Know Before You Go - CalSPRA Conference 2026
It's almost time for the premier conference for California school communicators, and we can't wait to welcome you to San Jose!
Below are important details to help you prepare for the conference.
If you still have questions or need more information, please email karen@calspra.org
This should be opened on a cellular device to access the Whova app.
Get our official event app,
Get the most out of the app and have a more productive experience!
1
NAVIGATE the event agenda and logistics, even without Wi-Fi or data. Access useful information like ridesharing and local attractions through the Community Board
2
NETWORK effectively. Plan whom to meet by exploring attendee profiles and sending out messages
3
PARTICIPATE in event activities through session likes, comments, ratings, live polling, tweeting, and more
Whether you check in on Wednesday (11:00 a.m.-4:00 p.m.) or Thursday (7:30 a.m.-4:00 p.m.), here’s how check-in will run:
- On your Whova app homepage, there is a button labeled “QR Check-in.” This will open a QR scanner to scan the QR codes at the conference entrance.
- Following confirmation that you’ve been checked in as a registered attendee, you can visit the CalSPRA table to show proof of check-in and obtain your name badge, lanyard, and ribbons. Your badge will contain drink tickets good for Wednesday, Thursday, and Friday evenings’ events, and a dietary preference marker (based on your registration) you’ll use during Friday’s Awards Gala.
- After checking in, stop by the B43Productions booth to pick up your wi-fi password.
Check-in will also be available Friday evening for award gala guests via the CalSPRA check-in table in the lobby.
This year’s Wednesday night reception, sponsored by ____, is all about celebrating where we all belong! Join us on the 2nd-floor Market Foyer from 6:30-8:30 p.m.
Theme: Dress in an outfit that celebrates culture! We can’t wait to see you.
Reception access is included in conference registrat
View the full agenda here for additional session details, learning tracks, and speaker information.
See our line-up of incredible speakers here.
Are you presenting? Here is additional information for you!
Our conference wouldn't be the professional powerhouse it is without volunteers like you. Thank you for sharing your expertise with our members!
Your Slides
Don't forget to load your slides to the Google Drive so that everyone has access, even if they can't make it to your session.
Presenter Responsibilities
- Arrive 10 minutes early at your room
- Reach out through your introducer/board member if you need assistance
- AV team member will visit each room before sessions start
- No direct selling in the session
- Session feedback collection through survey (not Whova) at the end of the conference
Presenter Resources
CalSPRA Branded Slide Template
Presenter Preview Webinar February 12, 2025
Couldn't make it to CalSPRA's Presenter Preview Webinar? Don't worry, we recorded it!
Here is the recording from our presenter preview.
Here is the slide deck from our online presenter preview-
The conference will be held at the Signia by Hilton San Jose. CalSPRA has a room block dedicated to attendees. Your conference registration confirmation email includes the link to book a room at the CalSPRA rate, which is also below.
- Signia by Hilton San Jose
- CalSPRA Room Block – As of January 21,2026 the hotel block at Signia is sold out. You can check for openings using the passkey link: https://book.passkey.com/go/CalSPRA2025.
- Hotel Parking – Valet only. Current rates are $50.00 per car for overnight parking *subject to change*
- Food: The hotel offers room service. 5 p.m. - 10:30 p.m. hotel restaurants (AJI Bar & Robata and Fountain Restaurant). Additionally, several eating options are within walking distance for meals not included in your registration.
Nearby Hotel Options:
The conference will be held at the Signia by Hilton San Jose.
- Hotel Parking – Self-parking: Not available; Valet parking: $50.00
You can also use Spot Hero to reserve parking in advance at a reasonable rate. Just enter the address of the Signia Hilton San Jose to find nearby parking options and make a reservation.
Signia Hilton San Jose (170 S Market Street, San Jose, CA 95113)
There's still time to register for California’s leading conference for school communicators! Registration closes on February 27. Conference registration includes a ticket to the awards gala on Friday evening, and additional guest tickets can be purchased. Join over 400 public education PR professionals at the 2026 CalSPRA conference, "Where We ALL Belong." Participate in professional learning opportunities designed to build your tactical and leadership skills, and be inspired by a keynote speaker who will motivate and energize you. Connect with vendors who can support your daily workloads and network with fellow professionals who understand the unique challenges and triumphs of public education PR. Don’t miss this chance to enhance your skills, gain valuable insights, and strengthen your professional community.
We will kick off on Wednesday, March 11, in the afternoon with our pre-conference session, from 2:00-3:45 p.m., for first-time attendees in the Gold room. This pre-session is free to attend.
Award gala tickets are for guests who wish to attend the gala without registering for the full conference. Conference registration includes a ticket to the gala. Registration closes on February 27.
Dress up in your best cocktail attire and join us at the CalSPRA Awards Gala, where we'll come together to honor and celebrate our members' exceptional achievements and creativity. It’s a night to recognize excellence and inspire continued success in school public relations and communications!
Whether you’re a runner, walker, or enthusiastic cheerleader, the 5K is for everyone! The cost is just $30 and includes a t-shirt and a medal - perfect keepsakes to commemorate your participation.
A big thank you to our sponsor, ____, whose support helps keep registration costs low for our members! Be sure to say hi to them at their booth during the conference.
Click here to register for the 5K!
