Updated June 2015 following a vote at the AGA in May 2015

These Rules & Regulations of the Association Historic Conference Centres of Europe are part of the Articles of Association.

Amendments to the Rules & Regulations have to be sent at least 3 weeks prior to the Annual General Assembly in writing to the Head office. The Rules & Regulations can be changed during the AGA by a simple majority vote.

Mission statement HCCE:

HCCE is a marketing platform aimed at promoting conference centres in historic buildings with state-of-the-art convention technology. The strategy is to offer a professional platform to clients. The goal of HCCE is to intensify business opportunities for the members.

Membership is a recognized quality seal which enhances the image of HCCE member centres. The platform provides/supports the members with an international network, to improve their knowledge and positioning in the MICE market.


Paragraph 1.CRITERIA FOR MEMBERSHIP:

The Venue

  1. is at least 100 years old
  2. is able to offer one plenary room for a minimum 150 persons (theatre style)
  3. is able to offer a minimum of 3 to 4 break out facilities
  4. provides state-of-the art technology
  5. has a professional management and price structure
  6. is situated in or near cities renowned for their architectural heritage and cultural life
  7. located in a destination with an appropriate hotel and tourist infrastructure
  8. agrees to join the Right and Fair CSR code within 18 months of becoming a Member.
  9. agrees to pay a first year joining fee equal to one year Membership Fee or higher.

Paragraph 2.SERVICES FOR MEMBERS

The Head office will guarantee professional work and maintain a strong corporate identity. It will seek to strengthen members' market position by facilitating information exchanges and networking.

  1. HCCE provides a brass plate and displays (roll up, brochures etc) reflecting membership of HCCE. This display material will be updated on a regular basis but is not included in the initial membership fee.
  2. Additional presentation material such as a power point presentation will be provided to its members.
  3. HCCE can produce give-a-ways and promotional material which would be purchased from the Head office.
  4. The HCCE website presents its members to potential clients, markets and the meetings industry.
  5. HCCE provides digital material for promotional reasons.
  6. HCCE communicates on a regular basis with its members, clients, industry colleagues and the press with the use of a newsletter and the social media.
  7. HCCE will provide its members with the appropriate access to a database containing all clients, business contacts and the press gathered directly from trade shows or by the Head Office.

Paragraph 3.OBLIGATIONS AND RESPONSIBILITIES OF MEMBERS:

The member centre commits itself to guarantee and emphasize the high quality standards and services of all HCCE members.

  1. Each member promotes to the best of its ability the association and other member centres through their available resources, including but not restricted to the distribution of HCCE information.
    1. To expose with prominence the brass plate (close to the main entrance), roll up, brochures and other display material.
    2. Membership of HCCE and the HCCE logo have to be shown on all printed as well as digital material including stationary, brochures, e-mails, advertisements, PR articles, etc.
  2. The member centre will provide a direct link from its webpage to the HCCE webpage.
  3. The member centre will exchange information with the head office and participate in networking with other members.
  4. The member centre will hold as privileged and confidential all communications from HCCE head office, including those derived from its database.
  5. The member centre will pay promptly all dues, fees and financial commitments. No sales activities, access or support will be given by HCCE to the member until all financial commitments are made.
  6. The member centre is expected to host and organise general assemblies, also client events on a voluntary and regular (revolving) basis.
  7. The member centre will do their utmost to actively participate in the Assemblies and client events organised by HCCE.
  8. The member centre will provide leads e.g. events which rotate within Europe and/or internationally.
  9. The member centre is required to update a certain number of data/addresses per year.

Paragraph 4.SALES & PROMOTION ACTIVITIES:

The Head Office will do its utmost to promote the association and its members to potential clients and fulfil the objective of the association.

  1. The Head Office will research the database using different techniques to expand and improve the value to member centres.
  2. The Head Office will focus its research on updating contact details and collecting event information from clients.
  3. The head office will provide customised client lists on the website for the member's sales activities.
  4. One member of the HCCE Board of Directors will be in charge of the Sales and Marketing activities of the association. He/She will form a Sales and Marketing committee composed by employees of the member centre sales staff which participate and contribute on a voluntary basis. The committee has the goal to create and plan sales activities to the benefit of member centres. This team will meet a least twice a year and provide the annual marketing & sales activity plan as well as suggestions for the further development of HCCE's 3 to 5 year strategy. Each member is required to nominate a representative to communicate with the Sales and Marketing team on a regular basis.
  5. Members will regularly participate in sales drives on a voluntary basis. 

Paragraph 5.INTERNATIONAL TRADE SHOWS

HCCE will participate at one international show each year e.g. EIBTM in Barcelona or IMEX in Frankfurt.

