CLUB POLICY AND PROTOCOL

CLUB POLICY AND PROTOCOL

1. PURPOSE

This document outlines the official policies, operational protocols, and behavioral expectations for all Fordax Speakers Clubs. It is designed to ensure consistency, professionalism, and a high-quality experience for all members across clubs.

2. GENERAL CLUB POLICIES

2.1 Club Identity & Name Usage

• All clubs must use the name format: Fordax Speakers Club – [Location or Organization].
• Unauthorized use or alteration of the brand name, logo, or training materials is prohibited.

2.2 Club Licensing

• Each club must operate under an active, valid license approved by Fordax Speakers International.
• The license must be renewed annually, and royalties remitted monthly as agreed.

2.3 Club Size

1. A standard club should aim to maintain a minimum of 10 active members and a maximum of 40.
2. Exceptions may be granted with prior approval.

2.4 Meeting Frequency

1. Clubs must meet either weekly or bi-weekly.
2. Meeting schedules must be consistent and shared in advance with members.

3. MEETING PROTOCOLS

3.1 Agenda Structure Each meeting must follow a structured agenda that includes:

1. Opening and introductions
2. Prepared speeches (based on tracks)
3. Peer and coach evaluations
4. Announcements or networking

3.2 Attendance & Punctuality

1. Members are expected to arrive on time and stay until the end of the meeting.
2. A member missing more than 3 consecutive sessions without notice may be marked inactive.

3.3 Speech Slots & Time Limits

1. Speakers must adhere to their allocated time (typically 5–7 minutes per speech).
2. Time violations will be noted during evaluations.

3.4 Dress Code

1. Smart casual or professional attire is encouraged for all club events.
2. Members should dress respectfully, especially when giving speeches or hosting guests.

4. COMMUNICATION & MEMBER CONDUCT

4.1 Respectful Interaction

1. All members must communicate with respect, kindness, and professionalism.
2. Disruptive, discriminatory, or offensive behavior will not be tolerated.

4.2 Feedback Protocol

1. Feedback should be honest, respectful, and constructive.
2. Members should avoid criticism that is personal, harsh, or demotivating.

4.3 Confidentiality

• Club discussions and member information must remain confidential unless consent is given.

4.4 Mobile Phone Policy

1. Phones must be on silent or switched off during meetings.
2. Members should avoid distractions such as texting or answering calls.

5. GUESTS & VISITORS

5.1 Guest Attendance

1. Guests are welcome to attend meetings but must be introduced at the beginning.
2. Guests may observe or participate in certain segments (e.g., sharing feedback,), but they cannot give prepared speeches or get on the stage for scoring until officially registered.

5.2 Guest Behavior

1. Guests must follow all club protocols and behave respectfully.
2. Club leaders reserve the right to remove any disruptive guests.

6. CLUB LEADERSHIP & RESPONSIBILITIES

6.1 Club Leader Duties

1. Oversee the operation of the club.
2. Coordinate meetings, activities, and communication.
3. Ensure accurate member records and payments.
4. Submit reports to Fordax HQ when required.

6.2 Role Rotation & Elections

1. Clubs are encouraged to rotate leadership roles every 6–12 months.
2. Elections or appointments must be transparent and inclusive.

7. EVENTS, COLLABORATIONS & EXTERNAL REPRESENTATION

7.1 Hosting Events

• Clubs may organize special events (e.g., speech contests, networking nights) with approval from the local leadership.

7.2 Media & Partnerships

• Clubs must seek approval from Fordax HQ before representing the brand in external media or partnerships.

7.3 Use of Fordax Name

• Clubs may not host public-facing events under the Fordax brand without prior approval and adherence to brand standards.

8. VIOLATIONS & PENALTIES

8.1 Warning System

• Minor violations (lateness, missed assignments) will result in verbal or written warnings.

8.2 Suspension or Expulsion

• Serious or repeated violations may lead to temporary suspension or permanent removal from the club.

8.3 Escalation to HQ

• Any unresolved conflict or critical breach will be escalated to Fordax Headquarters for review.

Approved By:
Fordax Speakers International Headquarters
Effective Date: August 2025