The
Evidence-Based
School Counseling
Conference
Conference Policies
Vendor-free and Sponsor-free Policy

The Evidence-Based School Counseling Conference (EBSCC) is open to school counselors, school counselor educators, educational leaders (e.g. superintendents, administrators, teachers), or professionals in a related field, 18 years and older only.

In the following policy, a vendor is defined as a supplier of products and/or services. A sponsor is a vendor who pays for parts of the conference in return for access to the conference and/or advertisement opportunities by the conference organizer.

The EBSCC is not open to vendors in their capacity to sell products or services. Vendors are also prohibited from using the event as a means to solicit contacts or solicit contracts, for future opportunities to sell products and/or services. School counseling or educational professionals employed by vendors are welcome at the EBSCC as attendees or to provide professional presentations disseminating research-supported practices. Employees of vendors, or vendors attending the conference, agree that during EBSCC they will not promote, source products, or attempt to gain an advantage that might lead to future business transactions for their company.

The EBSCC organizers reserve the right to remove anyone from the conference who engages in solicitation or activities related to selling products or services during the conference or those who solicit attendees contact information for future product or services sourcing.

Speaker/Presentation Policy

The EBSCC does not own copyright to speaker presentations and is not responsible for speaker presentation content. The ideas and opinions expressed during keynote or session presentations are solely those of the author(s) of those presentations. The EBSCC is not responsible or liable for any presentation content, comments, or remakes that might reasonably offend someone. Speakers at the EBSCC agree that their presentations will not promote any products or services. The EBSCC reserves the right to terminate a presentation prior to or during the conference if it is reasonably perceived as a sales pitch, or if it is offensive, or discriminatory, or for any other reason at the sole discretion of the co-chairs of the EBSCC.

Discrimination Policy

The EBSCC prohibits discrimination against all conference attendees, including keynote and presenters, on the basis of race, national origin, ethnicity, age, ability, sex, gender identity, religion, spirituality, political beliefs, marital status, military status, familial or parental status, dysprosody (accent of speech), social origin, medical record, and/or sexual orientation.

Cancellation Policy

No refund will be issued for attendee cancellation of registration.

Privacy Policy

We do not ever sell, rent, or give out share personal data with any third party.

We collect and use personal information (e.g. email addresses) solely for fulfilling EBSCC purposes, such as advertising the subsequent EBSCC event. We would obtain consent from individuals beyond any use directly pertinent to the conference.

We only collect personal information by lawful and fair means, during the registration process, with the knowledge and consent of the individual concerned.

We protect personal information by reasonable security safeguards against loss or theft.

EBSCC Policy: Hosting the EBSCC Conference

Hosting the EBSCC is a wonderful professional opportunity, and a great way to support your local school counseling community as well as the profession. We want to make sure that the conference is available around the US.

Host Selection

Prior to submitting a proposal, please do the following:

  1. Identify the person or people who will be host/co-host with the EBSCC conference chairs
  2. Ensure that the potential host(s) has obtained institutional support to serve in that capacity
  3. The potential host has identified a conference facility or alternative facilities providing conference space and overnight accommodations for at least 450 people for 3 days (Research Day and two conference days) at a date acceptable to the EBSCC Conference Chairs, typically in March. This should include information about the accommodations offered on site, such as:
    1. Available conference venues, and preferred options (confirming availability at the planned dates);
    2. Details with respect to conference halls available, number of seats, etc. (both for main hall and for concurrent meetings)
    3. Available audio-visual equipment/support;
    4. Accessibility of the venue in general, and its related venues;
    5. Details on opportunities for social events (reception/conference dinner);
    6. Information on available hotels, in various categories, with current fees.
  4. The potential host presents a reasonable preliminary budget, following the budget guidelines that are identified below.
  5. The campus has convenient access to a major airport to facilitate and minimize participants’ travel costs and travel time.
  6. Ideally, but not necessarily, the campus has an on-site conference center and hotel. If the conference would be off-site, the potential host can offer some kind of on-campus component, such as a reception/dinner.

Budget Guidelines

The following criteria define an acceptable preliminary budget:

  1. The potential host has obtained cost estimates from one or more conference facilities with sufficient detail to permit completion of a preliminary budget
  2. The preliminary budget indicates that the conference will come at least close to break even with a registration fee consistent with previous conferences. An incremental fee increase is acceptable, but the increase may not be large.
  3. The potential conference site offers accommodation at an acceptable price.
  4. Detailed financial analysis in the following format:
    1. Fixed costs:
      1. Venue
        1. Main hall
        2. Breakout rooms
        3. Food options/serving (not same as food cost – just cost for space)
      2. Administration and Staffing
        1. Security
        2. Custodial
        3. Overhead
        4. Other (site dependent)
      3. Insurance (if needed)
    2. Variable costs:
      1. Catering
        1. Breakfast options - conference
        2. Coffee/tea/water
        3. Lunch - conference
        4. Research day
      2. Conference materials (program, signage, name tags)
      3. Transportation (to /from hotel, among spaces, as needed)
      4. Other (site dependent)

Host Institution Responsibilities

  1. The hosting institution is responsible for making all local arrangements, with agreement with the EBSCC chairs, including:
    1. securing conference space and overnight accommodations for at least 450 people for 3 days (Research Day, two conference days)
    2. planning meals
    3. scheduling rooms to accommodate the conference agenda
  2. The hosting institution is not expected to contribute funds to the conference.
  3. The host(s) coordinates with the EBSCC conference chairs but is not responsible for assembling the program in the year they are hosting the conference.
  4. Hosts are responsible for local recruitment and involvement of local school districts.
  5. The hosts typically identify the practitioner keynote speakers.
  6. The hosts provide significant input into the keynote speaker choice, based on their knowledge of local need.
  7. The hosting institution provides technical support for AV and insures that the conference runs smoothly. This includes miscellaneous tasks such as assisting with the coordination of airport transportation, shuttles, and other transportation logistics.
  8. The hosting institution normally arranges a welcome speech from a university representative.

Selection Procedure

  1. EBSCC co-chairs will study all requests received and may request additional information.
  2. EBSCC co-chairs are entrusted with the task of guiding the process and their decision is final.

Other Questions? Please email us at EBSCCinfo@gmail.com.