The California Association of Councils of Governments (“CALCOG”) is committed to providing a safe, productive, and welcoming environment for all meetings, events, and program participants. These policies apply to all CALCOG events—whether in-person or virtual—and extend to all participants, including attendees, speakers, volunteers, exhibitors, sponsors, service providers, and CALCOG staff.
Personal Responsibility & Liability Waiver
By attending any CALCOG event (the “Event”), you acknowledge and voluntarily assume all risks associated with participation, and release CALCOG from any liability for injury, illness, or harm that may occur.
In consideration of being permitted to participate, you agree to forever waive and release CALCOG, its directors, officers, and employees from any and all claims, damages, or expenses arising from your attendance or participation—whether directly related to the Event or not. This waiver expressly includes, without limitation, claims connected to exposure, infection, or spread of COVID-19 or other communicable diseases.
Cancellation Policy
- All registration cancellations and refund requests must be submitted in writing by the deadline listed on the event registration page. Requests received by the deadline will be refunded in full; otherwise, CALCOG will retain the registration fee. Partial refunds are at the discretion of CALCOG. (NOTE: For the CARL Program, if a participant has accepted a spot in the program, refunds are at CALCOG’s discretion.)
- Substitutions are permitted if requested in writing before the Event.
- CALCOG regrets that refunds cannot be issued for no-shows.
- CALCOG reserves the right to change speakers or cancel an event due to unforeseen circumstances. CALCOG’s total liability is limited to a refund of the registration fee.
- Virtual Events: If a technical failure at the attendee’s location prevents access, no refund will be issued. Attendees are responsible for confirming system requirements prior to the Event. If a provider-side technical failure causes cancellation, a full refund will be issued.
Consent Clause
Photo Release: Registration and participation in a CALCOG event constitutes consent for CALCOG and its partners to use your image, likeness, or voice in photographs, videos, recordings, or other media related to the Event.
Contact Information: CALCOG may provide attendee information to event partners and exhibitors for purposes related to the Event.
Event Apps: For events using mobile apps, basic attendee information (name, organization, contact details) may be visible to other registered participants and sponsors.
Personal Safety & Security
CALCOG works closely with venues to ensure a safe environment. Participants are encouraged to:
- Stay aware of your surroundings.
- Use the buddy system when walking during early or late hours.
- Remove event badges when leaving the venue.
- Limit the amount of cash or valuables carried.
- Never leave personal belongings unattended.
CALCOG and its sponsors assume no liability for the safety of attendees traveling to or from Events. If you need immediate assistance, contact CALCOG staff, venue security, or call 911.
Responsible Drinking
At some Events, alcoholic beverages may be served. CALCOG expects participants to drink responsibly. CALCOG and venue staff reserve the right to refuse service or require an attendee to leave if behavior becomes unsafe.
Code of Conduct
CALCOG is committed to providing a friendly, safe, and welcoming environment for all participants, regardless of gender, sexual orientation, disability, race, ethnicity, religion, national origin, age, gender identity, or any other personal characteristic. We expect all attendees, speakers, exhibitors, sponsors, volunteers, contractors, venue staff, and CALCOG staff to comply with all applicable laws and policies, and to help create a positive, professional experience for everyone.
Unacceptable behavior may take many forms, including words, actions, signage or online posts. Examples include:
- Harassment, intimidation, or discrimination in any form.
- Intimidation, unwelcome sexual advances, or abusive or vulgar language.
- Physical or verbal abuse directed at any participant, staff, or guest.
- Disruption of presentations, sessions, or virtual platforms.
- Use of inappropriate, offensive, or promotional content during sessions or in digital communications.
- Unauthorized photography, recording, or screenshots of virtual sessions.
All participants are expected to comply immediately if asked to stop unacceptable behavior. CALCOG reserves the right to take any action deemed appropriate, including:
- Immediate removal from the Event without a refund.
- Contact law enforcement if necessary.
- Prohibiting attendance at future CALCOG events.
While CALCOG cannot control participant behavior outside official event hours, we expect participants to abide by this Code of Conduct at all CALCOG-related activities, including ancillary events and social gatherings.
Anyone who experiences or observes unacceptable behavior is encouraged to report it to CALCOG staff without fear of retaliation. Reports will be handled confidentially to the extent possible while allowing for effective response.
Violations
Violations of these policies may result in immediate removal from an Event, denial of access to future CALCOG events, and/or other actions deemed appropriate by CALCOG.