Health and Safety
Our commitment to health and safety
Updated October 19, 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 State of the Science guidelines, which are subject to change pending any new developments.
Before You Arrive
- Prepare your proof of vaccination. Proof of full vaccination is required for all 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, etc.). According to the CDC, you are considered fully vaccinated two weeks after your final dose. Additional details for submitting your proof of vaccination to come.
- Pack Your Mask. Currently, it will be required that you wear a mask at all indoor public places affiliated with the State of the Science, in addition to the vaccination requirements. The face mask policy will continue to be reviewed as we draw closer to the meeting.
- 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.
- Safety at the Music City Center. Our host convention center is working to keep us safe. Read the latest information from the Music City Center regarding their health and safety guidelines and watch a short video to see the updates they have made.
- Monitoring and Updates. Continue to check back for more information and updates regarding planning and safety for the State of the Science.
Before You Arrive (Exhibitors)
- Check your exhibit density. Please plan to allow for physical distancing at your exhibit table. If physical distancing is not possible, you must take every possible precaution to minimize the risk of airborne transmission. We’ll be supporting table spacing for safety.
- 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 table 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 for Saturday morning will be set in a manner to allow for appropriate physical distancing between attendees. An additional smaller satellite room will also be available for those comfortable in a smaller space, with the plenary session broadcast live.
- Exhibit Hall physical distancing. Exhibit tables 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 for viewing on your own time as well if you are uncomfortable in the Exhibit Hall for extended periods.
Arriving at the State of the Science
- Pick up your badge early. To cut down on registration lines, please be sure to arrive early and allow for time to pick up your badge. 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.
- Prepare to show/confirm your COVID vaccine. You will be able to easily attest that you are fully vaccinated using a digital third party vendor system. Additional details to submit your proof of vaccination coming soon.
- Wear your face mask. For the protection of our community and the host city we are in, it will be required that you wear a mask at all indoor public places affiliated with the State of the Science, in addition to the vaccine requirements. The face mask policy will continue to be reviewed as we draw closer to the meeting.
During the State of the Science
- Wear your face mask. Currently, it will be required that you wear a mask at all indoor public places affiliated with the State of the Science. The face mask policy will continue to be reviewed as we draw closer to the meeting.
- Follow all CDC guidelines. Wash your hands often, user the sanitizer stations, cover your cough or sneeze, and do not enter the State of the Science ground if you show any symptoms. Visit CDC.gov for more information.
- Physical distance. We have set up session rooms to provide 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.
- Safety at the Music City Center. 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 State of the Science to ensure safety and compliance of all attending the meeting.
During the State of the Science (Exhibitors)
- Sanitize all surfaces between exhibit hall public hours and as needed.
- It is recommended that you do not offer giveaways. If you choose to do so, please consider cleanliness and social standards if considering giveaway items.
AAHPM reserves the right to, at any time, and at our sole discretion, modify these terms and conditions. Any such modification will be effective immediately upon public posting. Your conference registration following any such modification constitutes your acceptance of these modified Terms.