You can run, walk, or cheer on others! Please meet in the lobby at 6:00 a.m.; the run will start at 6:30 a.m. You can run, walk, or cheer on others.
We're working on putting together the second annual golf event. Check back soon for more information!
CalSPRA offers a variety of on-site volunteer opportunities at the conference. From helping with check-in to taking photos and videos, and supporting conference logistics, there is something for everyone. Volunteering is a great way to get to know other CalSPRA members and build your professional network. For more information, contact our Volunteer Chair Brittanie Arnett.
Join us for Thursday night Game Night in the ballroom, following the evening reception! Many thanks to our Presenting Sponsor, ParentSquare, who will kick off the event with an exciting bingo game. The festivities run from 7:30 to 10 p.m., so grab your friends and get ready for a night of laughter and friendly competition!
Conference registration includes access to game night.
We are bringing back our “Ask a Pro” 20 Minute Advice and Feedback Sessions on Thursday during the lunch break. Sign-up is required!
School communication can be lonely - finding someone who truly understands what you do for your organization can be challenging. Our “Ask a Pro” mini-sessions can help. We’ve brought seasoned PR volunteers from all over the state to offer you their best advice. You’ll have 20 minutes with two professionals to go over anything you’re looking for advice on, including:
- Feedback on a crisis situation
- Ideas for improving internal communication
- Working with your board or superintendent
- Reviewing your work projects or plans
- Brainstorming your next project
- Next steps in your career
- General PR advice
Spots are limited and fill up quickly. Sign up today to ensure you have a spot! Ask A Pro sign up.
The following meals are included in your registration:
- Thursday breakfast
- Friday breakfast
- Friday dinner
- Saturday breakfast
The hotel offers the Fountain and AJI Bar & Robata restaurants, as well as In-Room Dining (room service).
Here’s a quick guide to help you pack everything you’ll need for a great conference experience!
- Conference attire
- Conference attendees should plan to wear business casual attire throughout the event, with jeans being perfectly acceptable. For the CalSPRA game night, feel free to dress casually for a relaxed and fun evening. However, be sure to bring cocktail attire for the awards gala, where we'll celebrate in style. This mix of professional and casual dress codes will ensure you’re comfortable and appropriately dressed for all conference activities.
- Outfit for the Wednesday night “Celebrating California” reception
- Comfortable shoes for the 5K or golf event (if participating)
- Notebook, pens, or devices for taking notes during sessions
- Chargers for all your tech
- Refillable water bottle
- Cocktail attire for the awards gala on Friday
We're using The Weather Channel to monitor the weather. Be sure to check the weather before packing.
All location changes will be announced via the Whova app.
*Sponsorship at all levels except Bronze/No-booth are sold out for this year's conference. Please karen@calspra.org if you are interested in that level.*
To our valued sponsors, thank you for your incredible support of the 2026 Annual Conference of School Communicators. Your generous contributions are instrumental in making this event a success, and many communicators wouldn't be able to participate in this valuable professional development opportunity without your partnership. By investing in this conference, you're directly improving communication and engagement for students across California, empowering school communicators with the latest tools and strategies to connect with their communities effectively. We deeply appreciate your commitment to our mission and look forward to continuing this important work together.
Questions? Email karen@calspra.org
Location Information
This year's conference will take place at the beautiful Signia by Hilton San Jose Hotel located at 170 S. Market Street, San Jose, CA 95113.
Shipping Your Materials
The hotel has requested that items not arrive any earlier that three days before the conference start, March 3rd at the earliest.
Here is the shipping label that you should include to ensure that you receive your items.
Conference Events
At CalSPRA, we believe our sponsors are true partners not only in bringing this conference to our members but also in helping all of us discover better tools. Our sponsors are always welcome at all conference events. Please note that you must register separately, and there is an additional fee for the 5k event. All others are included in the sponsorship.
It is our assumption that most sponsors do not plan to attend the Award Gala on Friday night since it takes place after booth take-down. However, if you plan to attend, please fill out THIS FORM by Wed. Feb 19th
Booths
Booths will have access to power. They are located in one of three foyers on the second floor of the hotel. Booths are not secured overnight, so it is advisable to keep valuable belongings in your hotel room. However, if you are not staying at the host hotel, we may be able to identify space for you. Sponsor booths can be set up as early as 7 p.m. on Wednesday, March 5. They can be taken down on Friday, March 7 at 4:15 p.m.
Registration
Depending on your level of sponsorship, you receive 1-3 complimentary conference registrations. Additional registrations are $250 to cover the cost of the hotel meals. If you are not sure if all members of your team are registered, please email karen@calspra.org. If you need to change the representative you are sending, please let Karen know as well.
Attendee Lists
Sponsors at Platinum and above will receive the attendee lists on Friday, March 6. All other sponsors will receive the lists on the first day of the conference.
Sponsor Liaisons
We will be offering a new support for sponsors at this year's conference, our Sponsor Liaisons. They are CalSPRA members who have volunteered to help with the conference, specifically as liaisons. They will connect with their sponsor partner ahead of the conference and assist in answering any questions.
Additional Resources
Sponsor Webinar Preview
We are excited to offer a sponsor preview webinar this year on Friday, February 13, 2026, 10 a.m. - 11 a.m. A recording will also be posted online.