Host an Event

Are you ready to connect with leaders in educational assessment at the CCSSO National Conference on Student Assessment (NCSA)? Hosting an affiliate event provides your organization the opportunity to foster connections, share expertise, and spotlight your contributions to the field.

CCSSO is excited to welcome nearly 1,000 professionals from the national education community to Austin, Texas, June 22-24, 2026. NCSA is an annual conference that brings together dynamic and innovative education professionals from across the country for a deeply collaborative and immersive experience. Attendees engage in discussions on cutting-edge technologies, share best practices, and address the most pressing issues in assessment and accountability. This is the only conference dedicated to educational assessment that features leading experts and showcases the latest innovations in technology.

Affiliate events offer groups a unique way to engage with the national education community, and can take place before, during, or after the official conference dates and must be requested and approved by CCSSO. Please note that only approved educational meetings and events are permitted during NCSA.

Examples of permissible affiliate events include:

• Focus Groups
• Hospitality Suites
• Internal Corporate Business Meetings
• Office Space
• Networking Events and Receptions
• Other activities, as approved by CCSSO

Affiliate Event Guidelines

All organizations (commercial and non-profit) wishing to hold meetings or events at the official NCSA 2026 hotel, JW Marriott Austin, during the conference must complete an Affiliate Meeting Request & Event Form. CCSSO approval is required for all meetings/events held in conjunction with NCSA 2026.

Eligibility:
Space will only be approved for organizations affiliated with CCSSO, including:

• Exhibitors
• Corporate sponsors
• CCSSO members
• Registered NCSA 2026 attendees

Fees:

• A non-refundable administrative fee of $2,500 applies per meeting room or event held at the hotel.
• NCSA sponsors and exhibitors may receive a waiver for one event. Any additional events are subject to the $2,500 fee.
• A separate form and fee are required for each room/event. Payment is due within 30 days of approval. (This fee is paid to CCSSO and is not a deposit toward hotel costs.)

Offsite Events:

If you plan to host an offsite event and intend to invite NCSA attendees, you must complete the Affiliate Event Request Form and obtain prior written approval from CCSSO before promoting or hosting the event. While the $2,500 administrative fee does not apply to offsite events, all events must adhere to the approved scheduling hours listed below.

Failure to notify CCSSO and obtain prior approval may result in CCSSO informing attendees that the event is not an approved event held in conjunction with NCSA.

Scheduling Requirements:
Affiliate events must take place outside official NCSA 2026 programming hours:

Review & Approval:

• Allow at least five (5) business days for CCSSO to review requests.
• Approved requests will receive an email notification.
• Deadline: No requests will be reviewed after June 1, 2026.
• Once approved, requestors may coordinate logistics directly with the hotel or venue. The hotel will not reserve space without CCSSO approval.
• Changes to meeting times or dates may require resubmission of the request form.

CCSSO reserves the right to accept, reject, or conditionally approve any request at its sole discretion, without obligation to provide reasons.

Organizer Responsibilities:
All costs associated with your meeting or event—including signage, room setup and cleanup, food and beverage, audiovisual, electrical, telephone, internet, room rental, shipping, and related expenses—are the sole responsibility of the organizer.

Distribution & Promotion:

• Affiliate event information may not be distributed within the hotel, except by NCSA exhibitors within their booth space.
• Non-exhibiting companies may not use meeting rooms or other venues to promote products. CCSSO reserves the right to deny meeting space requests for organizations that violate these policies.
• Signs, banners, or hospitality desks in hotel lobbies or public areas are not permitted. Approved events may display one sign outside the meeting room or event space.
• The CCSSO logo and NCSA 2026 name/logo may not be used on marketing materials, invitations, or advertisements.

Marketing & Email Communications:

When sending emails to promote your affiliate event, ensure recipient privacy. Do not include email addresses in the “CC” line or share them in a way that makes them visible to others. Use BCC (blind carbon copy) or an email marketing platform that protects attendee information. Maintaining privacy is critical to professional standards and attendee confidentiality.

Event Timing & Transportation:

Event start times must allow for attendee travel, and any provided transportation, such as shuttles, must not conflict with official NCSA programming.

Disclaimer on All Activity Materials:

Affiliate meetings and events:

• Are not sponsored by CCSSO and cannot be promoted as official NCSA events.

• All promotional materials—including advertisements, signage, invitations, and meeting materials—must include the following statement: “This is not an official activity of the CCSSO 2026 NCSA and is not sponsored or endorsed by CCSSO.”

CCSSO reserves the right to address any matters not specifically covered in these guidelines. Guidelines may be amended at any time, and notice of changes will be provided to contracted parties. Organizers are responsible for full compliance. Violations may result in penalties, including event cancellation.

Following these guidelines ensures your affiliate event contributes positively to the overall success of NCSA 2026.

Questions & Clarification:
For questions or further guidance, contact the NCSA Team via email, or reach out to:

Carla Toye, Development Manager
Phone: 202.336.7068

By submitting an Affiliate Event Request form, you acknowledge and agree to comply with these policies.