General Notice for CSBA’s 2026 Annual Education Conference and Trade Show (AEC) in San Diego, California. Please review carefully.

Attendees must comply with all procedures and protocols established by the conference venue, hotels, transportation providers, and CSBA and all directives of the venue, hotel, transportation providers, and CSBA.

As a condition to register, attendees will be required to acknowledge and agree to a liability release confirming that they voluntarily assume all risks associated with attending the event and release CSBA from related liability.

Attendees will also be required to acknowledge and agree to abide by CSBA’s Events Code of Conduct. Noncompliance with the Code of Conduct may result in an attendee’s removal from the event and exclusion from future events. Further, CSBA reserves the right to remove any attendee from AEC, whether or not there’s been a violation of protocol, policy, or directors, if CSBA believes, in its sole discretion, that doing so is in the best interests of CSBA and beneficial to creating a collaborative, inclusive, and professional event environment.

Attendees understand the following:

By attending CSBA’s AEC, attendees consent to the recording and capturing of their image and/or voice in any non-private space and authorize CSBA to use attendees’ photographs, video, and audio recordings for any CSBA purpose.
CSBA and event staff reserve the right to photograph and record event activities for promotional and archival purposes.
Attendees should not leave personal belongings such as briefcases, water bottles, backpacks, purses, coats, book bags, laptops, tablets, or mobile devices, unattended in meeting rooms or public areas. Such items are the responsibility of their owner and CSBA will not be held responsible for their safekeeping should they become lost or stolen. Additionally, any unattended items may be subject to removal by security upon being discovered.
CSBA reserves the right to remove any attendee from AEC, whether or not there’s been a violation of protocol, policy, or directors, if CSBA believes, in its sole discretion, that doing so is in the best interests of CSBA and beneficial to creating a collaborative, inclusive, and professional event environment.

Housing Policy

All hotel reservations require a credit card guarantee. To avoid incurring a cancellation penalty, guests must provide advance notice of their cancellation. We recommend clarifying the cancellation policy directly with the hotel, as each establishment may have its own unique policies. Failure to arrive on your scheduled arrival date will result in a penalty equal to one (1) night’s room and tax. In addition, your reservation will be canceled in its entirety. Penalties for early departure are enforced and vary by hotel. Make sure to verify your departure date with your hotel upon check-in. The hotel may charge a one (1) night room and tax deposit upon receipt of the rooming list, starting on or after Friday, Nov. 13, 2026 (depending on your hotel).

All hotel rooms confirmed in your group block must have names assigned no later than Tuesday, July 14, 2026, at 3 p.m. (PST), (with the exception of any pending reservations within your block). Your local education agency (LEA) is allowed to hold a maximum of two (2) pending reservations until the housing deadline, Tuesday, Nov. 3, 2026, at 3 p.m. (PST).

Prior to the housing deadline of Tuesday, Nov. 3, 2026, at 3 p.m. (PST) you may make any changes to your reservation online, or via email at csba@maritz.com.

Starting on Wednesday, Nov. 18, 2026, at 3 p.m. (PST), you may begin contacting the hotel to make changes.

Between Friday, Nov. 13, 2026, and Tuesday, Nov. 17, 2026, we appreciate your understanding as we observe a blackout period for transferring information directly to the hotels within the CSBA negotiated room blocks. During this period, hotel reservation information may not yet be available in the hotel’s system.

The hotel rates provided are subject to current taxes and service fees by the hotel. A portion of the room rate paid by the hotel guests in attendance for CSBA’s AEC may be used by CSBA to offset costs involved in conducting this event.

Group Housing Reservation Limit

In our ongoing efforts to streamline the AEC registration and housing process, we’re implementing a housing reservation limit for LEAs participating in group bookings. Each LEA can reserve a maximum of 12 rooms. This measure aims to address overbooking concerns, ensuring fair access for all attendees.