  1. The Head Office will organise the stand including all related services and pay the associated exhibition costs. Participation by members at the exhibition will be included in the membership fee.
  2. Every individual participant will bare their own travel, accommodation and food expenses as well as costs for additional shows, events, etc.
  3. Participating Members may nominate one representative to be present on the HCCE stand. Should a centre wish to participate with more than one representative then an additional participation fee, determined by the Head Office will be charged. Members may be present on the stand on a rotation basis agreed with the head office.
  4. Board of Directors are allowed to be present at the HCCE stand during the trade show at no extra charge.
  5. The head office may request members to pay an extra fee in order to cover ancillary costs agreed by the Board of Directors.

Paragraph 6.CLIENT EVENTS

  1. The Head Office organises client events throughout the year in the major markets according to the needs and strategy of the association.
  2. The member centre is encouraged to participate in client events on a voluntary basis.

Paragraph 7.RULES DURING GENERAL ASSEMBLIES

  1. Each member is expected to participate at the General Assemblies or send representatives to attend the meeting and represent the member centre.
  2. Only points on the agenda can be voted at an Annual General Assembly.

Paragraph 8.PAYMENTS

  1. All members must pay HCCE invoices promptly.
  2. In case of payment delays a surcharge of 4 % will be added to the invoiced amount for each successive month after the first 4 weeks.

Paragraph 9.ADDITION TO ARTICLE 18 / POINT 2 OF THE ARTICLES OF ASSOCIATION

A general assembly – Annual General Assembly (AGA) – shall be held each year within six months of the end of the financial year unless the period is extended by its members.


Paragraph 10.BOARD OF DIRECTORS (BOD)

The BOD consists of individual persons whose organisations are members of HCCE. If a membership is terminated or ends the elected Directors role terminates automatically. If a Director leaves the Board, the member centre has no right to send another representative to the BOD.


Paragraph 11.PENALTY PAYMENT IN CASE OF TERMINATED MEMBERSHIP

Once membership is terminated the resigned member has 30 days to return the HCCE brass plate as well as all display material indicating membership of HCCE. The member must remove the direct link from their webpage and cease using the HCCE logo and/or wording "Historic Conference Centres of Europe" on any publications or marketing activities. If the resigning member does not comply with this demand a penalty payment of EUR 15,00 per day will be charged.


Paragraph 12. ADDITION TO ARTICLE 10 OF THE ARTICLES OF ASSOCIATION – DUTIES OF THE BOARD OF DIRECTORS
ELECTION - BOARD OF DIRECTORS AND PRESIDENCY

  1. Election - Board of Directors (BOD):
    1. The election vote of a Board Member will be held open (public) or secret, and will take place during the Annual General Assembly (AGA).
    2. The list of candidates will be presented to HCCE members.
    3. The candidate will be elected to the Board, if 2/3 of the votes are in favour.
  2. Nomination - Presidency:
    1. The President has to be a member of the Board of Directors.
  3. Election - President:
    1. In the case of one candidate, the members have to elect him/her with a 2/3 majority.
    2. In the case of two or more candidates the members will vote in secret.
    3. In the case where no candidate reaches the 2/3 majority the election will be repeated for a second round, in this case a simple majority vote will be accepted.
    4. In the case where the Presidency becomes vacant, one of the Vice Presidents will take charge of managing the Association. The Board of Directors including any Honorary Members of the Association will fulfil the obligations and represent the Association until a new President is elected.
    5. In the event that both Vice Presidents are unable to accept such role, the Board of Directors will explore other suitable candidates including Honorary Members of the Association in order to cover the role until the election of a new President.
  4. Election – Vice Presidents:
    1. The Board of Directors will elect two Vice Presidents from the serving board members.

Paragraph 13.AMENDMENT TO ARTICLE 7 TERMINATION OF MEMBERSHIP – PARAGRAPH 2

Following the vote by Members in January 2014 Article 7 paragraph 2 the eighteen month resignation period is removed and amended as follows;

'resignation by a member must be given by registered letter addressed to the head office not less than eighteen months prior to the intended date of termination',

changed to

'resignation by a member must be given by registered letter addressed to the head office prior to the end of the Membership year,'


Paragraph 14.AMENDMENT TO ARTICLE 7 TERMINATION OF MEMBERSHIP – PARAGRAPH 2

Following the vote by Members in May 2015 at the AGA Article 7 paragraph 2 the resignation period is removed and amended as follows;

'resignation by a member must be given by registered letter addressed to the head office prior to the end of the Membership year,'

changed to

'resignation by a member must be given by registered letter addressed to the head office giving 12 months notice,'


Address
Austria, Italy, Luxembourg, Germany, Greece, Malta and the UK
Phone
+44 (0)203 637 1045
Mail
office@hcce.com
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