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Health and Safety

Our commitment to health and safety

Updated September 23, 2021

We are constantly monitoring the state of the COVID-19 pandemic and will implement all precautions necessary to ensure a safe in-person meeting experience for all. Detailed information can be found below regarding our current Assembly guidelines, which are subject to change pending any new developments.

These protocols are accurate as of September 23, 2021. We will continue to monitor the ongoing situation and make updates to this page when additional information becomes available. If you have questions or concerns, please contact This email address is being protected from spambots. You need JavaScript enabled to view it. . 

Before You Arrive

  • Complete the self-assessment. If you have any symptoms, we ask that you please stay at home. Check your symptoms using the CDC’s COVID-19 Self-Checker
  • Check your travel guidelines. Check the requirements for your airline and for the destinations you will be traveling. Review the latest TSA COVID-19 updates and mask requirements during flight travel.
  • Prepare your proof of vaccination or negative COVID test. Proof of full vaccination or negative test is required for all in-person meeting attendees, exhibitors, and staff. You must verify that you are fully vaccinated with a WHO-approved vaccine (i.e. Pfizer, Modera, Johnson and Johnson). According to the CDC, you are considered fully vaccinated two weeks after your final dose. If you have chosen not to get the vaccine, a negative COVID test is required 48 hours in advance of the meeting’s start date of February 9, 2022. Additional details for submitting your proof of vaccination or negative COVID test to come.
  • Pack Your Mask. Currently, it will be required that you wear a mask at all indoor public places affiliated with the Annual Assembly, regardless of vaccination status. The face mask policy will continue to be reviewed as we draw closer to the Annual Assembly.
  • Music City Center COVID-19 Protocols. Read the latest information from the Music City Center regarding their health and safety guidelines.
  • Monitoring and Updates. Continue to check back for more information and updates regarding planning and safety for the Annual Assembly.

Before You Arrive (Exhibitors)

  • Check your booth density. Please plan to allow for physical distancing at your booth. If physical distancing is not possible, you must take every possible precaution to minimize the risk of airborne transmission. We’ll check expected capacities when approving your booth plans.
  • Check your food offerings. If you are providing treats, all food items must be pre-packaged and individually wrapped.
  • Provide hand sanitizer. Please plan to provide hand sanitizer at your booth and encourage use for every visitor.

Onsite Safety Planning

  • Session physical distancing. Session rooms will be set with space between each chair. The main plenary room will be set in a manner to allow for appropriate physical distancing between attendees. If you are uncomfortable attending a plenary in the large room, attendees may watch a live stream of the plenary from their hotel room on their personal laptop via the virtual Annual Assembly platform. An additional smaller satellite room will also be available for those comfortable in a smaller space, with the plenary session broadcast live. There will also be two registration desks to help eliminate long lines and crowding.
  • Exhibit Hall physical distancing. Exhibit booths will be spaced out evenly in the rows. View the Exhibit Hall floor plan to understand the spacing - coming soon.
  • Poster viewing. Posters will be viewable in the Exhibit Hall. All posters will be available online via the virtual Annual Assembly platform for viewing on your own time as well if you are uncomfortable in the Exhibit Hall for extended periods.
  • Scheduling. The Assembly schedule has also been modified to allow for sessions starting and ending at staggered times which will allow for less congested transitions between sessions.

Arriving at the Annual Assembly

  • Please allow extra time when arriving. To cut down on registration lines, please be sure to arrive early and allow for time to pick up your badge. See registration hours - coming soon.
  • Please comply with all CDC COVID-19 health and safety guidelines.
  • Check any symptoms. Complete a daily self-assessment using the CDC’s COVID-19 self-checker. If you are experiencing any of these symptoms, please stay in your hotel room and attend the Annual Assembly’s virtual options.
  • Prepare to show/confirm your COVID vaccine or negative test results. You must be able to present proof that you are fully vaccinated or have a negative COVID test 48 hours prior to the start of the Annual Assembly beginning February 9, 2022. Additional details to submit your proof of vaccination or negative COVID test coming soon.
  • Wear your face mask. Currently, it will be required that you wear a mask at all indoor public places affiliated with the Annual Assembly, regardless of vaccination status. The face mask policy will continue to be reviewed as we draw closer to the Annual Assembly.

During the Annual Assembly

  • Wear your face mask. Currently, it will be required that you wear a mask at all indoor public places affiliated with the Annual Assembly, regardless of vaccination status. If you are eating or drinking, you may take your mask off only when stationary. You may not actively walk the grounds with a mask off while eating or drinking. The face mask policy will continue to be reviewed as we draw closer to the Annual Assembly.
  • Follow all CDC guidelines. Wash your hands often, user the sanitizer stations, cover your cough or sneeze, and do not enter the Assembly ground if you show any symptoms. If you start to feel unwell, please go to the medical station. Visit CDC.gov for more information.
  • Physical distance. There will be two registration desks to help minimize crowds and lines, one on the 2nd floor, and one on the 3rd floor. We have set up session rooms to provide for space between each chair to reduce crowding and comply with capacity guidelines. The Exhibit Hall is spaced out to help with crowding and traffic flow. Exhibitors will be taking precautions to minimize crowding and transmission.
  • Music City Center COVID-19 Protocols. Read the latest information from the Music City Center regarding their health and safety guidelines.
  • Health monitoring. We will continually monitor health and safety measures throughout the Annual Assembly to ensure safety and compliance of all attending the meeting.

During the Annual Assembly (Exhibitors)

  • Sanitize all surfaces between exhibit hall public hours.
  • It is recommended that you do not offer giveaways. If you choose to do so, please consider cleanliness and social standards if offering giveaway items.