Thank you for your interest in holding a meeting or event in conjunction with a Cal Cities conference! Cal Cities welcomes organizations, groups, individuals, and/or sponsors to host functions during Cal Cities approved dates and times at our conferences.
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 receive approval from Cal Cities to hold an event. Organizations/companies will have the option to request space at the Cal Cities headquarters hotel through this form.
ICWs may not be held during official conference programming, i.e. general sessions, breakout sessions, and conference receptions.
Approved ICWs will receive Cal Cities branding to use on marketing and promotional items.
For more information, such as conference location and programming, please visit the Cal Cities Education and Events calendar.
For questions, please contact Taylor Damele, Event Logistics Manager.
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.
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.
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 during and/or around official conference events. 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 Cal Cities conferences.
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.
Cal Cities conferences draw city officials and staff throughout the state as a premier educational opportunity. Hosting an ICW event during a conference offers opportunities to engage and build partnerships with these attendees as they exchange ideas and network across municipalities.
Companies and groups also 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.
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 Taylor Damele, Event Logistics Manager.