2025 NAFSA Region XII Conference

* Earlybird registration ends on September 22nd, 2025.

** NAFSA Special Members: Student/Retiree

** NAFSA Special Members: Student/Retiree

Region XII is excited to offer the following pre-conference workshop opportunities. Please register for pre-conference workshops via the regional conference registration portal. Workshop descriptions are linked below. 

This year, we will be offering CEP NAFSA Preconference Workshops:

CEP NAFSA Workshops (Full day)

• F-1 Student Advising: Beginners
• F-1 Student Advising: Intermediate
• J-1 Advising for Beginners
• Risk Assessment and Crisis Management in Education Abroad Programming

** NAFSA Special Members: Student/Retiree

Through the Online Planner, you can view the time, room, presenters, descriptions, and learning objectives of the sessions. You can also star the events you're interested in and create your own conference agenda, to view on the mobile webpage at the conference! There is also information on Sponsors, Exhibitors, and more!

View the Schedule!

We are pleased to offer a Resume Review program and a Mentor-Mentee program again this year. 

The Resume Review program offers expert guidance and feedback from experienced professionals in the field, ensuring that resumes are tailored to highlight relevant skills, experiences, and qualifications. Registrants will have the opportunity to have their resume reviewed on-site, during the conference.

The Mentor-Mentee program pairs new professionals in international education with experienced members. Learn from your mentor, tackle challenges, and expand your network. Mentors and mentees will be encouraged to meet in-person at the conference.

You can sign up for both of these programs through the conference registration system. If you have already registered, you can log in to modify your registration and add either option.

We have lots of fun in store for you in Pasadena! Check out our Special Event offerings below.

Pre-Conference Activities

Sunset Walking Tour: Pasadena Hilton to the Colorado Street Bridge

• Unwind after a full day of workshops with a guided evening stroll through historic Pasadena. Starting from the Pasadena Hilton, we’ll make our way to the iconic Colorado Street Bridge—famous for its stunning architecture and sweeping views. Enjoy fresh air, local history, and great conversation with fellow conference participants. The walk will conclude with an optional group dinner at a nearby local restaurant

Conference Activities

Brew Crew: Morning Meet-Up

• Start your day with a casual walk to a local café and connect with fellow NAFSA Region XII attendees along the way. This informal, no-agenda meetup is the perfect way to ease into the day—whether you’re looking for great conversation, fresh air, or your favorite cup of coffee. Meet in the hotel lobby each morning and enjoy a short stroll to one of Pasadena’s local gems.

The Mask Lounge

• Get inspired and get crafty with other conference participants at our midday mask-making social! Join fellow attendees at The Mask Lounge, a relaxed, creative space where you’ll design your own masquerade mask—perfect for wearing to our upcoming themed party. Enjoy a drink from the hotel bar (available for purchase at the lobby) and soak in the atmosphere as a live a cappella group sets the vibe. No experience necessary—just bring your imagination!

Caltech Campus Tour – Innovation & Architecture

• Discover the rich history and groundbreaking science behind one of the world’s most prestigious research institutions. Led by volunteers from the Caltech History and Architectural Tour Service (CHATS), this guided walking tour explores the unique architecture and scientific legacy of the Caltech campus. Learn how its academic spaces and cutting-edge labs have shaped global innovation and the local Pasadena community. 

Masquerade at Dusk – Opening Reception

• Join us as we officially open the NAFSA Region XII Conference with an evening of mystery, music, and celebration. Masquerade at Dusk invites you to don your mask—perhaps one crafted earlier in the day—and step into a vibrant night of connection and creativity. Enjoy drinks, food, and a festive atmosphere as we toast to the days ahead. A live performance will add a memorable flourish to this elegant kickoff event. Masks encouraged, festive spirit welcome!

Exhibitor and Sponsor Information

Connect with more than 350 international education professionals from across California, Nevada, Hawaii and the Pacific Islands. This year’s exhibit hall will be at the entrance of the conference venue, adjacent to Registration, and will host all conference refreshment breaks and meeting space, making it the center stage of the conference.

Expo Portal

Thank you for supporting NAFSA Region XII! We look forward to welcoming you to Pasadena, CA.

Booth Details & Schedule

Please find the following schedule for all exhibitors:

Exhibitor Hours:

Exhibitor booth includes:

• One (1) individual full-conference registration
• One (1) 6' x 30'' table with two chairs
• Visibility in the online conference program guide
• WiFi access for 2 individuals

Shipments

Exhibitors may mail their boxes no more than one month before the start of the conference. More information to come.

Travel to and around Pasadena

Please see the official Visit Pasadena website for various transportation methods. 

