Frequently Asked Questions

Click on a section below to view all FAQ questions in that category:

Registration:

How do I register for the 2018 Annual Education Conference?
Online: aec.csba.org/Programs/Registration
Phone: (800) 424-5249
Fax: the completed registration form to (888) 772-1888

What are the registration deadlines?
Early registration: June 5, 2018 to August 3, 2018 
Regular registration: August 4, 2018 to November 8, 2018 
Late registration: November 9, 2018 through onsite at AEC


How do I pay for my registration?
Credit card: CSBA accepts MasterCard, Visa, American Express, and Discover. Please do not include credit card information in emails; provide a telephone number  so we can call to obtain that information.
Check: Make your check payable to California School Boards Association, c/o West America Bank; mailing address P.O. Box 1450, Suisun City, CA 94585-4450. The registration rate applied will be the rate corresponding to the date payment is received. After November 1, 2018 we will not accept checks as a form of payment.

What forms of payments are accepted onsite at conference?
Onsite we will accept credit cards and checks only, no cash will be accepted.

Can I pay my AEC registration with a Purchase Order?
No. CSBA does not accept purchase orders. Please see CSBA’s Payment Policy here.

How do I register a pending board member or superintendent?
Each district/COE will have up to (3) Pending Board Member placeholders and (1) Pending Superintendent placeholder. Simply select the pending designation you would like to register at this time and CSBA will contact the district/county to obtain the pending board member or superintendent’s name after the elections.

How do I update my district roster?
Please contact the CSBA Registrar at register@csba.org to update your roster.

I am an individual who would like to register myself, and need my CSBA Member ID to register. Who should I contact?
Please email the CSBA registrar at register@csba.org to obtain your CSBA member ID.

I am an Executive Assistant who would like to register my board and superintendent, and need my CSBA Company ID to register. Who should I contact?
Please email the CSBA registrar at register@csba.org to obtain your CSBA Company ID.

Who can attend the conference?
The 2018 Annual Education Conference and Trade Show is available to CSBA member districts and county offices of education. We encourage district board members, student board members, superintendents, executive assistants, and district staff to attend.

Can my spouse come to AEC with me?
Yes. Each conference registrant is limited to one spouse registration at the $60 rate. A spouse is defined as a significant other who is not affiliated with or employed by a California school district or county office of education (including board members, administrators, teachers or staff). Co-workers or associates are not eligible to use the spouse registration category. If this registration category is used by someone other than a spouse, the registrant will be charged a full conference registration rate for that person.

What events can my spouse attend?
Spouses will receive a badge giving them access to all general sessions, workshop sessions and the Trade Show floor. Meal functions require an additional purchased ticket for all attendees, including spouses.

I have already registered but I am no longer able to attend AEC; can I transfer my registration?
Yes. Attendees can transfer their registration to someone in their same booking ID until November 1, 2018. After November 1, 2018 all transfers can be done onsite at the registration counter in the lobby of Moscone West.

How do I edit my registration?
If you would like to add meal functions, pre-conference activities or make any changes to your registration prior to the conference, please log back into the AEC registration site to update your registration and/or call the Experient AEC customer service line at (800) 424-5249.

What is the AEC cancellation and refund policy?
Refund requests must be submitted in writing no later than three (3) weeks prior to the start date of the conference, November 8, 2018. There will be a 25 percent processing charge for each registration deducted from all refunds (excluding ticketed meal-time functions which are fully refundable).

Direct all cancellation and refund requests by email to register@csba.org; by fax to (916) 669-3366, Attn: Registrar; or by mail to:
Attn: Registrar
California School Boards Association
3251 Beacon Blvd.
West Sacramento, CA 95691-1660

After November 8, 2018, the three (3) week deadline, there will be no refunds on registration fees and ticketed meal functions. No refunds for no-shows.

Back to top

 

Onsite (General Conference Questions):

Where will the 2018 Annual Education Conference be held?

The 2018 Annual Education Conference and Trade Show will be held at Moscone West in San Francisco, 747 Howard Street,, San Francisco, CA 94103.

What is the dress code for the Annual Education Conference?
Most attendees wear business attire during their time at the conference. Please note that the conference is at a convention center where there can be varying degrees of temperature.

Is transportation to/from the convention center provided?
No. Transportation to/from the Moscone West will not be provided.

