certain new activities with HTNG, members reaffirm their agreement to the latest Terms and Conditions of Membership.

 

1. Members agree to abide by the HTNG Code of Conduct. Corporate Members agree to hold their employees, and other individuals they authorize to participate in HTNG activities on their behalf, accountable to abiding by the Code of Conduct.

 

2. Individual Memberships are nontransferable. Access to the members-only areas of the HTNG website is limited to enrolled members and login information may not be shared.

 

3. Hospitality Memberships may only be held by hospitality companies, or by full-time employees of hospitality companies; all other organizations and individuals may hold Industry Partner Memberships or, if eligible, Allied Memberships. Hospitality companies are defined to include organizations that develop, own, operate, manage, franchise or brand hospitality enterprises or venues (including hotels, condominium rental pools, timeshare programs, senior living communities, membership clubs, restaurants, cruise ships, casinos, theme parks, recreational sports facilities and entertainment venues).

 

A Hospitality Individual Membership may be converted to a Consultant Membership upon request if the individual holding it ceases to be qualified as a Hospitality Member and qualifies as a Consultant Member. A Consultant Membership may be converted to a Hospitality Individual Membership upon the request of the individual who holds it if that individual becomes qualified as a Hospitality Member during the term of membership.

 

4. Consultant Memberships (referred to as Individual Industry Partners in the HTNG bylaws) are available only to self-employed individual consultants and to individuals employed by consulting companies. Consultant members provide professional advice, charge a fee for time and expertise only and do not sell products or other services. Consultant Memberships are also available to certain other individuals who operate under a similar professional model. Consultants are required to sign a statement of eligibility and HTNG will review their memberships annually.

 

5. Individual Allied Memberships are granted to individuals employed by bona fide media organizations covering hospitality technology; to educators and students; to employees and officers of governmental bodies and other organizations engaged in the promotion of travel and tourism; and to other individuals whose interest in hospitality technology is fundamentally informational rather than based on economic gain as a buyer or seller of technology or technology-based services. HTNG reserves the right to deny Allied Membership to any individual, and to revoke any Allied Membership without refund if the individual holding it ceases to qualify and/or uses the membership for commercial gain as a buyer or seller of technology or technology-based services.

 

6. Association Partner Memberships are granted to other industry trade associations upon application to and approval by HTNG, normally on a reciprocal, cost-free basis. Membership covers officers and employees, but not volunteer board members who are not employed by the organization. These individuals may use the associated membership rights solely for the benefit of the Association Partner Member, and not for the purpose of any other organization.

 

7. Industry Partner – A company that does not qualify for another defined membership type may join as an Industry Partner. Membership levels include Corporate Industry Partner, Platinum Industry Partner, and Start-up Industry Partner. HTNG defines a start-up as a company that was first incorporated less than three years from the date of membership application and that is not funded by an established company operating in the hospitality technology industry (including online distribution). Evidence of incorporation date is required.

 

8. Membership dues are nonrefundable. Memberships may be converted to a membership of greater value at the request of the member, and a pro rata credit of full months of the unused membership term will be applied to the new membership. Multiple individual memberships may be converted to a corporate membership with written agreement of each individual member.

 

9. The first membership year begins upon receipt of payment and terminates on the last day of the same month one year later. Renewal memberships are for 12 consecutive months starting the day after termination of the prior term. Renewal notices are sent by e-mail to the designated primary contact for the member.

 

10. Members agree that "Hospitality Technology Next Generation," "HTNG" and logos depicting the same are trademarks of Hospitality Technology Next Generation, and that they may be used only with HTNG's written permission, or as permitted by guidelines published on our Media Kit web page. In particular, reference to implementation of products based on HTNG specifications is strictly regulated. Logos used pursuant to rights granted to members on the Media Kit page must be removed from all printed and electronic materials within 30 days of membership termination.

