School Counseling
Conference Policies
Principles and Expectations

All individuals deserve optimal learning environments. The Evidence-Based School Counseling Conference (EBSCC) is committed to ensuring participants have the right to:

  • Be respected and treated with dignity.
  • A physically and emotionally safe, inclusive, and healthy learning environment, both in-person and on digital platforms, free from abuse, bullying, harassment, discrimination, and any other forms of violence.
  • Information and support needed to enhance self-development and affirmation within one’s group identities.
  • Privacy that is honored to the greatest extent possible.

“Participant” in this policy refers to anyone present at EBSCC (both in person or online), including venue staff and all participants. By registering for or attending an EBSCC conference or educational program (in person or online), you agree to refrain from conduct that is disruptive or destructive and are expected to avoid any discrimination, intolerance, inappropriate actions, harassment, aggression, ill-will, or statements based on individual characteristics such as age, culture, race, religion, ethnicity, sexual orientation, gender, gender identity, gender expression, disability, physical appearance, body size, marital/partnership status, nationality, language preference, socioeconomic status, immigration status, political affiliation, ability status, educational background, or any other characteristic.

Harassment, including but not limited to sexual harassment, or disruptive behavior of any kind will not be tolerated. This includes, but is not limited to, any behavior or language that is inappropriate, aggressive, or intimidating; unwelcome jokes or comments; unwanted touching or attention; stalking; harassing photography or recording; offensive or sexually oriented images; and aggressive physical behavior. Promoting or encouraging any of the above behavior is likewise prohibited. EBSCC reserves the right to take any necessary and appropriate action against a participant who engages in any form of harassment or inappropriate behavior in violation of this policy, including removal of the participant from the program. If there is a question of immediate danger, action may be taken to ensure the immediate safety of all participants regardless of any procedure that may follow. Individuals asked to leave the event will not receive a refund and may be prevented from registering for future EBSCC events.

Reporting Unacceptable Behavior

If you are being harassed, notice that someone else is being treated poorly, or have additional concerns, please say something. EBSCC Co-Chairs can be found on site in the registration area throughout the day at live events. For virtual events, please contact to report incidents at any time of the day.

We expect all participants to follow this Code of Conduct at all events, all related social event venues, in the virtual environment, and across media channels. The policy may be revised at any time by EBSCC without notice. In the event of an emergency, please contact local authorities immediately.

Intellectual Property Notice & Copyright Policy

All intellectual property rights apply to the Evidence-Based School Counseling Conference ("the Event"), the content and all materials distributed at or in connection with the Event that are owned by EBSCC and/or speakers presenting at the Event. You may not use or reproduce, or allow anyone to use or reproduce, any of EBSCC’s content and/or any materials distributed at or in connection with the Event for any reason without the prior written permission of EBSCC and the presenting speaker.

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.

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