Last Modified: January 15, 2016

Thank you for your interest in becoming a HubSpot User Group (HUG) Leader. Being a HUG Leader is a demanding, yet rewarding experience. To aim to ensure that we continue to provide a world-class experience to all of our passionate HUG members, we ask that you take the time to understand what will be expected of you as your city’s leader. That’s where these HUG Guidelines come in. 

These guidelines contain the terms and conditions that you must agree to and abide by in order to be a HUG Leader. It is a legal document so some of the language is necessarily “legalese” but we have tried to make it as readable as possible. These terms are so important though that we cannot have you participate as a HUG Leader unless you agree to them. By participating as a HUG Leader, you are agreeing to these terms. 

We periodically update these guidelines and you can find the most recent version here.

1. HUG Leader Eligibility and Requirements

Because we want all those who attend a HUG meetup to have an awesome experience, we have certain eligibility criteria and requirements that all HUG Leaders must meet. 

Before we launch into these, we want to first confirm that these HUG Guidelines are agreed to between HubSpot, Inc. and the company that agreed to them. So when we use “we”, “us” or “our”, we mean HubSpot, Inc. And when we use “you” or “your”, we mean the company that agreed to the guidelines.  These guidelines will apply for as long as you are a HUG Leader.

Now that that’s out of the way, let’s move on to eligibility criteria. To be eligible:

  • You must be a HubSpot customer for at least six (6) months, with your account in good standing.
  • You must designate two (2) employees of yours to be your HUG Leader and HUG Co-Leader representatives. You can designate an alternate HUG Leader representative by telling us about the change, but we ask that you try not to do this unless it’s really necessary.
  • Your HUG Leader and HUG Co-Leader representatives must have and maintain a current Inbound certification.
  • Your HUG Leader and HUG Co-Leader representatives must complete HUG leader training within fourteen (14) days after being so designated.

Ok, now for some requirements. Your HUG Leader representative must:

  • Provide a list of at least two (2) marketing-related organizations in your geographic area that you can connect with to promote your HUG.
  • Hold the first meetup within three (3) months of your becoming a HUG Leader. A meetup should focus on teaching aspiring sales and marketing leaders best practices regarding inbound marketing and the HubSpot products. Typical meetups allot time for networking between attendees, a 45-minute presentation, and a short Q&A period.
  • Hold one meetup per quarter that is free of charge to all attendees and is focused only on HUG activities (this means you can’t charge for admission to the meetup, or hold a meetup as part of a larger marketing event.) If there’s a reason that a meetup can’t be held in any given quarter, or has to be rescheduled, the HUG Leader representative should let us know by sending a note into hugs@hubspot.com. These quarterly meetups should all be scheduled within the first two (2) months of becoming a HUG Leader (though you don’t need to choose the topic or location at this point.) This helps us to be best prepared to support you.
  • Use our check-in form at all meetups. You can find it here
  • Create and manage a logo, website, and LinkedIn page for your HUG, each of which follows the ‘HUG Collateral Do’s and Don’ts’ section below.
  • Spend at least five (5) hours a week on HUG Leader activities.

2. HubSpot Support

We appreciate our HUG Leaders and provide the support we describe below, which we hope will help make our HUG Leaders successful.

First off, we will make available a HubSpot Marketing portal to use for HUG Leader activities. All HUG collateral, which includes your HUG website, landing pages, forms and emails used for your HUG (except, of course, your HUG LinkedIn page) must be hosted on this portal.

One very important restriction – you can only use this HubSpot Marketing portal for HUG Leader activities. That means under no circumstances can you use it for your own business or to promote your own products or services. We are the administrator of this portal, and we can add and remove users at any time without notice to you.

We will also try to raise awareness for your HUG.   For example, we might choose to send promotional emails to customers, informing them of upcoming meetups.

Also on request, we will give HUG Leaders the opportunity to guest blog on our HubSpot Academy customer blog. To guest blog, please reach out to hugs@hubspot.com. We will then work with you on our planned schedule for publication, review of the content before it goes live, and other stuff like that. If we decide to, we might make some edits to the content.

We understand hosting meetups sometimes comes with a financial cost. So, if you pay for food, beverages or space for your meetup, then we will reimburse you up to $10 for every attendee at a meetup held by you (up to 250 attendees) as long as you:

  • Request this reimbursement from us within fourteen (14) days after the meetup by sending and email to hugs@hubspot.com; and
  • Provide with this request receipts that demonstrate the expense incurred along with the final, valid number of attendees.

If we ask, you will also provide any other information we reasonably need to review the reimbursement request. We will only reimburse you for the expenses we describe above that you actually incurred (in other words, we don’t just pay you for each attendee.) While we appreciate your participation in the HUG program, we won’t reimburse or otherwise compensate you for your HUG Leader representative’s time, travel or other expense you incur in connection with your participation as a HUG Leader.

We will email you a list of folks that attended your meetup within about a week after the meetup, as long as the check-in form was used and the attendee didn't opt-out. One important restriction – you can use the contact information on this list for HUG-related activities only, and must comply with all opt-out requests (whether received from us or from the individual on the list.)

3. HUG Collateral Dos and Don’ts

Do:

  • Make your HUG logo, website and other promotional assets neutral in representation. This means that these shouldn’t be designed in a way that looks like they are affiliated with organizations other than HubSpot.
  • Take pride in the quality of your HUG Collateral.
  • Comply with all the terms of our Acceptable Use Policy.
  • Follow all the terms of how to use our trademark (see the ‘Proprietary Rights; Trademarks’ section below).

