Event Policies

Policy Statement on Participation and Respect

Head Start California (HSC) is committed to fostering a welcoming and respectful environment at all events. These values are essential to creating a culture where all attendees, staff, volunteers, and participants contribute meaningfully to the success of HSC events. We expect all participants to conduct themselves professionally and respectfully.

Conference Cancellations

Rationale: HSC is committed to providing high-quality events while maintaining responsible stewardship of member funds. In the past, we have incurred costs for meals, lodging, and materials due to attendees who did not cancel in advance. With appropriate notice, we can manage resources more efficiently and reinvest savings into member benefits.

Hotel Room Cancellations

Attendees are responsible for cancelling their own hotel reservations. HSC is not responsible for any hotel cancellation charges or fees.

Cancellation Deadlines & Refunds – Paid Events

All cancellations must be submitted in writing at least 14 days prior to the event.

• • • A $30 administrative fee per attendee applies to all refunds.
    • Written requests may be emailed to edwin@headstartca.org or mailed to:
      Head Start California
      PO Box 268
      Citrus Heights, CA 95611
    • No refunds will be issued once the event has started or for attendees being removed due to noncompliance with health and safety protocols.
    • Refunds will not include third-party processing fees (e.g., credit card transaction charges).

Inclement Weather Policy

If severe weather prevents you from attending an in-person event, HSC will issue a credit (valid for 12 months) applicable to future purchases. This does not apply to special sessions or add-on events.

To request a credit, email edwin@headstartca.org within 7 days of the event’s close. Include your organization name, participant names, and details of the weather conditions.

Substitutions/Changes

To substitute a registration, email edwin@headstartca.org with the original registrant’s name and the replacement attendee’s name. Include “Conference Substitution” in the subject line.

• • • Substitutions must be for the same ticket type.
    • One registration may not be split among multiple attendees.
    • The original attendee’s login credentials will be deactivated once the substitution is processed.

Conference Pricing

For budgeting purposes, HSC provides pricing estimates for all conferences for the current fiscal year (July 1 – June 30). These prices may change based on actual cost.

For start/end times and fees, download the comprehensive budget planning document here.

Payment Methods

• • • Credit Card: Visa, MasterCard, American Express
    • Invoice/Check: Invoices must be paid within 30 days. Include your invoice number on all checks. Mail to:
      Head Start California
      PO Box 268
      Citrus Heights, CA 95611
    • Purchase Orders: Enter your PO number during registration. If it is pending, enter “REQUESTED” and submit the PO later to edwin@headstartca.org.

Incomplete Registration

Please 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: edwin@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.