Event Policies

Head Start California (HSC) is committed to providing high-quality, professional, and engaging events for attendees, speakers, exhibitors, sponsors, volunteers, staff, venue representatives, and guests. The following policies are intended to support a positive event experience and provide guidance regarding participation, registration, cancellations, communications, and other event-related matters.

Participation in any HSC event constitutes acceptance of all applicable event policies, procedures, and requirements.

Policy Statement on Participation and Respect

Head Start California is committed to providing a professional, respectful, and welcoming environment for all event participants, including attendees, speakers, exhibitors, sponsors, volunteers, staff and venue representatives or guests.

Conduct that is disruptive, unsafe, harassing, discriminatory, or otherwise interferes with the experience of others may result in corrective action, including removal from the event without refund.

HSC reserves the right to determine appropriate action in response to conduct that it deems inconsistent with event expectations.

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.

Registration Cancellation Deadlines & Refunds

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 under the event policies.
• Refunds will not include third-party processing fees (e.g., credit card transaction charges).

Event Modifications and Unforeseen Circumstances

HSC reserves the right to modify event schedules, speakers, session formats, delivery methods, locations, and other event components, as well as postpone, converting to a virtual format, or cancel an event as circumstances require. This may include, but is not limited to, severe weather, natural disasters, public health concerns, venue issues, government actions, transportation disruptions, or other unforeseen events beyond HSC's reasonable control.

In such circumstances, HSC may determine appropriate remedies, including credits, transfers, alternative programming, or refunds at its discretion.

Substitutions/Changes

To substitute a registration, email edwin@headstartca.org with the original registrant’s name and the replacement attendee’s name, title, and email address. 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, Discover, and 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
• ACH
• Purchase Orders: Enter your PO number during registration. If it is pending, enter “REQUESTED” and submit the PO later to edwin@headstartca.org.

Registration Completion

To complete your registration, please ensure you finish the payment checkout process and click "Complete Registration."

A confirmation email will be sent once your registration has been successfully processed. If you do not receive a confirmation email, please contact edwin@headstartca.org to verify your registration status.

Photography, Video Recording, and Media Release

By registering for or attending a Head Start California (HSC) event, participants acknowledge that photography, video recording, audio recording, and live streaming may occur during the event.

HSC and its affiliates may use photographs, recordings, and other media captured during the event for educational, promotional, marketing, reporting, and other organizational purposes in print, digital, and social media formats.

While HSC will make reasonable efforts to accommodate requests from individuals who prefer not to be photographed or recorded, we cannot guarantee that participants will not appear in group or crowd images.

Participation in an HSC event constitutes consent to the use of a participant's image, likeness, and voice for these purposes without compensation.

Accessibility and Accommodations

HSC strives to provide accessible and inclusive event experiences. Participants requiring accommodations are encouraged to provide details during the registration process. Contact HSC as early as possible before an event if there are any changes or additions you would like to make us aware of.

HSC will make reasonable efforts to address accommodation requests based on available resources, venue capabilities, and operational considerations.

Consent to Receive Communications

In registering for an HSC event, you agree to receive event-related communications from HSC. Participants may also receive information regarding event sponsors, exhibitors, partners, or related opportunities were permitted by applicable law. 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.

Virtual Participation

Access to virtual event content and platforms is limited to registered participants. HSC reserves the right to restrict access, suspend participation, or remove individuals who misuse event platforms, share access credentials, improperly distribute content, or otherwise violate event policies.

Proprietary Content

HSC strictly prohibits the use of recording devices, automated transcription services, artificial intelligence tools, or other technologies that capture, reproduce, or distribute event content.

Health and Safety

HSC is committed to providing a safe, welcoming, and comfortable environment for all event participants, including attendees, speakers, sponsors, exhibitors, volunteers, and staff.

Participants are expected to comply with all applicable event policies, venue requirements, and safety instructions while attending HSC events.

HSC reserves the right to implement health and safety measures deemed appropriate for a particular event based on venue requirements, public health guidance, operational considerations, or other circumstances. Such measures may be updated before or during an event as needed.

By participating in an HSC event, attendees acknowledge that participation is voluntary and assume responsibility for their own health, safety, and conduct.

HSC reserves the right to deny admission to or remove any participant whose conduct may pose a risk to the health, safety, or well-being of others or who fails to comply with event policies or venue requirements.

Release of Liability

By participating in an HSC event, attendees acknowledge that participation is voluntary and involves inherent risks associated with travel, attendance, and participation in event activities. Participants assume responsibility for their own actions and agree to release and hold harmless HSC, event venues, and associated parties from claims arising from participation to the fullest extent permitted by law.

HSC reserves the right to update event policies and requirements at any time to reflect operational needs, legal requirements, venue policies, or other circumstances.

Educational Content Disclaimer

The views, opinions, and recommendations expressed by speakers, presenters, exhibitors, sponsors, and other participants are their own and do not necessarily reflect those of HSC.

Participants are responsible for their own decisions and use of information presented during HSC events. HSC does not assume responsibility for the accuracy of information provided or for actions taken based on event content.

Last updated June 2026