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:
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:
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.
All events must receive approval from Cal Cities, regardless of meeting location. ICWs include, but are not limited to:
Typically, the following activities are not permitted:
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.
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.
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.
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.
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.
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 have the opportunity to request to host ICW events at the conference headquarters hotel, and approved ICWs will be provided with an official Cal Cities ICW logo to use on all marketing and promotional materials.
In general, the following activities are not permitted:
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.
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.
Please contact Brittani White, Event Coordinator.