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2025 Annual Conference and Expo

In Conjunction With Events (ICW)

Thank you for your interest in holding a meeting or event in conjunction with the 2025 Annual Conference and Expo! Cal Cities welcomes organizations, groups, individuals, exhibitors, and/or sponsors to host functions during Cal Cities-approved dates and times at the Annual Conference and Expo.

In Conjunction With (ICW) events are defined as any meeting or event that meets one of the following criteria:

  • 25% or more of the attendees are expected to be Annual Conference and Expo attendees/exhibitors.
  • Promotional materials include mention of the Annual Conference and Expo.

In our ongoing commitment to fostering a secure and professional environment for our attendees, members, affiliates, and sponsors, Cal Cities requires all organizations wishing to hold ICW events to register their event and receive approval from Cal Cities prior to promoting or implementing the function.

We strongly recommend that organizations do not contract meeting/event space directly with venues until they have received approval from Cal Cities to hold an event. Organizations/Companies will have the option to request space at the Cal Cities host hotel through the form below.

ICWs may not be held during these times:

  • Wednesday, October 8: 1:15 – 4:00 p.m.
  • Thursday, October 9: 10:00 – 11:30 a.m.
  • Friday, October 10: 11:00 a.m. – 12:30 p.m.
  • Hospitality events may not be held during educational programming

Approved ICWs will receive Cal Cities branding to use on marketing and promotional items.

Submit an ICW Request Form now.

For questions, please contact Brittani White, Event Coordinator.

ICW Guidelines
What is an In Conjunction With (ICW) event?

In Conjunction With (ICW) events are defined as any meeting or event that meets one of the following criteria:

  • 25% or more of the attendees are expected to be Annual Conference and Expo attendees/exhibitors.
  • Promotional materials include mention of the Annual Conference and Expo.

All events must receive approval from Cal Cities, regardless of meeting location. ICWs include, but are not limited to:

  • Working Group, Committee and Board meetings with a set attendee list
  • Affiliated association events
  • Exhibitor or sponsor pre-conference and post-conference meetings
  • Social events
  • Office
  • Film screenings

Typically, the following activities are not permitted:

  • Events of any size hosted by companies or individuals that are not attending, exhibiting, sponsoring, or otherwise affiliated with Cal Cities;
  • Sales presentations and equipment demonstrations;
  • Distribution of printed promotional material (e.g., fliers, room drops);
  • Education programs (exceptions may be made for pre- and post-conference programs);
  • Content resembling existing Cal Cities or Annual Conference and Expo programs or purporting to be supported by Cal Cities or any of its members/affiliates without written approval

ICWs may not be held during these times:

  • Wednesday, October 8: 1:15 – 4:00 p.m.
  • Thursday, October 9: 10:00 – 11:30 a.m.
  • Friday, October 10: 11:00 a.m. – 12:30 p.m.
  • Hospitality events may not be held during educational programming
Register Your ICW Event

The ICW Request Form is available here.

Once an ICW request is submitted, Cal Cities will review and respond within seven business days.

If your event is approved, you will receive a confirmation email from Cal Cities. After you receive approval, you may work directly with your venue on the details of your event. If you wish to alter or change the event or its location, you must submit a new ICW Request Form.

If your event is not approved, you will receive an email from Cal Cities stating that the application has been denied.