 

11. Corporate Memberships cover employees of the named company and any affiliates under common control. For this purpose, ‘control’ means more than 50% of the voting stock of the company. Non-employee contractors may represent the company with HTNG’s approval, which HTNG may revoke at any time. Corporate Hospitality Memberships also cover employees of hotels and other hospitality venues owned and/or managed by the named company or by affiliates under common control. Employees requesting member privileges based on a Corporate Membership held by their company agree, individually and on behalf of their employer, to be bound by these Terms and Conditions.

 

12. Each member shall identify a Primary Contact. The individual who applies for membership shall be the initial Primary Contact and may request changes to the Primary Contact by submitting a request to the membership mailbox. In the event that the Primary Contact leaves the company without reassigning the Primary Contact responsibility to another person HTNG may appoint any other company employee as the Primary Contact upon its reasonable belief that they are authorized by their company to function in this role.

 

13. Corporate Industry Partners may participate in HTNG using either their legal name, legally registered "doing business as" (dba) name, or a single brand OR product name (the "Listing Name"). The Listing Name may be changed at any time upon written authorization of the Primary Contact, but once used and retired the name cannot be used again for at least one year.  Members that have multiple names for divisions or subsidiaries may use these names on conference attendee badges upon request.  All other uses of the member name by HTNG, including but not limited to member lists, sponsorships, etc. will be according to the designated member name as described in this paragraph.

 

14. Any expired membership may be reinstated retroactively for up to three months after its expiration date.

 

15. Members who apply for or participate in HTNG activities (workgroups, trade-show demonstrations, marketing activities, etc.) agree to abide by HTNG’s policies for such activities as published on the HTNG website and as may be modified from time to time.

 

16. Industry Partner and Allied Members whose membership has lapsed by more than 30 days may not attend any HTNG members-only function or face-to-face meeting or participate in any members-only activity (except as permitted by workgroup policies), until they have renewed or reestablished their membership. Hospitality Members whose membership has lapsed by more than 90 days may not attend any HTNG members-only function or face-to-face meeting or participate in any members-only activity (except as permitted by workgroup policies), until they have renewed or reestablished their membership. Members with balances due from invoices more than 90 days old may not attend any HTNG members-only function or meeting until all overdue invoices have been paid. This policy will apply even with respect to events for which the member has paid or agreed to pay, and refunds will only be given if the member cancels or withdraws at a time that, under the terms of the function, meeting or event, permits a refund.

 

17. HTNG will provide notice by email to the member’s designated primary contact 30 days prior to the effective date of any changes to member policies.  Members may terminate their membership due to the policy change and shall not be bound by any such policy change if the member terminates its membership prior to the effective date of such policy change, but no refunds will be given.


Information Collected

When you complete a form on this site, we collect the information you provide, which may include your name, company, business title, address, phone number(s), and email address, as well as the IP address, operating system, and browser of the computer you are using. We maintain this information in a database and may augment it with information posted on public sites such as LinkedIn.

Nonmember Mailing Lists

If you subscribe to our public mailing list, we will not use your e-mail address, phone, or other contact information for any purpose other than to communicate with you. The only exception is if we are required to do so by law.

Member Mailing Lists

By submitting your contact information to HTNG in the context of a membership application, or of an individual enrolling in HTNG under a corporate membership, you are added to our mailing list.  This policy also applies if we receive your contact information from you directly or from others.

 

We do not sell or rent our membership mailing list, make it available to other members, or provide it to sponsors or exhibitors at HTNG meetings or events.  We use your personal and company information only as outlined in this privacy policy, in order to communicate with you and to further the collaborative functions of HTNG.  Collaborative functions may include (but are not limited to) workgroup activities, technical demonstrations, events and meetings, participation in exhibitions, and marketing functions that help to communicate the activities of HTNG and its membership to the broader hospitality and technology communities.  We may also disclose or retain your information if we are required to do so by law.

 

From time to time, we may identify opportunities for members to participate in activities, conferences, or events sponsored by HTNG or partner organizations, which further the mission of HTNG, and we will communicate these to you directly or through partner organizations.  If we provide your contact information to a partner organization, its use will be limited to communicating with you for the purposes outlined in this paragraph. If you do not wish to receive such offers, please contact us and we will remove your name from this list.

