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EBC Policy for Re-opening and Hosting Live Formal and Informal Events during Covid Pandemic

EBC POLICY ON HOSTING LIVE INFORMAL AND FORMAL EVENTS DURING COVID PANDEMIC MEASURES

May 13, 2021 Version 1.0                    

The following policy is intended to provide the measures under which EBC proceeds with live meetings.

Informal Gatherings

Based on local restrictions and health requirements, a local informal event may proceed when:

  1. Local laws allow gathering of unrelated individuals who do not reside in the same household;
  2. The type of gathering or numbers of those gathered does not exceed local restrictions;
  3. The facility in which the meeting is housed is informed of the gathering and it is in alignment with preceding e.g. a Starbucks meeting of more than 2 people must be validated with the Starbucks Management of that location;  
  4. Where possible, private rooms will be booked;  
  5. If a member chooses to host in their home, all local requirements must be followed such as number at the gathering, handwashing requirements and mask wearing.

Individuals attending such gatherings:

  1. Must follow the local requirements for handwashing, mask wearing, having their temperature taken and social distancing;
  2. Is requested (recommended) to not travel to the gathering via public ground transportation or a shared lift service such as a shared Uber or taxi (i.e. private taxis or Ubers are allowed, shared rides, bus and train are not);
  3. Be in integrity about their own health and their ability to infect others.  We expect members to:
    1. Only attend if they DO NOT have a cough or any other symptoms that might be or perceived to be contagious;
    2. Only attend if they HAVE NOT been in contact with anyone symptomatic or having tested positive for a contagion including Covid-19;
    3. Be in compliance with local laws and quarantine procedures;
    4. Inform EBC immediately should they test positive for a contagion, including Covid-19, following attending an EBC gathering.   

 

Formal Gatherings

Same procedures as above are to be observed for formal gatherings.

  1. Air travel for attendees is allowed;
  2. Printed notices will be posted at registration tables on the doors to the event these notices will be in alignment with the local requirements;
  3. Staff and volunteers at formal live events will be required to go through an online training to make sure that all processes and procedures are followed this includes: i) the enforcement of handwashing, ii) social distancing, iii) barring anyone who is symptomatic from the event vi) temperature taking and vi) any other requirement necessary for that location;
  4. The facilitation team has to confirm that registrants have shown they have either been vaccinated or have completed a COVID test that gives them a negative result within 48 hours of the event starting.  Depending on the global situation at the outset of the event, we may require all registrants to complete a COVID test, even if previously vaccinated;
  5. The facilitation team will have a process in place for liaison with the hotel in case a participant falls ill so that the hotel can help coordinate hospitalization or medical care;
  6. All facilitation team, AV team, Wildfire Workshops contract staff, Speakers and Presenters to wear masks and follow all procedures except when on stage;
  7. AV – it must be determined in the contract how shared mic’s are to be cleaned/sterilized between uses. It is recommended that facilitators bring their own headsets where possible;
  8. All participants must confirm that they have health insurance for the jurisdiction they are in.

If a participant is barred from entry, the ticket will be reimbursed.  

All participants and the facilitation team are required to sign a release form indemnifying Wildfire Workshops, Vista Mundo Centrar SRL and EBC in the event of illness.  

Post event: should a participant inform Wildfire Workshops or any other volunteers that they have fallen ill after the event, it is the responsibility of Wildfire Workshops inc to inform the hotel, all registrants and all attendees. It may also be necessary to inform the local health organization.

Wildfire Workshops will require a written agreement or an addendum to the contract with the hotel/event space confirming that, should any of their other participants in another room or event (before or during the event) become symptomatic or sick, Wildfire and the Facilitation team must be informed. Allowing us to inform our participants either during the event or following the event.  A process is in place for key Wildfire team members to do this.

Please note there is a force majeure policy now in the live event cancellation policy, should a pandemic or other natural disaster require a postponement or cancellation of a live event.  Inability to insure this event, should Wildfire’s insurers withdraw their coverage, would be considered grounds for force majeure.  

 

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WHAT OUR MEMBERS ARE SAYING

Decision Making Structure of EBC

Decision Making Structure of EBC

The EBC is a hybrid business structure that runs on a combination of principles borrowed from For-Profit and Not-for-Profit business structures.   

