Participating Event Criteria

• HECW events shall contribute to HECW’s mission to foster climate innovation, highlight local and global solutions, and engage diverse audiences (e.g., policymakers, professionals, civic leaders, etc.). 
• Registering an event for HECW means that you, your organization, or your group is responsible for leading and organizing the event. We encourage events that promote collaboration across sectors (e.g., government, private, non-profit). 
• Events must be non-political (e.g., not endorsing specific candidates), but can focus on policy advocacy.  
• Organizers are responsible for securing their venue and resources, as well as determining logistics. If you cannot find a suitable space to host your event, please email us at info@climateweekhouston.com or visit the Venue Locator.  Due to demand, we highly recommend seeking out your venues concurrently.
• As part of Houston Energy and Climate Week’s commitment to sustainability and climate accountability, we implement emission tracking across all registered events. We will send a short form to all event organizers, requesting key information to facilitate this estimation. The form will ask for basic details of the event such as format (in-person, virtual, or hybrid), spend on services utilized to execute the event (catering, staging, etc.), and information about the venue and overall event (area in sq ft, number of people anticipated for the event). We will also need you to utilize Luma to track attendees who join the event, as the number of registrants is typically higher than the number of individuals who attend. Your participation in this survey is essential, as the information collected will be used to enable footprint estimation. 
• All HECW events will be included on the Lu.ma-powered HECW Calendar. 

• To be included on the HECW calendar, your event must:

• Fall within the dates of September 14-19, 2025.  While we suggest that events occur during the week, weekend events on September 13–14 or September 20–21 will also be considered.
• Bring people together in person, in the Houston area / online.
• Use Lu.ma for your event registration page so that we can add it to our Lu.ma-powered HECW Calendar.
• Add Houston Energy and Climate Week as a co-host of your event registration page on Lu.ma (see Step 1).
• Include the required registrant questions (see Step 1) for your attendees to answer when registering for your event.
• Include the boilerplate HECW Registrant Information Sharing disclaimer (see below).

This allows our team to amplify your event further and maximize its visibility within the HECW community.

The “How to add an event to the Houston Energy and Climate Week Calendar” section outlines the process for submitting your event to the HECW Calendar. Once you’ve met all the above requirements, we will approve it. Once approved, the event will go live, and you can share it with your community.