Event and Meeting Policies

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Providing a Safe and Respectful Environment

The League of California Cities is committed to ensuring a safe and respectful environment for all participants and staff at Cal Cities events and meetings. We expect participants and staff to:

  • Be considerate and respectful in your speech and actions.
  • Refrain from behavior and speech that could be perceived as demeaning, discriminatory, or harassing.
  • Be mindful of your surroundings and your fellow participants.

If you experience or witness harassment during a Cal Cities event or meeting, or have any other concerns, please contact a member of Cal Cities staff immediately. All reports are confidential. Unacceptable behavior from any participant while attending an event or meeting will not be tolerated. Cal Cities reserves the right to take any action necessary to respond to violations of this policy including immediate removal from the event or meeting without refund, loss of member benefits, or the involvement of local authorities.

Health and Safety Protocols

Cal Cities is committed to planning events designed to keep all participants healthy, safe, and comfortable. Safety is a top priority for Cal Cities, and every participant — attendees, speakers, exhibitors, and staff — plays a critical role in risk mitigation.

All Cal Cities in-person meeting and event attendees are required to abide by the health and safety protocols implemented for each event. At minimum, attendees will:

  • Sign a waiver.
  • Comply with all requirements of the event location (e.g., facility, city, or county).

Attendees are urged to follow federal and state recommendations.

    Specific information on how participants can complete the waiver and additional requirements for the location of the event will be provided to attendees prior to each event.

    If an attendee develops any symptoms of COVID-19 prior to or during a meeting or event, the attendee should refrain from attending.

    Bringing Outside Food into a Cal Cities Event

    Due to event venue contract requirements, event participants may not bring food or beverage into an event or meeting space. Exceptions may be made for severe food allergies or medical restrictions, but must be arranged before the event.

    Photo and Video Usage

    Photos and videos taken by Cal Cities staff and contractors may be used in communications and promotional material, including on social media platforms and for future Cal Cities events and programs. Event participants are prohibited from recording or livestreaming Cal Cities events and meetings without prior permission.

    Conference Registration

    Conference Registration is required to attend all conference activities. Sharing of registration is prohibited. Advance registrants unable to attend will receive a refund of rate paid, minus a $75 processing charge, only when a written request is submitted to the Conference Registrar by the deadline specified in the event announcement. Registrants may also transfer the registration to a colleague by emailing mdunn@calcities.org.

    Media Attendance

    Media interested in attending an event or meeting should contact the Corporate Communications Manager ksherwood@calcities.org.Cal Cities is a membership organization with the goal of providing advocacy, training, and education for city officials from our members cities. All training programs for city officials are closed to the media and some meetings are open to city members or government entities only. For meetings where media are invited, members of the media must first provide proper credentials to be admitted. Cal Cities reserves the right to limit participation of the media at any of our events and meetings.  

    Hotel Reservations

    When feasible, Cal Cities arranges for a limited amount of hotel rooms that are available at reduced rates for registered conference participants. Reservations are limited to one room per registered participant.

    Conference Attendee List

    Cal Cities provides an attendee registration list which may contain email addresses to Cal Cities Partners and conference sponsors. Cal Cities Partners and sponsors are prohibited from selling this information; however, they may use the information to contact attendees before or after the conference about valuable products and services they offer cities. All attendees can opt out of this service during the registration process.

    Private Events Held During a Conference

    All events and meetings scheduled in conjunction with a Cal Cities conference or training must be pre-approved. In addition, any use of the Cal Cities name or logo must be reviewed and approved. If you plan to hold an event, please contact education@calcities.org to receive the approval form and additional information. Please note that requirements differ based on conference program and venue.   

    Conference Materials

    In compliance with the Cal Cities Green Business policies, all conference materials will be posted on the conference webpage. Presenters should send all materials to their designated staff contact who will have the materials posted as soon as possible.