Event Policies & Fees

Policy Statement on Diversity, Inclusion and RespectHead Start California is committed to a work and learning culture that embraces diversity, inclusion and respect as core values. These values are essential for Head Start to be a high-performing organization, where all staff and volunteers have the opportunity to reach their full potential and maximize their contributions to children and families. HEAD START CALIFORNIA welcomes full inclusion at our events, regardless of race, color, ethnicity, national origin, age, sex (including sexual orientation, gender identity, and pregnancy), family structure, religion, or disability. Full inclusion enables Head Start to benefit from the strengths afforded by the unique ideas and contributions of every person.

Conference Cancellations
For all HSC in-person conferences (including Annual Conference, Health Institute and Policy & Leadership Conference), cancellations received in writing by the registration deadline will be assessed a $50 processing fee per registrant. After that date, substitutions will be allowed but no refunds will be given. There will be no refunds and registration fee is due in full for no-shows. To cancel your registration, please email your request to: events@headstartca.org. There will be a $75 returned check fee for all returned checks. No refunds will be granted for any reason after the conference has ended.

For all HSC virtual conferences (including Annual Conference, Health Institute and Policy & Leadership Conference), cancellations will not be permitted. Substitutions will be allowed but no refunds will be given.

Please note: Non-payment of registration fees does not void the cancellation policy. All registrations not canceled are still responsible for the full balance regardless of attendance.

All other HSC events and trainings are also subject to their specific cancelation policies outlined in the registration form. Please refer to the registration form for details.

Inclement Weather Policy
If you have registered for a HEAD START CALIFORNIA in-person event and are unable to attend due to severe weather, HEAD START CALIFORNIA will provide a credit which may be used for any purchase within twelve (12) months from the close of the HEAD START CALIFORNIA event. Due to our inability to cancel special tracks and special events on late notice, we are unable to credit these items. To receive a credit for the conference registrations, please send an email that includes the organization name, registered participant names, and explanation of inclement weather conditions within 7 calendar days of the event close to: events@headstartca.org.

Substitutions/Changes
Substitutions for all HSC events (in-person and virtual) are permitted; however, the notification must be received in writing. For in-person events, please send the name of the original registrant and the name of the person substituting to HEAD START CALIFORNIA by the registration deadline. You may email those requests to events@headstartca.org. Please include “Conference Substitution” in the subject line. Substitutions can also be made on-site at the conference registration desk. All changes including name updates, swapping out one attendee for another or editing information can be done onsite. If someone is coming to replace a pre-registered attendee, they will sign for the packet of the pre-registered attendee and HEAD START CALIFORNIA will then make them a new badge onsite.

For virtual event substitutions,  please send the name of the original registrant and the name of the person substituting to HEAD START CALIFORNIA by the registration deadline. You may email those requests to events@headstartca.org. Please include “Conference Substitution” in the subject line. The substitute attendee will then receive a confirmation email and be assigned a new login to access the online event. The original registration login will no longer be valid.

Please note: Each registration is for a single person and cannot be split between multiple attendees.

Conference Pricing

HEAD START CALIFORNIA provides a breakdown of pricing for all its conferences this year for budgeting purposes only. Prices may increase or decrease due to unforeseen circumstances closer to the event. All prices are for advanced registration. On-site registration fees are higher.

Payment Methods

Credit cards: We accept Visa, MasterCard and American Express.

Invoice/check: Select this option to request an invoice to be emailed to you. All invoices must be paid within 30 days of invoice.

To ensure timely and accurate crediting to your registration account, please include your invoice number(s) and make sure that checks are made payable and sent to:

Head Start California 1107 9th Street, Suite 300, Sacramento, CA 95814

Purchase order: To use a purchase order, please input the PO number during online registration, if you have it. If you do not yet have a PO number, enter REQUESTED in the PO number box and hit finish to complete your registration. If you need documentation to submit a PO request, print the confirmation which shows the registration and balance due. A copy of a valid PO should be emailed to: events@headstartca.org

Incomplete RegistrationPlease make sure to complete the payment page and click finish to ensure your registration is completed. If you do not receive a confirmation email, please email: events@headstartca.org to make sure your registration is complete.

Consent to Use Images Obtained in Video/Photo Recordings
Registration and attendance at, or participation in, HEAD START CALIFORNIA conferences, meeting, events and other activities constitutes an agreement by the registrant or attendee to give HEAD START CALIFORNIA the irrevocable right to use and distribute (both now and in the future) the registrant’s or attendee’s image, likeness, or voice, in pictures, recordings, videotape or film, or any part thereof, in all forms and mediums and in all manners, including composite for advertising, marketing, publication or any other lawful purposes, now known or hereafter created.

Consent to Receive Communications
In registering for a HEAD START CALIFORNIA event you agree to receive email and application communications that include important event information from HEAD START CALIFORNIA, and exclusive offers and promotions from exhibiting vendors and partners.

If you are not receiving communications regarding an event you have registered for, please refer to this helpful document to assist you in allowlisting our emails.

Children at Events Policy
HEAD START CALIFORNIA does not permit any children under the age of 18 to be present at any of our scheduled event functions onsite including but not limited to workshops, general sessions, exhibit halls, meal functions, and networking events. Due to licensing issues and cost, we are unable to offer childcare services at our events.

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