Sharing of Member Contact Information

Except as specifically outlined in this Privacy Policy, and in instances where you give us explicit permission, we do not share your personal contact information with other members or with third parties. We may receive requests from members to contact you or your company, and we will, unless you request otherwise, forward such requests as we consider reasonable. We will not forward requests that we believe constitute advertising or mass solicitations by or on behalf of members.

 

Unless your company (or you, if you hold an individual membership) specifically request(s) otherwise, we may share your name and contact information with other registered individuals who work for your organization and who request a specific contact or a list of all HTNG contacts. In this context, the word "organization" includes all affiliated companies who are using a single HTNG membership.

Member Identity on HTNG Public Web Site

HTNG members will be identified by company, and company only, on the members list maintained on our web site, unless you specifically request not to be listed, or unless you maintain your membership without a company name on record. If multiple individuals within a company each hold individual memberships, then the company will be listed unless all such individuals request not to be listed.

Member Identity in HTNG External Communications

Any individual in an HTNG voluntary leadership position (Board of Governors, Vendor Advisory Council, Executive Advisors, Strategy Chairs or Workgroup Chairs/Co-chairs), is subject to their name, title and company being shared by HTNG to the public. This information can be shared throughout HTNG’s website, press release distribution, social media channels, event presentations and other marketing collateral.

 

HTNG uses the logos of associations they actively collaborate with in presentations given to schools, prospective members and at other industry events.

 

All member company names will be listed on HTNG’s website throughout the span of their active membership. After a member joins HTNG, HTNG has the right to use their company logo in emails to their membership database and on social media channels. Often times this will be to solicit event sponsors and new members.

 

HTNG will not publish to its members, or to the public, the contact information of any member, including phone numbers, email addresses or mailing addresses.

Member Identity on HTNG Private Web Site

Member information, such as name, company, and mailing address (but not email address and phone number) are available to other members on the private, members-only portion of the HTNG website. Members and affiliated individuals who participate in HTNG collaborative bodies (including workgroups, committees, advisory boards, councils, and similar entities) are identifiable by name, company affiliation, telephone number, and email address to other participants in the same and related bodies, and to employees and contractors of HTNG. With approval of HTNG management or the leadership of a collaborative body, HTNG may share the list of that body's participating individuals and/or their contact information with other individuals, if the reason for doing so is to further the collaborative efforts of the body.

If You Attend an HTNG Meeting or Event

HTNG may disclose the names, job titles, and companies (but not contact information) of individuals who attend HTNG events to other actual or prospective attendees and sponsors. Attendee names are not disclosed in any public facing documents or on any public website, but may be distributed privately or made available on a member-only website view.

Member Identity in HTNG Workgroups

If you apply to participate in an HTNG body (workgroup, committee, advisory board, council, or similar entity), your company name and the name(s) of individuals who will represent your company will be published on the members-only web site in accordance with the new member acquisition policy of such body.

 

If you are accepted to participate in a collaborative group, your company name may be used in HTNG press releases and other communication materials, but unless we specifically ask your permission, we will include it only as one item in a list of all participating organizations.  If you are accepted to participate in a collaborative body, any resume or biographical material that you submit, as well as your basic contact information, will be shared with other participants on the same group as indicated in the prior section, and may also be published in meeting notices or minutes that are available to all HTNG members.

 

You may request exceptions from these policies, but doing so may jeopardize your opportunity to participate in the workgroup.  Please contact HTNG to discuss your specific situation.

 

HTNG will provide notice by email to the member’s designated primary contact 30 days prior to the effective date of any changes to member policies.  Members may terminate their membership due to the policy change and shall not be bound by any such policy change if the member terminates its membership prior to the effective date of such policy change, but no refunds will be given.


By participating in a workgroup, Forum, team or group organized by HTNG, you agree, individually and on behalf of your employer, to be bound by these policies.

Chartering a New Workgroup

Any HTNG member in good standing, or any group of HTNG members, may propose a new workgroup. New workgroup proposals may be submitted on the Workgroup Page of our website. If a workgroup proposal generates interest from other industry participants, HTNG staff will contact you and help you through the process of preparing an initial workgroup charter application. Upon completing your charter application, it will be submitted to a subcommittee of the HTNG Board of Directors for review and approval.

