Policy/Group Membership Policy

Purpose

This policy establishes eligibility criteria, the application process, and the rights and responsibilities of businesses and organizations holding a group membership at Hacksburg. Group memberships are designed to build meaningful partnerships that support Hacksburg's community and mission.

Eligibility

To be eligible for a group membership, an organization must:

• Be a business, nonprofit, educational institution, or other organization.
• Agree to Hacksburg’s Code of Conduct on behalf of all affiliated group members.
• Designate a primary contact who is responsible for the membership account.
• Have a mission or activities consistent with Hacksburg’s values of open collaboration, making, and learning.

Ineligibility

Hacksburg reserves the right to decline any application from an organization whose activities conflict with the Code of Conduct, pose a safety risk, or are otherwise incompatible with the hackerspace community.
Groups of related individuals or groups of friends are ineligible to participate in group memberships.
Exceptions may be offered by the board of directors on a case-by-case basis.

Application Process

Prospective group members must complete the following steps:

1. Submit an application — The primary contact submits a group membership application. The application must include the organization’s name, contact information, a brief description of the organization, and the names of initial group members.
2. Review — The Hacksburg board or membership committee reviews the application within 10 days. They may request additional information or schedule a brief introductory meeting with the primary contact.
3. Approval & agreement — Upon approval, the primary contact signs the group membership agreement and pays the applicable dues. Each named seat holder must also individually sign Hacksburg’s member agreement before access is granted.
4. Onboarding — Group members complete Hacksburg’s standard new member orientation before independently using the space or equipment.

Rights of Group Members

Organizations holding a group membership are entitled to the following:

• Space access — Named group members may access Hacksburg during all regular open hours on the same basis as individual members. Space access by group members is limited to the mission of the business or organization; access cannot be used for personal use without an additional fee.
• Equipment use — group members may use shared tools and equipment in accordance with Hacksburg’s equipment policies.
• Event hosting — The organization may request use of Hacksburg’s event space at the member rate, subject to availability and board approval.
• Voting rights — The organization holds one vote in membership-wide matters, exercised by the designated primary contact.
• Member resources — Access to member-only communications, mailing lists, and internal announcements.
• Input on policy — The primary contact may participate in member feedback processes and annual meetings.

Responsibilities of Group Members

• Code of conduct — All group members must individually comply with Hacksburg’s Code of Conduct. Violations may result in suspension of that individual’s access or termination of the group membership.
• Primary contact duties — The primary contact is responsible for managing seat assignments, keeping Hacksburg informed of roster changes within 10 days, and ensuring dues are paid on time.
• No commercial solicitation — The membership may not be used for unsolicited sales, recruiting, or promotion within the Hacksburg community without prior board approval.
• Equipment care — group members must use shared equipment responsibly. The organization may be held liable for damage caused by negligence.
• Policy compliance — The organization is responsible for ensuring all its group members are aware of and follow Hacksburg’s rules, posted guidelines, and applicable safety requirements.
• Accurate information — The primary contact must promptly update Hacksburg if the organization’s legal name, contact information, or status changes materially.

Termination & Suspension

Either party may terminate a group membership with 30 days’ written notice. Hacksburg may immediately suspend or terminate membership for cause, including non-payment, Code of Conduct violations, or conduct harmful to the community. Prior to termination, stored property must be removed. Any refunds will be handled in accordance with the organization’s by-laws.

Policy Amendments

Hacksburg may amend this policy at any time. Current group members will receive at least 30 days’ written notice of material changes. Continued membership after the effective date constitutes acceptance of the revised terms.