Travel with CANIE

This year, we are partnering with the Climate Action Network for International Educators (CANIE) Americas Chapter to make climate-conscious choices when traveling to Portland. Learn more about why and how at https://canie.org/take-action/travel-with-canie. 

How can you participate in #TravelwithCANIE? 

Once you’ve made travel arrangements to Pasadena, tell us your plans so we can calculate our cumulative impact!

Travel grant applications are no longer being accepted for the 2025 Regional Conference. Selected awardees will be notified by August 31st and will be able to register for the conference at lower rates by the Early Bird deadline of September 22nd, 2025.

Request a Letter of Invitation

All attendees traveling to the US from abroad can request a visa letter of invitation via the link above. 

All requests submitted by Wednesday, October 1st will be screened, but not all requests will be approved. Please allow one week from your date of submission for delivery. If approved, an invitation letter on official letterhead will be issued to you as a PDF document, and will be e-mailed to the address you provided.

Please check with your local U.S. consulate to allow sufficient time for visa processing. Your request for a letter of invitation to attend a NAFSA regional conference does not guarantee that you will receive a visa.

NAFSA is dedicated to providing a harassment-free conference experience for everyone, regardless of gender, sexual orientation, disability, physical appearance, body size, race, ethnicity, or religion. NAFSA does not tolerate harassment of conference participants in any form. All communication should be appropriate for a professional audience, including people of diverse backgrounds and cultures. Sexual language and imagery are not appropriate for the conference. Participants violating these rules may be asked to leave the conference at the sole discretion of NAFSA’s management. If someone makes you or anyone else feel unsafe or unwelcome, or if you witness unacceptable behavior, please inform the Regional Conference Planner, who will inform NAFSA staff, so that we may resolve any concerns. If you or another event participant witnesses or is a party to imminent physical danger or distress, promptly alert the appropriate security, law enforcement, or emergency medical authorities. This Code applies to all NAFSA members and event attendees in all NAFSA meeting venues, including the regional conference, ancillary events and social gatherings, whether officially sponsored by NAFSA or not and whether held in-person or virtually.

Conference registration and/or workshop registration may be canceled with full refund less a 10% processing fee, any time up until four (4) weeks prior, October 1, 2025, to the conference start date.

A 50% refund is available for conference registration and/or workshop registration provided written notification is received between four (4) weeks, October 1, 2025, and two (2) weeks prior, October 15, 2025, to the conference start date.

No refunds will be granted after October 15, 2025. In the case of emergency/extenuating circumstances, special requests may be considered on a case-by-case basis by the regional leadership team following the conference.

NAFSA follows COVID-19 safety protocols as required by the Centers for Disease Control and Prevention, the World Health Organization, and local ordinances in the conference location, which currently do not require proof of vaccination or masking. Should the mandates change, NAFSA reserves the right to adjust conference attendance policies accordingly.

NAFSA strongly encourages COVID-19 vaccination and boosters, as vaccines are recommended as a proven way to prevent the threat of critical illness. Many attendees may still choose to wear masks indoors, and we ask that all attendees respect those who elect to do so. NAFSA recommends attendees self-test before leaving home for the conference. If you feel ill on-site, please remain in your hotel room and test to determine your health status.

By registering for this event, you agree to the collection of contact and demographic information in accordance with NAFSA’s Privacy Policy. This includes any information unique to you that is available in the individual's NAFSA profile. NAFSA will share limited information (name, title, organization, state, and country) in the official attendee list. NAFSA may further share your contact information according to your selected “Communication Preferences” in your MyNAFSA and in accordance with NAFSA’s Privacy Policy.

Your data will be collected and utilized for NAFSA: Association of International Educators, organizer of this event, to allow your access to the event as well as its digital platform, CadmiumCD. Additionally, you agree to the sharing of your contact information with the trainers, coaches, and other program participants for the purpose of fulfilling the program for which you have registered. As a condition to participation, attendees consent to be recorded.

NAFSA is committed to providing universal access to its products, services, digital content, and events and, in compliance with the Americans With Disabilities Act, will honor requests for reasonable accommodations made by individuals with disabilities. Advance notice is necessary to arrange for some accessibility needs so we ask that requests for accommodations be made as early as possible, preferably at least three weeks in advance of the regional conference start date, through the registration process, if possible. Or, you can contact [email protected] for accommodation requests. Every reasonable effort will be made to provide reasonable accommodations in an effective and timely manner, but services are subject to availability, and further, NAFSA may not be able to grant accommodations requests that place an undue burden on it or that fundamentally change the nature or structure of the goods or services.