CSBA’s AEC Notices

General Notice for CSBA’s 2024 Annual Education Conference and Trade Show (AEC) in Anaheim, California: Please review carefully.

Attendees shall be required to follow procedures and protocols established at the conference venue and hotels to ensure the health and safety of all attendees. An attendee also shall be required to execute a release of liability form by which the attendee shall voluntarily agree to assume all risks related to exposure to COVID-19 or other contagious or infectious disease and release CSBA from any liability related to such exposure.

In addition, 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.
• Photographing and video-recording are allowed in most public areas of the event. However, at specific events, panels, or areas, photography or video-recording may be restricted.
• 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 safe keeping should they become lost or stolen. Additionally, any unattended items may be subject to removal by security upon being discovered.

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’s room and tax deposit upon receipt of the rooming list, on or after Monday, November 11, 2024.

All hotel rooms confirmed in your group block must have names assigned no later than Tuesday, August 13, 2024, at 3:00 p.m. (PDT) (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, November 5, 2024, at 3:00 p.m. (PST).

Prior to the housing deadline of Tuesday, November 5, 2024, at 3:00 p.m. (PST) you may make any changes to your reservation online, or via email at csba@maritz.com.  Please contact your hotel directly, on or after Friday, November 15, 2024, to make changes.

Between Monday, November 11, 2024 and Thursday, November 14, 2024 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, contacting the hotels directly may result in information not being readily available. We recommend contacting the hotel on or after Friday, November 15, 2024 for assistance.

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 15 accommodations. 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 and has sold out. 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. There is no onsite registration for pre-conference activities.

The waitlist closes on Monday, November 25, 2024. If no tickets become available, you will be notified that no additional tickets will be released.

Student Board Member (SBM) Two-Day Program Waitlist Policy:

A waitlist opens once the pre-conference activity has reached its maximum capacity and has sold out. If a spot opens, the next person on the waitlist will be offered the ticket. To join the waitlist, please contact register@csba.org. Please note that joining the waitlist does not guarantee a ticket. We will notify you if a ticket becomes available. There is no onsite registration for this pre-conference activity.

The waitlist closes on Tuesday, November 12, 2024. If no tickets become available, you will be notified that no additional tickets will be released.

Cancellation by CSBA

CSBA reserves the right to cancel the AEC at any time. If CSBA cancels the AEC, CSBA will not be liable for registrants’ personal or business costs associated with participation at the AEC, but registrants will receive a full refund for any paid registration fees and meal function tickets. Only after the housing deadline, hotel reservations within the AEC room block become personal and must be cancelled 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 November 12, 2024. 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 by 11:59 p.m. (PST) on November 12, 2024:

• The balance of your registration fee will be refunded.
• Substitutions may be made with another individual within the registrant’s LEA.

For pre-con ticket cancellations received on or after November 13, 2024:

• No refunds will be issued.
• Substitutions may be made with another individual within the registrant’s LEA by the morning of the event, December 4, 2024. You must visit the onsite registration desk to make changes to your registration.

Student Board Member (SBM) Two-Day Program Policy:

For (SBM) cancellations received before 11:59 p.m. (PST) on October 1, 2024:

• 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 by November 12, 2024.

For (SBM) cancellations received between October 2 and November 12, 2024:

• A 50% 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 by November 12, 2024.

For (SBM) cancellations received on or after November 13, 2024:

• No refunds will be issued.

Conference Ticket Policy:

For cancellations received by 11:59 p.m. (PST) on November 12, 2024:

• 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 November 13, 2024, through the start of the event, December 5, 2024:

• No refunds will be issued.
• Substitutions may be made with another individual within the registrant’s LEA by December 5, 2024. You must visit the onsite registration desk to make 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 by 11:59 p.m. (PST) on December 2, 2024:

• 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 December 3, 2024:

• 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 changes to your registration.

Trade Show Cancellation (for Exhibitors only)

• If CSBA cancels in-person attendance at the AEC or the associated Trade Show, exhibitors shall receive a full refund of the exhibiting and badge fees.
• If notice of cancellation by an exhibitor is given not later than 5:00 p.m. (PST) October 31, 2024, a 50% refund of total booth fees paid will be issued. No refunds on booth fees will be issued on booth space cancelled after 5:00 p.m. (PST) October 31, 2024. Any reduction in booth space will be treated the same as a termination and will be refunded accordingly. Compliance deposits will be refunded for all cancellations received prior to the 2024 conference.
• Exhibiting and badge fees are not refundable to exhibitors who cancel after October 31, 2024.

Release from Liability to CSBA

CSBA notifies registrant for in-person attendance as follows:

The novel coronavirus, COVID-19, is a worldwide pandemic which is extremely contagious and can cause serious illness and death. Though appropriate health and safety measures and precautions will be taken, CSBA cannot guarantee that you will not be exposed to, contract, or spread COVID-19 while attending a CSBA event or activity. Please note that any in-person interaction at the CSBA Annual Education Conference may increase your risk of contracting or spreading COVID-19.

With full acknowledgement of the above notice, I wish to attend the In-Person Meetings of CSBA’s 2024 Annual Education Conference and Trade Show, so I agree to the following:

• I understand that my attendance and participation in the above event could pose a risk of exposure to COVID-19 or other contagious or infectious disease to me.
• I freely assume any risk of harm or injury to me that my attendance or participation in the event may cause, and I release CSBA from all liabilities, costs, and damages that I may incur thereby.
• I understand that by this release and waiver, I give up my right to bring any claims, including for personal injuries, death, disease, property loss, or any other loss, that may be released and waived under applicable law.
• I understand that this release and waiver prevents me from seeking damages in any way against CSBA, whether such damages are known or unknown, foreseen, or unforeseen, or occur now or in the future.

Shuttle/Transportation Notice

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 of CSBA and/or the shuttle provider.

Minors

CSBA’s AEC programming is designed for adult audiences only. AEC is not for children under 18 years old, except Student Board Members affiliated with CSBA member districts and/or county office of educations.

• Certain events at the AEC will have alcohol available. No one under 21 will be admitted into such events. Those events include but are not limited to CSBA receptions and CSBA’s Golden Bell Awards Reception and Ceremony.

Any minor in attendance at the conference must be accompanied and supervised at all times by an adult.