Don’t:

  • Use HUG collateral to promote your business, products or services.
  • Use any material that infringes the intellectual property rights of others.
  • Use the contact information obtained through the HUG website or check-in form for anything except related to HUG-related activities. This means, for example, you can’t use this contact information to send general “marketing news” about your business.

4. Proprietary Rights; Trademarks

While we might make a HubSpot Marketing portal available to you to use in accordance with these HUG Guidelines, this portal and all intellectual property related to it belong to and are the property of us or our licensors (if any).

All content developed by you in connection with your role as a HUG Leader, including (without limitation) the HUG logo, will be owned by us and you hereby irrevocably transfer, assign and convey to the us the exclusive copyright ownership in such materials, without the necessity of any further consideration. 

You grant to us a nonexclusive, nontransferable, royalty-free right to use and display your trademarks, service marks and logos (“Your Marks”) in connection with the HUG program and as we may otherwise choose. 

While you are a HUG Leader in good standing, you may use our trademark as long as you follow the usage requirements in this section. You must: (i) only use the images of our trademark that we make available to you, without altering them in any way; (ii) only use our trademarks in connection with your activities as a HUG Leader; and (iii) immediately comply if we request that you discontinue use. You must not: (i) use our trademark in a misleading or disparaging way; (ii) use our trademark in a way that implies we endorse, sponsor or approve of your services or products; or (iii) use our trademark in violation of applicable law or in connection with an obscene, indecent, or unlawful topic or material.

5. Performance Reviews and Discontinuance

If you fail to hold a meetup during any quarter throughout the year, we will reach out to you and develop an action plan to try to get you back on track. To continue participating in the HUG program, you must successfully hold HUG meetups for two (2) consecutive quarters, otherwise we will work towards finding a replacement leader. 

We will review your performance at the end of each calendar year. While we endeavor to give you the opportunity to continue to participate in the HUG program if you meet or exceed expectations, we may choose to discontinue your participation or the HUG program generally at any time in our discretion by notifying you. We may immediately discontinue your participation in the HUG program at any time if you fail to comply with these guidelines or if we determine that you are acting in a way that has or may negatively reflect on or affect us, our prospects, or our customers.

6. Other Important Legalese

You will indemnify, defend and hold us harmless, at your expense, against any third-party claim, suit, action, or proceeding (each, an "Action") brought against us (and our officers, directors, employees, agents, service providers, licensors, and affiliates) by a third party not affiliated with us to the extent that such Action is based upon or arises out of your participation as a HUG Leader. We will: notify you after becoming aware of any such claim; give you sole control of the defense or settlement of such a claim; and provide you (at your expense) with any and all information and assistance reasonably requested by you to handle the defense or settlement of the claim. You shall not accept any settlement that (i) imposes an obligation on us; (ii) requires us to make an admission; or (iii) imposes liability not covered by these indemnifications or places restrictions on us without our prior written consent.

WE AND OUR AFFILIATES AND AGENTS MAKE NO REPRESENTATIONS OR WARRANTIES ABOUT THE HUG PROGRAM OR YOUR PARTICIPATION AS A HUG LEADER. TO THE EXTENT PERMITTED BY LAW, IN NO EVENT SHALL WE BE LIABLE FOR ANY INDIRECT, PUNITIVE, OR CONSEQUENTIAL DAMAGES, INCLUDING LOST PROFITS OR BUSINESS OPPORTUNITIES. IF, NOTWITHSTANDING THE OTHER TERMS OF THESE GUIDELINES, WE ARE DETERMINED TO HAVE ANY LIABILITY TO YOU OR ANY THIRD PARTY, THE PARTIES AGREE THAT OUR AGGREGATE LIABILITY WILL BE LIMITED TO ONE HUNDRED DOLLARS.

We may update and change any part or all of these guidelines at any time without notifying you first. If we update or change these guidelines, the updated guidelines will be posted at http://legal.hubspot.com/hug-guidelines. The updated guidelines will become effective and binding on the next business day after they are posted. When we change these guidelines, the "Last Modified" date above will be updated to reflect the date of the most recent version. We encourage you to review these guidelines periodically.

These guidelines shall be governed by the laws of the Commonwealth of Massachusetts, without regard to the conflict of laws provisions thereof. In the event either of us initiates an action in connection with these guidelines or any other dispute between the parties, the exclusive venue and jurisdiction of such action shall be in the state and federal courts in Boston, Massachusetts.

Both you and we agree that no joint venture, partnership, employment, or agency relationship exists between you and us as a result of your agreement to these guidelines.

You shall comply with all applicable foreign and domestic laws (including without limitation export laws and laws applicable to sending of unsolicited email), governmental regulations, ordinances, and judicial administrative orders. You shall not engage in any deceptive, misleading, illegal or unethical marketing activities, or activities that otherwise may be detrimental to us, our customers, or to the public.

These guidelines set forth the entire agreement between us related to your participation as a HUG Leader and supersedes all other proposals and agreements related your participation as a HUG Leader, whether electronic, oral or written, between us.

You will not assign or transfer these guidelines, including any assignment or transfer by reason of merger, reorganization, sale of all or substantially all of its assets, change of control or operation of law, without our prior written consent.

Nothing in these guidelines, express or implied, is intended to or shall confer upon any person or entity (other than the parties hereto) any right, benefit or remedy of any nature whatsoever under or by reason of your agreement to these guidelines.

We grant to you only the rights and licenses expressly stated in these guidelines, and you receive no other rights or licenses with respect to us, our products or services, our trademarks, or any other property or right of ours. 

Each party represents and warrants to the other that it has full power and authority to agree to these guidelines and that they are binding upon such party and enforceable in accordance with their terms.