EBC Structural Element

How we are similar to a Not-For-Profit How we differ from a Not-For-Profit
Ownership

Membership dues are entirely used for the  administration of the organization. Administrative costs include Website maintenance, compensation to staff and contractors hired to administer the EBC, travel expenses, marketing and other routine business expenses.
Appointed EBC Board members do not receive payment or ownership for being on The Board

The EBC is wholly owned by Wildfire Workshops Inc., owned by Teresa de Grosbois
Decision Making Structure Policy for the EBC is set by the elected EBC  Board.

To stand for election for the EBC Board, a member must meet the minimum criteria to be a Board member. New Board Members are elected by existing members of the Wisdom Council and Board. The Board is comprised of 6 elected members, on three year terms, and one permanent CEO position held by Teresa de Grosbois. The CEO position does not vote on decisions unless a tie-breaker is needed in voting.

Reliance on Consensus  Building and Board Policy Where policy exists for the running of the EBC,  the staff follows that policy

To avoid getting bogged down in consensus building or the delays resulting from the debate over policy, the EBC has two structures in place

1. A Wisdom Council, made up of past Board Members can be called upon to make the policy decision when the Board is stalled or in conflict of interest in making the decision; In the event that a policy on a specific element does not yet exist, the EBC Staff makes the best decision available based on their judgement, until such time as a policy can be created. This is typically done in consultation with a committee or representative of the Board.

2. To avoid getting bogged down in consensus building or the delays resulting from the debate over policy, the EBC has two structures in place 

 Conflict of Interest

Staff, contractors and anyone in a leadership  role in the EBC must adhere to EBC’s Conflict of  Interest Guideline

The owners of the EBC, as well as the members, are allowed to personally benefit from the existence of the EBC in the use and exchange of the influence that belonging to the EBC brings. Board members and senior members are also given incentives and discounts on attending events as a thank-you for their service. (This differs from a Not-for-Profit in that some of this activity could be considered a conflict of interest if the EBC were a designated not-for-profit)


Last updated 6 Nov 2018

WHAT OUR MEMBERS ARE SAYING

Board Member Election & Transition to the EBC Wisdom Council

Board Member Election & Transition to the EBC Wisdom Council

EBC Policy –  Board Member Election & Transition to the EBC Wisdom Council

Purpose of this Policy

To outline the EBC Board and Wisdom Council’s policy and procedure for appointing new Board members and transitioning Board Members to the Wisdom Council

The EBC Board

The EBC Board is made up of 6 Appointed senior members which transition on 3 year terms and one non-transitioning role.  Teresa de Grosbois is the one non-transitioning role in the role of EBC Chair. Teresa only votes in the event that a consensus is not achieved and a tie-breaking vote is needed.  Teresa may also over-rule if a decision puts the organization at risk in some way or may escalate some decisions to the Wisdom Council if she believed there is a real or perceived conflict of interest in the Board making that decision.

Our Criteria for inclusion in the EBC Board Currently include

  1. have demonstrated leadership within the organization and role model our values
  2. You have a highly successful business in the transformational space, as evidenced by having established systems, sales funnels, team support and a demonstrated track record of students who’ve achieved significant success
  3. You have significant influence with a following of at least 50,000 people

The Wisdom Council is made Board Members Emeritus

The Wisdom Council is organic rather than highly structure.   Wisdom Council members:

  • Can vote on new members
  • Can bring issues back to the Board,
  • Can brainstorm items for the Board or assist with leadership of committees
  • Make decisions that are a conflict of interest for the Board to make, such as decisions on how Board members transition to Wisdom Council or benefit from participation in the Board
  • Make policy level decisions where the Board is deadlocked and unable to come to a decision
  • Help provide the leadership for their region
  • May be asked to attend Board meeting if their expertise is needed on an item
  • May help lead sessions at retreats

Duration of Board Appointments

As of April 2018, Board Appointments are 3 year Appointments, with the Board Members transitioning to Wisdom Council after 3 years

