Western Region In-Person Meeting Considerations 2022

Safety Requirements for ACA Regional Conferences 

ACA is committed to providing opportunities to engage in the safest and most enjoyable in-person experience possible. To achieve this, we are focused on a multilayered approach to mitigating COVID-19 at all ACA in-person events. This approach may vary by location, resources available, and local guidance. The following precautions have been established out of an abundance of caution for the health, safety, and comfort of all conference attendees. 

 

Requirements to Attend 

  • Proof of full vaccination or a negative COVID-19 PCR test result timestamped within 72 hours of the first day of an event must be produced to gain access to the conference. 

  • Stay home if you are sick or have any symptoms of COVID-19, and get tested for COVID-19. 

  • Those who have been in close contact with someone with a confirmed case of COVID-19 within 21 days should not attend the conference until they have met the CDC requirements for being in public spaces. 

  • Each event attendee is required to read and sign the ACA Event Attendee COVID-19 Release of Liability Agreement waiver. Please download, print, and sign the waiver and bring it with you to the event. You may also scan and email your completed waiver to jbeitner@ACAcamps.org. We will also have copies of the waiver available at registration. 

  • Individuals will not be admitted to the conference without a signed waiver and either proof of full vaccination or a negative COVID-19 PCR test timestamped within 72 hours of the first day of the conference.  

Attendee Waiver

During the Conference 

  • Wearing a face mask at all times when indoors and when physical distancing is difficult outdoors, regardless of your vaccination status, is a requirement of all attendees. 

  • While indoors and in close proximity to others, physical distancing must be maintained. 

  • When possible, eat outdoors. If eating indoors is required, maintain a physical distance of at least six feet from other participants. 

  • Cover coughs and sneezes and wash hands frequently. 

Proof of Vaccination 

  • A CDC-issued vaccination card including the name of the person vaccinated, the type of vaccination provided and the date that the last dose was administered.   

  • A digital photo of a CDC-issued vaccination card stored on a phone or electronic device or digital proof of vaccination from a pharmacy or other health care provider. 

  • A printed photo of a CDC-issued vaccination card.   

  • A copy of your vaccination card via an app such as Clear or Vaccine Check 

Negative COVID-19 PCR Test 

  • A digital photo of negative COVID-19 PCR test results that includes the name of the attendee, the type of test, and the test date.   

  • A printed photo of negative COVID-19 PCR test results that includes the name of the attendee, the type of test, and the test date. 

Hotel & Meeting Spaces 

We are adapting the traditional conference/meeting layouts to include opportunities for physical distancing when possible and will work with hotels and other venues to address site-specific issues such as adequate ventilation. Additionally, we will monitor local and state regulations related to group gatherings and adjust when and where necessary to maintain healthy operations. 

COVID Related Costs 

Register with confidence. We want you to feel safe attending an ACA event and attend only if you are feeling well. If you need to cancel your registration due to COVID, we will help you transfer your registration fees to a virtual event or offer you a full refund. We are happy to work with you on registration fees paid to ACA but cannot refund any out-of-pocket expenses for transportation, offsite lodging, or anything but registration fees. 

Questions on Your Health and Safety During the Conference? 

We know you might have more questions, and we’re excited to answer those questions and hear your thoughts on health and safety for this event. Please feel free to connect John Beitner at jbeitner@ACAcamps.org with all health and safety questions and concerns. 

ACA will continue to follow federal, state, and local health official guidance for all events and will make any adjustments as necessary. These requirements align with best practices that promote the safety of our participants and staff as our guiding principle.