Pre-Conference Ticket Waitlist Policy

A waitlist opens once the pre-conference activity has reached its maximum capacity. If a spot opens, the next person on the waitlist will be offered the ticket. To join the waitlist, please follow the registration process and select the waitlist option. Please note that joining the waitlist does not guarantee a ticket. We will notify you if a ticket becomes available. Onsite registration for pre-conference activities is not guaranteed and will only be available on a limited basis, if capacity allows. Advance registration is strongly encouraged.

The waitlist closes 11:59 p.m. on Tuesday, Nov. 24, 2026. If no tickets become available, you will be notified that no additional tickets will be released.

Cancellation by CSBA

CSBA reserves the right, in its sole discretion, to cancel, postpone, or modify the AEC at any time, with or without notice. If CSBA cancels the AEC, CSBA sole obligation and registrants’ exclusive remedy shall be limited to a refund of registrations fees meal function tickets actually paid as of the date of the cancellation by a registration. To the fullest extent permitted by law, CSBA will not be liable for, and expressly disclaims responsibility for, any other costs, expenses, or damages incurred by registrants or any third party in connection with AEC, including but not limited to registrants’ personal or business costs associated with participation at AEC. Please also note that after the housing deadline, hotel reservations within the AEC room block become personal and must be cancelled directly by the registrant. See Housing Policy above for further information.

Cancellation of Registration by Registrant

All cancellations must be submitted in writing no later than 11:59 p.m. (PST) on Tuesday, Nov. 10, 2026. Requests for refunds will not be reviewed until after the conference, and responses to requests may take an additional 8-10 weeks. Direct all cancellation requests to csba@maritz.com.

Pre-Conference Ticket Policy:

For pre-conference ticket cancellations received at or prior to 11:59 p.m. (PST) on Tuesday, Nov. 10, 2026:

Your registration fee will be refunded.
Substitutions may be made with another individual within the registrant’s LEA.

For pre-conference ticket cancellations received after 11:59 p.m. (PST) on Tuesday, Nov. 10, 2026:

No refunds will be issued.
Substitutions may be made with another individual within the registrant’s LEA by 8 a.m. (PST), the morning of the event, Wednesday, Dec. 2, 2026. You must visit the onsite registration desk to make substitution changes to your registration.

Conference Ticket Policy:

For cancellations received at or prior to 11:59 p.m. (PST) on Tuesday, Nov. 10, 2026:

A 25% processing fee will be applied, and the balance of your registration fee will be refunded.
Substitutions may be made with another individual within the registrant’s LEA.

For cancellations received Wednesday, Nov. 11, 2026, through the start of the event, Thursday, Dec. 3, 2026:

No refunds will be issued.
Substitutions may be made with another individual within the registrant’s LEA by 8 a.m. (PST), the morning of the event, Thursday, Dec. 3, 2026. You must visit the onsite registration desk to make substitution changes to your registration.

Meal Function Ticket Policy:

Ticketed meal functions are open only to paid conference registrants. Once the meal function is sold out, no more tickets can be purchased. Tickets will not be sold at the door.

For meal function ticket cancellations received prior at or prior to 11:59 p.m. (PST) on Tuesday, Dec. 1, 2026:

The balance of your meal function fee will be refunded.
Substitutions may be made to another individual.

For meal function ticket cancellations received on or after Wednesday, Dec. 2, 2026:

No refunds will be issued.
Substitutions may be made to another individual until the start of the selected meal function. You must visit the onsite registration desk to make substitution changes to your registration.

Trade Show Cancellation (for Exhibitors only)

Trade Show cancellations for Exhibitors will be processed according to the 2026 Trade Show Exhibitor Terms and Conditions, the terms of which are also provided here for convenience:

If CSBA cancels in-person attendance at the AEC or the associated Trade Show, exhibitors shall receive a full refund of the booth fees and badge fees (for additional exhibitors beyond the number of badges included with exhibiting fees).
If notice of cancellation by an exhibitor is given not later than 4:59 p.m. (PST) Friday, Oct. 30, 2026, a 50% refund of total booth fees paid will be issued. No refunds on booth fees will be issued on booth space canceled on or after 5 p.m. (PST) Friday, Oct. 30, 2026. Any exhibitor that requests a reduction in the size of the originally agreed upon booth space will be treated the same as a cancellation and will be refunded accordingly if the reduction is requested by 4:59 p.m. on Friday, Oct. 30, 2026. Compliance deposits will be refunded for all cancellations received prior to the 2026 conference.
Booth fees and badge fees are not refundable to exhibitors who cancel after Friday, Oct. 30, 2026.