Board to Wisdom Council Transition Plan will be

  • transition plan started in March 2018 (2 new Board Members transitioned in April)
  • Every year 2 Board Members transition and 2 new Board members are elected.  This happens at the Senior Leadership meeting held the day before the Annual Retreat.
  • A ceremony is held at the Annual Retreat for bringing on new Board members and to honour those that are graduating to the wisdom council

Process for Wisdom Council Interaction With the Board

If the board is in debate – we can choose to poll the wisdom council

The Wisdom council members may lead initiatives within the EBC

There will be a distinction of someone leaving vs choosing to move up to Wisdom council

Wisdom council members retain the right to vote on new members

As the Wisdom Council Grows we may have Board / Wisdom Council Mastermind calls if there is a request.

New opportunities will be emerging for this group.  

Process for selecting new Board Members

  • The Board and Wisdom Council will Nominate Board positions at the annual Leadership retreat.
  • Board and wisdom council vote on new board members
  • Within the process of deciding on new Board members, there will be a discussion to support EBC’s Priorities on diversity and inclusion  – including geographic diversity

Current Transition Order for the Existing Board of Directors

Board Members Approximate Duration on the Board Planned Transition Notes Regarding their transition
Harrison Klein 8 years January 2019

With 2 men moving to Wisdom Council this time, we will be loosing balance on male / female diversity. This should be considered when selecting new Board members

Joel Young 6 years January 2019

There are no other European members who meet our criteria for Board at this time. This should be considered in selecting new Board Members

Marilyn Suttle

5 years First Quarter 2020  

Colin Sprake

3 years First Quarter 2020  

Anita Sanchez

<1 year First Quarter 2021  

Lisa Mininni

<1 year First Quarter 2021  
Dr. Shawne Duperon 6.5 years  

Has been on leave of absence from Board or Wisdom Council is willing to come back in fall in either Board or Wisdom council capacity

People are also free to transition to Wisdom Council sooner if they wish.

WHAT OUR MEMBERS ARE SAYING

Speaking at an EBC Event

HOW TO SPEAK AT OR LEAD AN EBC EVENT

The EBC is often approached by individuals offering to speak at our events. Because we are an organization of highly influential speakers and trainers, our requirements for choosing speakers differ from most organizations.  The EBC considers leading an EBC event to be distinct from speaking at an EBC event, and distinct from facilitating a session at an event. As such our policies for each of these roles differ.

To speak at an EBC event you must be:

  1. Either an EBC Member or considered to be sufficiently iconic in the industry that your speaking at one of our events would be seen as a significant contribution to our membership
  2. Your content must be seen to have high value to our members
  3. In most cases you must be already registered at the event in question in order to request to speak

To lead an EBC event or be a session facilitator you must:

  1. Be an EBC Certified Master Trainer (CMT)
  2. Have successfully met the measures for leading the type of Event in Question; or
  3. Have been granted an exemption from the Board Events Steering Committee to do so.

Policy approved by Board Steering Committee – Sep 2018

 

WHAT OUR MEMBERS ARE SAYING

EBC Levels Distinctions

EBC LEVELS DISTINCTIONS

What’s Required for Inclusion in Different Levels of the Evolutionary Business Council

(Don’t know? Ask. Your Membership Envoy and our Board will help find the most appropriate level for you)

Services Available to you at Different Level of the Evolutionary Business Council

WHAT OUR MEMBERS ARE SAYING

Requesting EBC Event Sponsorship

POLICY FOR APPROACHING THE EBC FOR SPONSORING EVENTS OR PROGRAMS

The EBC is often approached to sponsor events or exchange marketing sponsorships.  Individuals or organizations are invited to use the EBC brand as a sponsor when the event:

  1. Is led by an EBC Certified Master Trainer
  2. Is approved by the EBC for content
  3. Is recommended and endorsed by at least 2 other members of the EBC
  4. Includes a defined feeder into EBC membership (must be structured and approved). This recognizes that the event host will also be offering their own programs and the EBC feeder should not conflict with this.
  5. Includes a post-event evaluation for quality control and measurement of whether the EBC feeder was effective.

Policy approved by Board Steering Committee – 29 Nov 2018

WHAT OUR MEMBERS ARE SAYING