Charter Development, Approval and Workgroup Governance

Initial discussions on a proposed workgroup are generally held with HTNG staff and other interested members and prospective members. The goal of the discussions is to produce a formal proposed charter. HTNG staff will help assess what may be needed to gain approval of the HTNG board subcommittee. The board subcommittee may accept the proposal, decline it, defer it, or provide recommendations to refine it. Accepted proposals become chartered workgroups, and the subcommittee will decide with which strategy team your workgroup will be associated.

The HTNG board and subcommittees will prioritize proposed workgroup efforts according to available financial and management resources. The board may consider any factors it deems relevant in prioritizing proposed workgroups, including the breadth and magnitude of anticipated benefit, the level of interest expressed by existing members, the potential for rapid deliverable of meaningful results, and any available sponsorship funding.

Eligibility

Participation in HTNG workgroups is open to any member with the following exceptions. Allied members other than media may participate on a non-voting basis, except that voting rights may be granted at the discretion of HTNG to Association Partners whose specifications are being used by the workgroup. Allied media members may participate on a non-voting basis only if approved by a formal vote of the workgroup, which may attach restrictions on reporting in their discretion. HTNG staff, consultants,  and advisors may also participate on a non-voting basis.

 

Applicants' HTNG membership dues must be fully paid at the date of application, and other accounts with HTNG (whether for the member company itself or for any of its current or former appointed or registered participants for HTNG activities), must be no more than 30 days past due. Applications received from non-members and members whose dues are not current or whose other accounts are more than 30 days past due will not be considered to have been received until all amounts owed have been paid in full, and funds (or pending credit thereof) have been received and verified by HTNG.

 

Individuals who are not current members of HTNG may be eligible to participate in HTNG workgroups on a limited basis. This policy is intended to allow a workgroup to enlist expert assistance, on a volunteer basis, without requiring that the volunteers pay membership dues. This option requires the approval of HTNG management and a majority vote of the workgroup, which approval shall be for a term of no more than one year. Participation is usually on a non-voting and non-leadership basis. Approval may be revoked at any time by HTNG or by majority vote of the workgroup and expired or expiring approvals may be reinstated or extended by the same process as initial approvals. HTNG will generally not approve, and may revoke, non-member participation opportunities for companies that would expect to realize material commercial benefits, as a provider or consumer of technology products or services, from the workgroup's output.

Applications to Participate in Workgroups

New Workgroups

An open sign-up will be announced when the workgroup has been chartered. ember companies identified on the charter for an approved workgroup are considered Charter Voting Members of the workgroup, provided that all applicable membership fees have been paid no later than the deadline date.

Existing Workgroups

Applications to join active, chartered workgroups are subject to the policies established by each workgroup. Applications to join workgroups currently in maintenance mode are also subject to such policies, but because maintenance workgroups may meet on an as-needed basis, their consideration may be delayed unless you make HTNG aware of a particular issue you wish to raise that would cause the workgroup to schedule a meeting.

Most active workgroups welcome new participants who have a business interest in their efforts, but occasionally a workgroup may defer new applications until a future date to avoid the need to bring new participants up to speed mid-project. All workgroups retain the right, by majority vote, to reject any applicant for any reason.

An application form is submitted through your member account to participate in an existing workgroup, and in some cases, admission requires a majority vote of the current voting members of the workgroup.

Intellectual Property

All workgroup participants agree that they will not make contributions of intellectual property to which they knowingly do not have the right and authorization to contribute. The owner of any contributed intellectual property retains all ownership rights. The Contributor agrees to disclose (in advance of, or at the time of, the contribution) any possible restrictions on the use or modification of contributed intellectual property, as well as any expectations of royalties. Such disclosure shall be made in writing to the workgroup chair or co-chairs, to the workgroup facilitator assigned by HTNG to the effort, and to HTNG's Chief Executive Officer. It shall also be included on the first page, or the first page after the title page, of any documents or artifacts submitted. If posted on HTNG's website, it shall also be included in the document description (header). In the absence of such written disclosure, it is understood that HTNG, its members, and the general public may use or modify the contributed property in any way authorized by HTNG, and that no royalties may be assessed by the contributor.