Logistics and Promotion for Approved ICWs
  • Cal Cities will provide official ICW branding materials to companies and groups hosting approved ICWs to use on marketing and promotional items.
    • Use of the Cal Cities or Annual Conference and Expo name and logo, other than the approved ICW logo, is prohibited on any ICW promotional materials. You may not use Cal Cities trademarks, logos, tradenames, or other intellectual property without Cal Cities’ prior written consent.
  • All costs associated with the ICW event (e.g., food and beverage, audiovisual equipment and labor, meeting room rental) are the responsibility of the sponsoring organization or individual.
  • Promotional materials (e.g., announcements, invitations, publicity, on-site materials, signage) must not imply that the event is part of official Annual Conference and Expo activities produced or provided by Cal Cities.
  • A copy of the invitation and/or any signage including Cal Cities branding must be sent to Amanda Cadelago 72 hours before distribution.
Rules and Regulations
  1. Code of Conduct: ICW event organizers must establish and enforce a Code of Conduct for the event that meets or exceeds the standards set forth in the Cal Cities Event and Meeting Policies.
  2. Sponsorship, Partners, and Branding: ICW events may not display or promote any sponsors, partners, co-hosts, content, or brands that compete with or conflict with the mission of Cal Cities or the Cal Cities Annual Conference and Expo. Additionally, ICW events and any related promotional materials may not imply, state, or suggest that Cal Cities is in support of or endorses the event or event organizers.
  3. Marketing and Promotion: All promotional materials and marketing campaigns related to your ICW event must receive prior approval from Cal Cities. A copy of the invitation and/or any signage including Cal Cities branding must be sent to Amanda Cadelago 72 hours before distribution.
  4. Signage: Signage for the ICW event can be placed in an exhibitor booth but cannot be placed in other contracted Cal Cities meeting and event spaces.
  5. Security and Safety: ICW event organizer is solely responsible for ensuring the safety and security of ICW event attendees. Compliance with local laws, regulations, and safety standards is mandatory.
  6. Insurance and Indemnification: ICW event organizers must carry appropriate insurance coverage for their events. Proof of insurance must be provided upon request by Cal Cities or the venue. Cal Cities will not be liable for injury or damage that occurs at an ICW event. ICW event organizer agrees to indemnify, defend and hold harmless Cal Cities, its directors, officers, employees, agents and volunteers from and against all claims and actions and all expenses incidental thereto, which may arise from or in any manner relate to the ICW event. This indemnity and hold harmless agreement will not be applicable to liability based upon the sole negligence or willful misconduct of Cal Cities.
  7. Compliance with Annual Conference and Expo Schedule: ICW events must adhere to the specified date and time slots approved by Cal Cities. ICWs may not be held during these times:
    • Wednesday, October 8: 1:15 – 4:00 p.m.
    • Thursday, October 9: 10:00 – 11:30 a.m.
    • Friday, October 10: 11:00 a.m. – 12:30 p.m.
    • Hospitality events may not be held during educational programming
  8. Financial Obligations: ICW event organizers are responsible for all event costs, including venue rental, equipment, staffing, and marketing. Do not expect financial support or resources from Cal Cities.
  9. Compliance Review: Cal Cities reserves the right to review and evaluate ICW events to ensure they adhere to these rules and regulations.
Non-Compliance
  • ICW event organizer’s failure to comply with these Rules and Regulations may result in the immediate cancellation or termination of the ICW event and could affect ICW event organizer’s participation in current and future Cal Cities events.
  • Entities that hold ICW events that are not approved by Cal Cities may have their events cancelled or terminated, and/or may not be permitted to hold ICW events at future Cal Cities events.
  • Cal Cities will not be responsible for expenses or losses resulting from the cancellation or termination of said event(s).

Please review this document carefully and contact Cal Cities with questions or concerns. It is essential to maintain the integrity and reputation of the Annual Conference and Expo while delivering a safe, engaging and valuable experience to attendees.

Frequently Asked Questions
What is an In Conjunction With (ICW) event?

In Conjunction With (ICW) events are defined as any meeting or event that meets one of the following criteria:

  • 25% or more of the attendees are expected to be Annual Conference and Expo attendees/exhibitors.
  • Promotional materials include mention of the Annual Conference and Expo.
Why does Cal Cities have an ICW Policy?

It is a common practice for nonprofit organizations to have a policy in place to manage other companies and organizations that wish to hold events in and around the Annual Conference and Expo. This decision is designed to safeguard the integrity of the organization and to ensure a positive experience for attendees.

Who does the ICW Policy apply to?

All companies, groups, organizations, and individuals that wish to meet and host functions during Cal Cities approved dates and times in conjunction with the Annual Conference and Expo.

What are the available dates and times to hold events?

ICWs may not be held during these times:

  • Wednesday, October 8: 1:15 – 4:00 p.m.
  • Thursday, October 9: 10:00 – 11:30 a.m.
  • Friday, October 10: 11:00 a.m. – 12:30 p.m.
  • Hospitality events may not be held during educational programming
Are any locations off-limits?

No exclusions apply but will be determined upon a case-by-case basis. Event hosts should choose a location that reflects the professional nature of Cal Cities events.

What are the benefits of hosting an official ICW Event at the Annual Conference and Expo?

The Annual Conference and Expo is the premier event for California city officials. With an estimated 2,500 attendees, participants can connect with an audience including council members, city managers, and other influential decision-makers from finance, parks and recreation, public works, planning, fire, and police departments.

Companies and groups hosting approved ICWs will be provided with an official Cal Cities ICW logo to use on all marketing and promotional materials.

What sort of an event would be declined?

In general, the following activities are not permitted:

  • Events of any size hosted by companies or individuals that are not attending, exhibiting, sponsoring, or otherwise affiliated with Cal Cities;
  • Sales presentations and equipment demonstrations;
  • Education programs (exceptions may be made for pre- and post-conference programs);
  • Content resembling existing Cal Cities or Annual Conference and Expo programs or purporting to be supported by Cal Cities or any of its members/affiliates without written approval
What happens if an unapproved group hosts an event?

Entities that hold events that are not approved may have their events shut down and/or may not be permitted to hold events at future Cal Cities events.

Failure to comply with the Rules and Regulations may result in the cancellation of your ICW event and could affect your participation in current and future Cal Cities events.

How will the ICW Policy be enforced?

Cal Cities is relying on our partner individuals, companies, and organizations to self-identify their participation with the ICW Policy. We also rely on those same people to notify Cal Cities if they hear of or encounter an unapproved event.

Who should I contact with questions regarding the ICW Policy?

Please contact Brittani White, Event Coordinator.

1400 K Street, Suite 400

Sacramento, CA 95814

P: (916) 658-8200

F: (916) 658-8240

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