Where can I find information on the city of San Francisco?
We recommend you review the San Francisco travel website for any city specific information, www.sftravel.com.

Can our organization host a hospitality event during the conference?
Yes. Please go here for more information on booking a hospitality event.

What accommodations are available to people with disabilities in attendance at AEC?
The California School Boards Association's Annual Education Conference is accessible to persons using wheelchairs, and to other persons with disabilities for whom reasonable accommodation, such as assistive listening devices for the deaf and informational materials in large print or alternate formats for those with vision-impairment, may be made available, if requested. Contact CSBA at (916) 669-3280). Provide at least 72 hours’ notice will help ensure availability of accommodation.

Persons with health-related considerations such as multiple chemical sensitivities, environmental illnesses, food allergies, or special dietary needs, may also notify CSBA when registering for the conference to determine whether special arrangements can be made for them.

Back to top

Programming:

Where can I find a schedule of workshops?
A schedule of the AEC workshops can be found on the AEC website. Conference registrants can access all program information on the AEC app beginning in October 2018.

How do I access workshop and table talk handouts?
All session handouts will be available via the AEC app.

What are the pre-conference programs this year?
Please click here for pre-conference activity information.

Back to top

Housing:

Does CSBA have a special room rate for AEC participants?
Yes, for information and AEC hotel registration please click here.

Can I book a room for a Pending Board Member/Superintendent?
Yes. Your district is allowed to hold a maximum of (2) pending reservations in the block until Friday, September 14, 2018. At this date if you have not added a name to the pending reservations the rooms will be released and you will be charged 1 nights room and tax for each room. Experient will accept new reservation requests until 3:00 p.m. (PST) on November 8, 2018. Reservations may be cancelled by emailing csbaexh@experient-inc.com.

What is the hotel cancellation policy?
A cancellation penalty equal to one (1) night's room and tax will be charged to the credit card provided for each reservation cancelled after Friday, September 14, 2018, 3:00 p.m. (PDT). This also applies to any cancellations sent via email. Failure to arrive on the confirmed date will result in one (1) night's room and tax in addition the entire reservation will be cancelled. Penalties for early departures are enforced and vary by hotel. Make sure to verify your confirmed departure date when checking into the hotel. Hotel may charge one (1) night's room and tax deposit upon on or after Friday, November 9, 2018.

Back to top

Presenters:

Do I need to register for the conference?
No. You will automatically be registered in November for a complimentary non-transferable one-day pass on the day of your presentation(s). Please note that only registered attendees will be allowed to attend conference sessions. This pass will allow you access to all of the conference activities on the day of your presentation.
If you wish to attend the entire conference, you must register at the full conference rate. You can register for the conference by contacting the CSBA Registrar at register@csba.org.

Will any other conference-related presenter expenses be covered by CSBA?
No. CSBA is unable to absorb costs associated with presenting at conference.

Can I add or change presenters to my session’s panel?
Yes. AEC Presenter changes will be accepted until August 31, 2018. Email aec@csba.org with the proposal number and presenter changes.

What should I do when I arrive for my presentation at AEC?
Please plan to check-in at registration located in the lobby of Moscone West at least 30 minutes before the start of your session. This is particularly important if your session begins during a high volume registration time, such as the morning before the first round of workshops. Registration will open at 7:00 a.m. Wednesday, November 28 through Saturday, December 1, 2018.

How will attendees be able to give feedback on my workshop?
Please direct your attendees to complete a session evaluation using one of the following methods.
1. AEC app: Within each workshop description is the link to the session survey.
2. Online: You will receive an email at the end of each conference day with a link to complete the session surveys. 


Who do I contact if I have a general question about my CSBA presentation?
Please direct all questions to the Conference Specialist, Samantha Archey at sarchey@csba.org.

My session is a table talk or an exhibitor table talk. How long should my presentation be?
Table Talks and Exhibitor Table Talks are 1 ¼ hours in length. Please plan to speak about your topic for 10-15 minutes, then to initiate discussion with the attendees at your table for the rest of the session. Please note that the set up for table talks does not allow for A/V.

What room will I present in?
Please search your session to find the most up-to-date information. 

Who will my audience be?
The audience demographics for conference attendees is comprised of district governance teams; school board members, superintendents, high level district and county office of education staff.