 

The form of the disclosure must be substantially as follows:

 

INTELLECTUAL PROPERTY CLAIM

By providing this document to HTNG, I certify that I and/or [XYZ company] own or have the right to use any intellectual property contained within and that I am empowered to, and do, grant the rights to use and/or distribute and/or modify the information as presented, subject only to any limitations listed below. Additionally, neither I nor my company will seek any royalties or impose restrictions on such use, except to the extent that we have listed the specific intellectual property(ies), and the rights retained or restrictions imposed, below.

 

Limitations and reserved rights:

 

(list here, or state "None")

 

Without limitation, this section applies to contributions made (a) by posting to the HTNG website or any website managed by HTNG; (b) by electronic dissemination using workgroup mailing lists; (c) by electronic or non-electronic dissemination to individual workgroup members, if those members could reasonably interpret said dissemination to be related to the workgroup effort; (d) by presentation before a meeting of the workgroup or other HTNG members, whether or not physically distributed; and (e) by requesting that HTNG staff or other HTNG members or workgroup participants effect the contribution on behalf of the Contributor.

Self-Governance

Each workgroup, Forum, team or formal group organized by HTNG members may set policies, which must be nondiscriminatory within any class of HTNG members, for qualification of new members, disqualification of existing members, provisional memberships, and similar items. Such policies may be established in the workgroup charter or by vote of the workgroup members. In the absence of workgroup-specific policies, HTNG may establish default policies, which shall be applied to all subsequently chartered or re-chartered workgroups unless and until they establish different policies.

Ongoing Participation Requirements

Workgroups, Forums, teams or formal groups organized by HTNG members, may establish policies to remove members automatically based on failure to actively participate over an extended period. They may opt to remove a member from the roster after four months of non-activity (attendance and voting), provided that the workgroup or forum has met for a minimum of three times in the four-month period. Once removed, a member must reapply as a new applicant unless the workgroup or forum provides an alternative procedure. Workgroups and forums may also establish policies that revoke voting privileges based on repeated failures to vote; if they do so, they must also provide a means for regaining voting membership status. HTNG may also remove workgroup members who fail to pay ongoing membership or Forum participation fees, or to pay other amounts due to HTNG.

Participation Details:

One company, one vote: small hospitality companies and vendors have equal voice to their largest competitors, ensuring that no one company can dominate decisions.

 

Regular participation is required to retain your voting rights.

 

HTNG members may sign up for any new workgroup at launch (instructions provided with launch announcement).

 

Members can also elect to join an existing workgroup through their user profile.

 

There is no cost to join workgroups, but certain Forums (i.e. the CISO Forum) or other groups may charge a fee in addition to HTNG membership fees.

 

A fee may be charged for face-to-face workgroup meetings to cover the cost of holding the meeting.  If a face-to-face meeting is held in conjunction with an HTNG conference, no additional fee beyond the conference registration fee will be charged to attend the face-to-face workgroup meeting.  When held in conjunction with an HTNG conference, workgroup members may normally choose to attend the face-to-face workgroup meeting(s) only at no charge.  There may be exceptions for certain forum or workgroup meetings.

 

Nonmembers of HTNG may participate in pre-chartered workgroups by teleconference only. Once the workgroup is chartered, only HTNG members can continue participating, unless approved by HTNG Staff and the workgroup, as outlined in Eligibility Section above.

 

To get on the mailing list for a prospective or pre-chartered workgroup, visit the Suggest a Workgroup page and complete the form.

Voting Policies

To ensure consistent application of the "one company, one vote" policy, the following rules cover situations where multiple individuals at one company might otherwise be eligible to vote. In this section, "corporate HTNG member" refers to the company holding a corporate membership with HTNG, except for and also to any other affiliated companies that are covered by that membership (meaning that HTNG's membership policies permit them to use the membership, and they have explicitly or implicitly elected to do so rather than to hold a separate membership).

