[Plan22] State Convention Covid Protocol Draft

[Rachel Grider]

Hi, guys:

Here is an updated draft of Covid protocols for convention based on talking with Tim and on our meeting two weeks ago. A few things are still being looked into, as noted below.

1.  Each member would be required to provide a negative Covid test taken no more than 24 hours before arriving. I am inquiring about prices for Covid testing services during convention, but at the very least, there will be Ellume tests on hand at convention.

2. Only after providing both negative Covid tests, attendees would be able to pick up the registration Materials. Materials would include a wristband, similar to what we had a national, and attendees would be required to wear that wristband at all convention activities, including division meetings and hospitality suite. Each registration packet would also include a KN 95 mask, or perhaps a few K and 95 masks. We would have extras as well for those who only bring cotton masks or cloth masks which will not be as effective.

3. We would have Volunteers stationed outside of all meeting rooms and activities, including sessions, banquet, exhibit hall, division meetings, convention breakfasts or luncheon, breakouts, etc. These volunteers would not allow anyone in unless they are wearing the convention wristband and a KN 95 or N 95 mask correctly covering their mouth and nose. In addition, these volunteers, as well as leaders in our affiliate, would pay attention during convention activities to make sure that attendees are wearing their masks correctly and remind people if needed. Volunteers may ask an attendee to leave if they refuse to wear a mask.

4. Everyone will be required to wear masks during convention activities unless actively eating or giving a presentation in front of the group. It may be useful to have reminders built in to general sessions somehow, similar to how national did it, to remind people to follow protocols.

5. We can provide some education to all members before attending convention regarding consent for any physical contact during convention, including shaking hands and hugs, reminding attendees that it is important for them to ask before engaging in physical contact.

6. We will social distance as much as possible, though we will not be able to sit far apart in the meeting rooms.

7. We will have accessible Covid tests on hand so that anyone can test at any time during the convention. Perhaps we could even include one in each registration packet.

8. If someone comes down with Covid during convention, we will provide support for that person. We will have a committee that is tasked with checking in on those with Covid and making sure that they get food and other things they need delivered to their room. We should also find out the hotel’s protocols regarding guests with Covid, and inform everyone ahead of time. If someone tests positive during convention, they will not be allowed to participate in-person for the rest of convention, even if they test negative the next day.

9. If somebody comes down With Covid during convention and is attending virtually because of it, they will not be penalized for missing meetings. This could apply to scholarship winners or other grant winners. They can also apply if they receive a door prize.

10. We need to decide whether or not we will refund registration and banquet if someone comes down with Covid. That will probably be a board decision because we will need to decide how that will work, requirements for being reimbursed, etc.…

11. All committee leaders will need to have at least one back up in case they come down with Covid. Board members will need to be really communicative to make sure that responsibilities follow the chain of command in case of Covid. For example, if Tim gets Covid, I will be responsible for taking over his responsibilities, and if I get Covid, Robert will be responsible for my responsibilities, etc.

12. Careful records will be kept regarding positive and negative Covid tests. People will be encouraged to report positive Covid tests during convention to the committee chair.

13. The hotel will be providing servers for the Buffay‘s to minimize direct contact with food. 

That is what I have right now. Let me know if there is something I am forgetting.

Rachel