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

Refund Amount	Timing
100% Refund	30 days prior to an event
50% refund	15-29 days prior to the event
No refund	Within 14 days of event

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.

Health and Safety

Head Start California (HSC) is committed to planning in-person events that prioritize the health, safety, and comfort of all participants. Our health & safety policies apply to all attendees, speakers, exhibitors, volunteers, and staff and are designed to ensure a welcoming, clean, and responsible event experience. Every attendee plays a critical role in risk mitigation, and we appreciate your cooperation in following these guidelines. All Head Start California in-person meeting and event attendees are expected to:

Review and agree to the event’s health and safety policies during registration.
Your event badge serves as proof of registration and must be worn at all times while attending in-person events.
Each attendee must collect their own badge; badges cannot be picked up on behalf of another registrant, exhibitor, presenter, or volunteer.
Attendees have different levels of comfort with personal space. Please be mindful and respectful when interacting with others.

Attendees are encouraged to wash their hands frequently and, when available, to use the hand sanitizing stations provided throughout the venue.

Masking

Wearing a mask is optional but encouraged for those who prefer an added layer of protection.
HSC will monitor and follow any venue-specific, local, or state health mandates that may require additional measures.

Release of Liability

By agreeing to the health and safety policies upon registration, I agree to the release of liability, policies, and procedures. I acknowledge that:

(i) Participation is voluntary, and I assume responsibility for my personal health and safety.
(ii) I release HSC, event venues, and associated parties from liability related to illness or injury resulting from conference attendance.
(iii) I voluntarily accept all risks associated with:

Travel to and from the conference,
Participation in conference activities, and
Presence at the event facility and surrounding area.

I understand and agree to release and hold harmless Head Start California (HSC), the event venue, and all associated parties (collectively, the “Released Parties”) from any and all liability related to illness, injury, death, or other damages that may arise from my participation in the conference.

I acknowledge that the Released Parties shall not be held liable or responsible in any way for any harm that may occur to me, my family, heirs, or assigns due to:

My attendance at the conference,
My entry onto the premises of the event venue, or
Any associated travel or presence in the surrounding area.

I confirm that I have carefully read and fully understand this Agreement. By agreeing to these terms, I voluntarily waive and release the Released Parties from any and all claims, liabilities, or responsibilities related to illness, personal injury, or wrongful death, regardless of the cause, including but not limited to negligence on the part of the Released Parties.

HSC follows all applicable health and safety guidelines issued by state, local, and venue authorities. In cases where stricter facility, city, county, or state regulations apply, those rules will take precedence over HSC policies. If federal or state health authorities implement additional safety measures, HSC will revise its protocols accordingly.

Our goal is to provide exceptional educational and networking opportunities in a safe and welcoming environment. We appreciate every attendee’s cooperation in adhering to these health and safety measures. To ensure a safe and enjoyable experience for all attendees, we ask that participants adhere to the established meeting and event guidelines. In return, Head Start California (HSC) is committed to maintaining a healthy and secure environment by:

Collaborating with event venues to implement and uphold enhanced cleaning protocols.
Providing timely updates on health and safety policies via email, event web pages, and on-site announcements.

We appreciate your cooperation in helping us create a safe and welcoming event for everyone.

These meeting and event requirements will remain in effect through February 2026 and will be reassessed at that time to ensure continued alignment with current health and safety guidelines.