Release from Liability to CSBA

All attendees agree that, as a condition to register for AEC, they must complete a separate Release of Liability to CSBA.

Shuttle/Transportation

CSBA may arrange for shuttles to transport AEC attendees, exhibitors, and staff (Riders) between conference hotels and the conference center. If a shuttle is provided, each rider uses the shuttle at their own risk, and as a condition of use, may be required to execute a waiver of liability in favor the shuttle provider. Each rider also agrees to follow all policies, procedures, and directives of the shuttle provider.

Minors

CSBA’s AEC programming is designed for adult audiences. Some conference sessions, discussions, and events may include mature subject matter or language that may not be appropriate for individuals under the age of 18.

AEC is not intended for children under 18 years old, except Student Board Members affiliated with CSBA member districts and/or county offices of education.

Any minor in attendance must be accompanied and supervised at all times by a parent, guardian, or designated adult chaperone.
Certain events at the AEC will have alcohol available. No one under 21 will be admitted into events where alcohol is served. Those events include but are not limited to, CSBA receptions and CSBA’s Golden Bell Awards Reception and Ceremony.
CSBA reserves the right to deny access to specific sessions or events where age restrictions apply.

Accessibility

CSBA is committed to providing an accessible and inclusive experience for all attendees. The following services are available to support with accessible participation in the event:

Wheelchair Accessibility: The venue is fully accessible, including wheelchair access to seating areas, restrooms, and entrances. If additional assistance is needed, please inform us prior to the event.
Reserved Seating: Accessible seating for individuals with mobility impairments can be provided. Requests for reserved seating should be made ahead of time to ensure availability.

If you require additional accommodations or have specific needs related to mobility, vision, hearing, or other areas, please contact us at aec@csba.org at least 72 hours prior to the event. While we will make every effort to reasonably accommodate your needs, please note that late requests may not be fully accommodated. We will provide guidance on how to reserve these services and ensure that necessary arrangements are made to support your participation.

Email/Mail Release

Registrants of the Annual Education Conference will have the option during registration to choose whether they wish to opt into providing their contact information, including email address, to AEC program hosts and exhibitors and receiving notifications and opportunities from the hosts/exhibitors via email or mail. The information provided will only be used to inform the attendee of promotions and networking opportunities with the exhibitors at the event. Attendee information is never given to any other parties. CSBA does not sell attendee information.

Mobile App Policy

The AEC App has features that allow fellow meeting attendees to know and contact each other. By participating in certain AEC events, you grant CSBA the right to upload your name, company and company’s primary address and phone number in your profile to the AEC event App. You may also opt for this information to be shared with registered attendees of AEC. Your information will not be shared outside of such attendees.

Prize Award Reporting Notice for Form 700 Filers

**As a reminder, local elected officials, including school district and county office of education board members, must file FPPC Form 700 annually by April 1, and within 30 days of taking and leaving office. The Political Reform Act requires disclosures and imposes limits on gifts received by local elected officials. Gifts from a single source aggregating $50 or more in a calendar year must be reported, and the gift limit for 2026 is $630 within a calendar year from any one source.

The FPPC has opined that when the pool of potential winners primarily consists of elected officials and/or other Form 700 filers, then any prize won may be reportable as a gift because the competition between elected officials is not considered “bona fide.” If you are a Form 700 filer, please be aware of the gift limit and report your prize as a gift from the California School Boards Association (Address: 3251 Beacon Blvd, West Sacramento, CA 95691) with a value of $___.

Notices