Make your club a HEMAA affiliate today.
For non-profit clubs and schools, joining the HEMAA provides your group with insurance, event support, and additional discounts on individual memberships.
Benefits of Affiliation
- Leverage our insurance for your training sessions and special events
- Receive event support for costs associated with running a event
- Discounts on individual memberships for people in your club
- Use our 501(c)3 non profit status (conditions and requirement apply)
Becoming an affiliate
- Must not be a for-profit club (please contact the governing council for exceptions)
- Not already be a separate non-profit (there are exceptions - please contact the gc for more info)
- All members of the club must register as HEMAA members ($26 yearly, or $2.17 a month)
- The fee is $150 per club.
Is your Club Ready?
How to register as an affiliate
- Visit hemaa.tidyhq.com
- Sign up for the Affiliate membership - must be under the 'head' of the club's tidyhq account.
- The fee in order to become an Affiliate of the HEMA Alliance is $150 per year for each club/school/organization.
- Register your practices & events at https://www.hemaalliance.com/official-activities-registry
- Email firstname.lastname@example.org and announce your new affiliation.
Important Information on Affiliation
- Affiliates become a part of the 501c3 non-profit and as such must follow the rules of a non-profit.
- All club members must become HEMAA members.
- New students are covered for their first two months.
- You must register new students under the 'intro class coverage' membership at https://hemaa.tidyhq.com/public/memberships/new
- This free membership is active for two months.
- A student is *only* covered if they are registered, and only for the dates the membership is active. If a student is harmed on monday and you register them on tuesday, that will not be honored.
Income and Revenue Info
Any income the affiliate draws in technically belongs to the 501c3. The HEMA Alliance allows clubs to keep all money they raise and spend it as they see fit, but they still must follow federal laws in regards to this.
- All money raised by an affiliate must be used for the affiliate and can not be for personal gain.
- An affiliate could buy lunch for all of its club members, it could not buy the lunch of just the head instructor.
- An affiliate can pay for the airfare for an instructor outside of the affiliate coming to teach the affiliate, it could not pay for the airfare of the affiliate’s instructor to go teach somewhere else.
- An affiliate can pay rental fees on a facility the affiliate uses, it could not pay for the living expenses of its members.
- An affiliate can buy gear for its membership as a whole, it could not pay for the gear of just one member.
- An affiliate can pay for the HEMA Alliance membership of its members, so long as this is offered to everyone in the affiliate.
- An affiliate for example could say members who pay 3 months in advance get HEMA Alliance Membership.
- An affiliate can not pay instructors or themselves. While some 501c3’s allow this, they also have tax reporting and labor laws to follow. At this time the HEMA Alliance is a volunteer organization. The Board of Directors, Governing Council, Curriculum Council, Affiliate leaders, instructors and so on are all volunteers.
- There are many other rules; when in doubt, feel free to contact the Governing Council at email@example.com.
The gist: Think about what is being spent. Does it have receipt? Does it benefit the majority of the club? If yes- it’s probably ok. Does it benefit one member or a few members? Does it lack a receipt? If yes- it is probably not ok.
Tax Season for an Affiliate
All money raised by an affiliate must be recorded and reported to the HEMA Alliance, specifically, during tax season.
The following must be tracked:
- Dues (Such as dues the affiliate charges its members or participation fees)
These will be gross totals, not net. Meaning every dollar from dues, raffles and sales must be reported as per Federal Law regarding 501c3 non-profits. At the end of the year the HEMA Alliance Governing Council must file taxes on behalf of itself and all of its affiliates.
Leaving the Alliance
If an affiliate lapses, is suspended, or decides it wants to become its own non-profit, it should contact the HEMA Alliance to ensure they follow all Federal laws in regards to a 501c3.
An affiliate cannot directly transition to a for-profit entity or 'lapse out' of the Alliance. This is because the affiliate was exempt from taxes prior. An affiliate can form a separate for-profit entity and purchase gear from the non-profit.
When in doubt, feel free to contact the Governing Council at firstname.lastname@example.org.
Insurance Slots and Maintaining Coverage
Every member of an Affiliate club/school/organization must be a HEMA Alliance member. New visitors are permitted 1 free visit. For unique events (like a tournament), the HEMAA policy will cover guests. Please keep in mind that, individuals who attend an Affiliate on a regular basis must paying HEMAA members. Violation could result in the Affiliate losing its status. If your affiliate has an intro-program we have another option. Insurance will be provided for 2 months for your intro-students. Register them at Tidyclub under "Intro Class Coverage". Soon as they are registered, they will be covered for the 2 months. After that time, they need to join as HEMA Alliance members.
HEMAA Membership Discounts
All members of an Affiliate pay only $26 per year to be a HEMA Alliance member! Remember, all members of an Affiliate must be paying HEMA Alliance members.
- Affiliates must be within driving range. This means an entire state and all of its clubs and schools could not claim it was one affiliate. However, three clubs in the same city could. The Hema Alliance reserves the right to make determinations of what is a HEMA Alliance Affiliate and if one or multiple Affiliates are needed.
- Affiliates when they run practices and events must follow the safety policy, and have at least one HEMAA member on site.
- An affiliate that does not follow the rules set down by the HEMA Alliance can be suspended and/or disbarred.