 

For each workgroup of which they are a member, corporate HTNG members may designate one person as the voting representative. In case of disagreement as to who should be the voting representative, the designated primary contact of the HTNG membership will decide. A designated voting member may only vote on behalf of his/her employer OR, if he or she has been designated as a third-party voter by a member, may ONLY vote on behalf of that member. In other words, if you are covered by multiple memberships, you cannot vote twice.

 

If you hold an individual HTNG membership and are (or become) employed by a company that holds a corporate HTNG membership, then you may only vote on behalf of your employer, and only if you are designated to vote on your employer's behalf. For example, if you have an individual membership at one hospitality company or as a consultant, and you become employed by a corporate HTNG member while your individual membership is still active, then your individual membership will lose its voting rights in all workgroups unless and until you terminate your employment.

 

If you and one or more other persons in your company (or in the same group of related companies) holds an individual HTNG membership, and if the company (and any affiliate) holds no corporate membership, then each individual member is entitled to vote, but if multiple such individuals vote on the same matter, each vote will count fractionally based on the number of such individuals voting.

Miscellaneous

By participating in a workgroup, you agree that workgroup meetings may be recorded for the benefit of members unable to attend, or to assist HTNG staff in preparing minutes. If the recording is to be made available to other members, then notice of the intent to record a meeting will be provided in a notification of the meeting to members by e-mail at least 24 hours prior to the meeting. As a convenience, it will also be announced by the facilitator at the start of the meeting, but if you arrive late, you may not hear this announcement. Access to recorded meetings may only be provided on a nondiscriminatory basis to all members of the workgroup or to all members of HTNG.

 

Issues or objections to the chartering or workgroup formation process will be settled by the governing HTNG Board subcommittee. The subcommittee is authorized to speak on behalf of the HTNG board and membership.

 

HTNG will provide notice by email to the member’s designated primary contact 30 days prior to the effective date of any changes to member policies.  Members may terminate their membership due to the policy change, and shall not be bound by any such policy change if the member terminates its membership prior to the effective date of such policy change, but no refunds will be given.

1. Event registration payments are due in full prior the beginning of an event. Admittance to an event may be denied if the registration payment is outstanding.

 

2. Early, discounted registration rates are offered for most HTNG events. To receive this rate, the payment must be received by HTNG before the date the rate increases, or the attendee will be charged the current (higher) rate.

 

3. HTNG reserves the right to waive registration fees for any individual in its sole discretion.

 

4. Only registered attendees may be present in official meeting spaces.  Attendees must wear their conference badge at all times.  Badges may not be shared or transferred without permission.

 

5. Members may not schedule events that compete with HTNG events. Specifically, members agree that they will not solicit any individuals or companies who are registered for any HTNG events, to attend any non-HTNG event that is scheduled concurrently with any HTNG meeting session or event and within a radius of 75 miles, without the advance written permission of HTNG. Members agree that monetary damages alone may not be sufficient to compensate HTNG for the impact of competing events, and further agree that HTNG shall be entitled to injunctive relief to prevent such competing events from proceeding.

 

6. Refund policies for HTNG events are stated on the event website. Typically, event registrations will be refundable through a certain date, less a nominal cancellation fee. After this date, HTNG allows substitutions from the same company.

 

7. In the event of serious illness or death in the immediate family, HTNG will, upon request, provide a credit to be applied to a future HTNG Event. Credits are nontransferable and are valid for two years. If the credit exceeds the cost of the new registration, any excess value will be forfeited. To use the credit, HTNG membership requirements must be met.

 

8. By attending at HTNG event, you give permission to HTNG to use any photograph or video taken during the event for promotional purposes.

 

9. All attendees agree to abide by the HTNG Code of Conduct at all HTNG events.

 

10. HTNG will provide notice by email to the member’s designated primary contact 30 days prior to the effective date of any changes to member policies.  Members may terminate their membership due to the policy change, and shall not be bound by any such policy change if the member terminates its membership prior to the effective date of such policy change, but no refunds will be given.

row-ends