COVID-19 HEALTH INFORMATION
AIA/SCS HYBRID ANNUAL MEETING, 2023
Updated, 12/26/2022
All attendees should take a rapid COVID test in the 48 hours preceding arrival at the conference. Please do not attend the conference in-person if you have COVID symptoms or test positive for COVID. Anyone who tests positive for COVID and/or is symptomatic may switch from in-person to virtual registration with no administrative fee, or cancel with no administrative fee.
Please also refrain attending the conference in-person if you have symptoms of, and / or test positive for, influenza or RSV.
AIA and SCS strongly recommend that all in-person attendees are up to date with COVID vaccinations, including bivalent boosters, and wear masks at the annual meeting hotel when not eating, drinking, or giving a presentation.
AIA and SCS will monitor COVID testing and hospitalization data from now until early January, and will inform attendees of any additional measures that will be put in place.
Introduction
The AIA/SCS 2023 Joint Annual Meeting will be a fully hybrid event. Presentations will be available through the virtual platform as well as onsite, although roundtables, social events, and some special sessions, will be either in-person or virtual. The Classics and Race seminar is in-person with one remote speaker.
If you register as an in-person attendee you will also have full access to the virtual platform. Sessions will be recorded and made available through the virtual platform.
With respect to the ongoing COVID-19 pandemic, AIA and SCS will continue to follow all applicable public health mandates and guidelines issued by federal, state of Louisiana, and city of New Orleans government agencies from January 5-8, 2023 at the Hyatt Regency New Orleans hotel. AIA and SCS will require onsite attendees to respect all mandates and to follow all public health and guidelines issued by federal, Louisiana state, and city of New Orleans government agencies and the hotel. Attendees who refuse to follow public health mandates that are legally required at the time of the conference will not be allowed to attend the conference onsite in New Orleans.
COVID-19 Vaccine Mandates for the City of New Orleans (please read carefully):
As of May 5, 2022, the New Orleans Health Department revised prior guidelines, and lifted requirements on COVID-19 proof of vaccination or proof of a recent negative COVID test to enter certain establishments. However, it is suggested that residents and visitors continue to assess risk levels for themselves and use proven mitigation strategies such as testing and using masks in closed settings, and by staying up to date with COVID vaccinations. City of New Orleans current guidelines can be found here: https://nola.gov/health/coronavirus/safe-reopening/
At this time AIA/SCS is not requiring proof or attestation of vaccination. However, under general recommendation by the city’s health department, organizers of the AIA/SCS annual meeting may, if determined a necessity, mandate that in-person attendees take those additional steps outlined above to mitigate the spread of COVID-19 at the annual meeting, in addition to remaining socially distanced at the meeting, and providing proof of an updated COVID-19 vaccination or booster shot to meet in-person.
What We Will Do
AIA and SCS will:
- Monitor COVID positivity rate and hospitalization statistics, and revised guidance from state, local, and federal agencies; and update COVID guidelines for the annual meeting as necessary.
- Work closely with staff at the Hyatt Regency in New Orleans to ensure a safe conference experience. You can find more details about the Hyatt’s public health protocols below.
- Ensure appropriate social distancing in session rooms with seating arrangements, and encourage traffic flow that avoids static crowds.
- Provide a supply of rapid tests that can be used by attendees on an urgent basis for those who are symptomatic or have a close contact who has tested positive. Please note that we will not be able to supply rapid tests to all attendees.
- Provide assistance to conference attendees who test positive and need to self-isolate.
Public Health Policies and Procedures at the Hyatt Regency, New Orleans
The Hyatt has improved its ventilation procedures owing to the pandemic. Guest floor corridors and guest room are supplied with outside air by air handling units. In addition, each guest room has its own fan coil air conditioning unit with M13 filters. The hotel removes air through vents to promote fresh air changes with exhaust fans. Carbon dioxide is monitored in all the ballrooms and lobby. The level detected determines how much fresh air enters the spaces.
Hyatt has also made a number of changes to its sanitation practices, furniture set up in meeting and common spaces, and food and beverage services. It has also moved as far as possible to provide contactless guest services. You can read about the Hyatt Regency’s commitments and protocols in detail here.
What You Can Do
We recommend that all attendees are up to date on COVID vaccinations including booster shots.
All attendees should take a rapid COVID test in the 48 hours preceding arrival at the conference. Please do not attend the conference in person if you have COVID symptoms or test positive for COVID. Anyone who tests positive for COVID and/or is symptomatic may switch from in-person to virtual registration with no administrative fee, or cancel with no administrative fee.
While at the conference, we encourage attendees to test regularly using rapid tests. Tests may be purchased online or at most local pharmacies. Free and paid testing is also available at these locations in New Orleans and AIA/SCS will have a supply of rapid tests for those who need them urgently.
If you test positive for COVID while at the meeting or have COVID symptoms, which may precede a positive test result, please self-isolate. You can still participate in sessions virtually.
Take extra care with personal hygiene while at the conference. Wash and sanitize your hands frequently and avoid touching your face. Participants may want to wear surgical masks or higher-level respirators (e.g., N95, KN95, KF94) when in crowded indoor spaces.
Keep informed about local conditions and levels of community transmission by monitoring the latest information from the city of New Orleans, or texting COVIDNOLA to 77295 to receive alerts about COVID from the City of New Orleans.
After you have registered, check back on this page for updates and read email updates from AIA/SCS about any changes to guidelines and requirements.