Event and Meeting Policies
Providing a Safe and Respectful Environment
The League of California Cities is committed to providing a safe and respectful environment for all participants and staff at Cal Cities events and meetings (collectively referred to as “events”). We expect participants and staff to:
- Be considerate and respectful in your speech and actions.
- Refrain from behavior and speech that is threatening, abusive, discriminatory, or harassing.
- Be mindful of your surroundings and your fellow participants.
If you experience or witness threats, unlawful discrimination or harassment during a Cal Cities event, or have any other concerns, please contact a member of Cal Cities staff immediately. Unacceptable behavior from any participant while attending an event will not be tolerated. Cal Cities reserves the right to take any action necessary to respond to violations of this policy including but not limited to immediate removal from the event without refund, loss of member benefits, and/or the involvement of local authorities.
Health and Safety Protocols, Assumption of Risk and Lisbility Waiver
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 event attendees are required to abide by the health and safety protocols implemented for each event which will, at minimum, include the following: Persons who are ill or otherwise not feeling well should not attend in-person events. If an attendee develops symptoms of COVID-19, seasonal influenza, or other contagious illness prior to or during an event, the attendee should refrain from attending or leave the event.
Compliance with all requirements of the event location (e.g., facility, city, county, state).
Attendees are urged to follow federal and state public health 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.
There are inherent risks associated with attending and participating in Cal Cities events, such as possible exposure to and illness from infectious diseases, including but not limited to COVID-19 or seasonal influenza, which pose a risk of serious illness and death, as well as other injury, harm and loss associated with event attendance.
By attending a Cal Cities event, you voluntarily agree to the terms of the following Assumption of Risk/Liability Waiver:
I acknowledge that I derive professional benefit from participating in the Cal Cities event, and my attendance at the event is voluntary. I (and anyone registered or attending with me) knowingly and voluntarily assume all risks and accept sole responsibility for any injury (including, but not limited to, personal injury, disability, or death), illness, damage, loss, claim, liability, or expense, of any kind, that I (or anyone registered or attending with me) may experience or incur in connection with attending a Cal Cities event, including but not limited to those caused by the negligence, fault or conduct of any kind on the part of the Released Parties. I (and anyone registered or attending with me) hereby release, covenant not to sue, discharge, and hold harmless Cal Cities, its officers, directors, employees, agents, volunteers, and representatives (“Released Parties”), of and from any such claims, liabilities, actions, damages, costs, or expenses of any kind arising out of or relating thereto. This release shall extend to all claims which I or my heirs, successors, assignees, next of kin, and/or legally appointed or designated representatives may have, or which may hereinafter accrue on my behalf, which arise or may hereafter arise from by participation in a Cal Cities meeting or event.
I expressly and knowingly waive all rights under California Civil Code Section 1542, which provides: "A general release does not extend to claims that the creditor or releasing party does not know or suspect to exist in his or her favor at the time of executing the release and that, if known by him or her, would have materially affected his or her settlement with the debtor or released party."
Bringing Outside Food into a Cal Cities Event
Due to event venue contract requirements, event participants may not bring external 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. Please contact a Cal Cities staff member for more information.
Photo and Video Usage
By entering a Cal Cities meeting or event, you are entering an area where Cal Cities and its contractors may take photographs and make audio, video and/or digital recordings. Your entry and presence at the Cal Cities meeting or event constitutes your consent to be photographed, filmed, and/or otherwise recorded. 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. Recording in or livestreaming from the Cal Cities event space by others, without prior permission from Cal Cities is prohibited.
Event Registration
Registration is required to attend all event activities unless otherwise stated. Sharing of registration is prohibited.
For multi-day conferences, registrants unable to attend may transfer the registration to a colleague or receive a refund of rate paid, minus a $75 processing charge, by emailing Megan Dunn, Event Registrar, at least 24 hours prior to the start of the event.
For all other events, please refer to the cancellation policy published with the event information.
Guest Registration
Cal Cities events and meetings are held for professional purposes. As such, they are generally only intended for persons providing services to a city. Cal Cities recognizes that, on occasion, an attendee may need to be accompanied by a dependent. In this case, the dependent must be registered at the same rate level as the primary attendee. Please contact Megan Dunn, Event Registrar, to register a dependent.
On occasion, a meeting or event may offer a guest registration that provides access to a meal or reception. Attendees should refer to the meeting or event notice for specific information.
All dependents and guests must follow the Guest Code of Conduct.
Guest Code of Conduct
The primary objective of Cal Cities events is education or advocacy to benefit cities. Any guest interfering with or distracting from the Cal Cities event must leave the event.
All guests must be registered and may not attend portions of the event for which they are not authorized. Please refer to the event announcement/website or Cal Cities staff for information.
The primary attendee assumes all responsibility for their guest. If a guest does not follow the Code of Conduct or Event and Meeting Policies, it may impact the primary attendee’s attendance at the event, and future events. Guests may not participate in Q&A, debate, or any formal discussion at the meeting or event.
Any guest under the age of 18 must be accompanied by the primary attendee at all times.
Media Attendance
Media interested in attending an event or meeting should contact the Corporate Communications Manager, Kayla Sherwood. For events 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.
Hotel Reservations
When feasible, Cal Cities arranges for a limited number of hotel rooms that are available at reduced rates for registered event participants. Reservations are limited to one room per registered participant.
The information you provide to Cal Cities when registering for a Cal Cities event may be shared with the event venue or meeting hotel(s) for audit purposes.
Attendee Lists
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. Attendees can opt out of having their email address included on the list during the registration process.
In Conjunction With Events
Events scheduled in conjunction with a Cal Cities event must be pre-approved by the event organizer. In addition, any use of the Cal Cities name or logo must be reviewed and approved by Cal Cities. If you plan to hold an event, please contact Anna Engelbrecht, Event Coordinator, to receive the ICW event request form and requirements. Please note that requirements differ based on event program and venue.
Event Materials
Event materials will be made available via electronic means whenever possible. Any printed materials must be submitted to the events staff for approval prior to the event.
Open Meetings and the Brown Act
The Brown Act, California Government Code section 54950, et seq., provides that all meetings of a legislative body of a local agency shall be open and public. It may limit or restrict local officials’ participation in meetings and events when other officials from the same agency are in attendance.
Members of a local government body attending a Cal Cities event are encouraged to discuss with their city attorney whether the Brown Act imposes any restrictions or limitations on their attendance or participation in the event.