How do I share my handouts?
Please email all handouts with the corresponding session title to help@experient-inc.com by November 5, 2018. Handouts need to be a PDF or Word document and cannot be more than 10MB per document.

Can I send session materials directly to Moscone West?
No. Moscone West is unable to receive deliveries.

Will I have Internet access in my session room?
Yes, there will be free Wi-Fi throughout Moscone West.

What A/V will be provided in the session rooms?
All presentation rooms will be prepared with the following set up and audio-visual equipment:

  • Head table for four people with standing podium on a riser
  • Podium microphone and (4) slimline tabletop microphones
  • LCD projector package with VGA input
  • Speaker capabilities for computer audio
  • Wireless internet will be provided throughout the session rooms.

Presenters are responsible to provide a laptop, software for PowerPoint or other programs intended to use, and VGA adapter for a Mac, PC or other devices to connect with the provided LCD projector.

Will there be staff around to assist me in case of any problems?
Yes. Staff will welcome the presenters, take room counts and close doors when rooms reach capacity. Additionally, several A/V technicians from our production company will be onsite for support.

How will CSBA communicate with me regarding my session?
All of CSBA’s communications will be done through email.

Back to top

Exhibitors:

How large is the Trade Show floor at AEC?
The AEC Trade Show floor will be housed on the ground floor at Moscone West in San Francisco, which is approximately 108,000 square feet and will hold over 200 booths.

What are the Trade Show hours?
The Trade Show will be open on Thursday, November 29 from 9:00 a.m. to 1:30 p.m. and 2:30 - 5:00 p.m. and Friday, November 30 from 9:00 a.m. - 1:30 p.m. and 2:30 to 4:30 p.m.

Will there be dedicated exhibit times?
Yes. Dedicated exhibit times are from 11:15 a.m. - Noon and 3:15 - 3:45 p.m. on both days.

Where do I drop off my Scavenger Hunt prize donation?
All exhibitors are asked to drop off their Scavenger Hunt prize at the Exhibitor Registration Desk during the installation hours of 10:00 a.m. - 6:00 p.m. on Wednesday, November 28. Scavenger Hunt prizes will not be accepted after 6:00 p.m. on November 28, 2018.

What will attract attendees to the Trade Show floor?
CSBA has blocked out dedicated Trade Show times from all other conference programming to give attendees the chance to maximize their conference experience and visit the Trade Show floor. The CSBA Pavilion on the Trade Show floor will also house interactive displays of services and products, featuring key CSBA staff who can answer member questions. Additionally, there is a sponsor-hosted snack break and two Scavenger Hunt game prize drawings that will attract attendees to the floor. Lastly, CSBA hosts three general sessions which draw crowds of attendees that are then funneled to the Trade Show floor for book signings and more.

Where do I go to register my booth staff?
Visit our Exhibitor Registration page to order badges.

How many exhibitor badges am I allowed?
Each exhibiting company is allotted three (3) complimentary exhibitor badges per 10 x 10 booth space, and may purchase up to seven (7) more for $100 each. Visit our Exhibitor Registration page to order badges.

How many repeat exhibitors will be at the Trade Show?
About 75% percent of our Trade Show exhibitors re-book exhibit space with us from year to year. For exhibitors, the Trade Show is a highly successful vehicle for reaching their targeted market. For attendees, this means they will always find something new and exciting at the Trade Show.

Is the Trade Show floor handicap accessible?
Yes, our Trade Show floor is handicap accessible. 

What exhibiting, sponsorship, and advertising opportunities are available?
To learn more about exhibiting, please visit our Exhibitors Page or email Laura Bohannon. To learn more about sponsorship opportunities, please visit our Sponsors Page or email Andrew Exner.

I have ordered my booth/sponsorship. What do I do now?
Please refer to our Current Exhibitors page for additional information, including the Exhibitor/Trade Show Timeline. You may consider embellishing your booth with furnishings and equipment made available to you through Global Experience Specialists (GES), our show decorator, at discounted prices. You may view the GES decorator kit here.

Can I order internet for my booth? Is furniture rental available?
Booth furnishings, equipment, and internet is made available to you through Global Experience Specialists (GES), our show decorator, at discounted prices. You may view the GES decorator kit here.

Do you offer lead retrieval services in the exhibit hall?
No. Per our attendee privacy policy, we cannot facilitate lead retrievals.

Back to top