ASPA 2022 Annual Conference Health and Safety Policies

The health and safety of ASPA members, partners, stakeholders and friends are our organization’s top priority. We continue to place them at the forefront of our efforts—and in working with Hyatt Regency Jacksonville staff—to ensure that the 2022 Annual Conference meets our requirements and expectations, both programmatically and in terms of safety.

To this end, the ASPA National Council—our organization’s governing body—has approved the following health and safety measures to ensure that conference attendees are protected, to the greatest extent possible, against the backdrop of the COVID-19 pandemic. These policies reflect federal health guidance and best practices, and take into consideration measures the Hyatt Hotels Corporation has established.

These policies are the minimum requirements for attending the 2022 Annual Conference. Should an attendee wish to undertake additional preventative measures, they are welcome to do so.

Please contact ASPA staff with any questions.

Vaccination Policy

ASPA expects all attendees to be vaccinated prior to the 2022 Annual Conference unless prohibited by law. Attendees are required to provide proof of full vaccination to complete their registration for—and receive access to—all conference events.* Those eligible for a booster should receive one prior to March 17, 2022. U.S.-based attendees are required to be vaccinated with a CDC-approved vaccine (Pfizer-BioNTech, Moderna or Johnson & Johnson); international attendees who have received alternate vaccines must follow U.S. government requirements regarding acceptable vaccines that allow their entry into the United States. Attendees are to provide proof of vaccination—specifically an image of a government-issued vaccination card or similar—in advance of the conference. 

For attendees who did not submit proof of vaccination upon registering, please send an image of your vaccination card to [email protected]. Proof of vaccination must be submitted by March 10, 2022 or your registration will be cancelled. Those registering onsite (March 18-22, 2022) should bring their vaccination card (or an image of it) with them to the conference. Registrations will not be processed and credentials to enter the conference will not be issued until proof of vaccination is demonstrated.

*Requests for exemptions under the Americans with Disabilities Act or other applicable laws will be considered. In such cases, attendees must provide a negative PCR test, at their own cost, for each day that they attend the conference. They must provide ASPA registration staff a negative test result issued within the prior 24 hours; only upon doing so will they receive daily credentials for access. ASPA will not provide testing options; please contact local pharmacies or health providers near the Hyatt Regency Jacksonville to determine your options.

Mask Policy

All attendees are to be fully masked (masks covering the nose and mouth and properly fitted to the face) when not actively eating or drinking. ASPA will provide branded face masks, as well as extra disposable KN-95 masks. Events held in outdoor areas are exempt from this policy.

Speakers and presenters are permitted to remove their masks during their presentations and any Q&A portions of the event, but they are to replace their masks when not speaking. (“Q&A” should not be interpreted to include indoor networking time; masks should be worn at all times when attendees are indoors and are not actively eating or drinking.)

Social Distancing

All attendees are encouraged to practice social distancing while indoors. ASPA will facilitate social distancing, as needed and appropriate throughout the event. ASPA’s vaccination and masking policies are aimed at improving the health and safety conditions of this conference. At the same time, we also support those who wish to have extra space between themselves and others. ASPA staff will work with the Hyatt Regency Jacksonville personnel to facilitate outdoor gatherings when/as possible, and set all event rooms to provide extra space around conference-goers, enabling some degree of distance between speakers and attendees, and among individuals in the audience.

ASPA urges attendees to be respectful of their fellow attendees’ comfort level. Be thoughtful about preferences for hugs, handshakes, elbow bumps or simple waves; leave seats open between each other where and as space allows; and accommodate colleagues’ personal space preferences.

While six feet of separation will not be possible at all times, vaccination and masking policies will significantly aid in keeping indoor spaces safe for interaction.

Additionally, hand sanitation stations are plentiful throughout the hotel and ASPA staff will ensure plenty of sanitizer is on-hand for attendees’ use.

Flexible Refund Policy

Those who need to cancel their registration will have longer windows to do so and a transfer policy closer to the conference dates will enable those who are not able to join us safely to easily move their registration to ASPA’s 2023 annual conference.

All refund/transfer requests must be received in writing to [email protected]. Requests received by January 10, 2022 will result in a full refund; requests received between January 11 and February 10, 2022 will receive a refund minus a $100 administrative fee; requests received on or after February 11 will result in a registration transfer to the 2023 conference.

ASPA follows CDC guidelines regarding those experiencing symptoms of COVID-19. Should attendees experience symptoms within 14 days of the event, please transfer your registration and stay home until you feel better (and are no longer contagious). Your fellow attendees will thank you!

In addition to ASPA’s policies, please review Hyatt Corporation’s policies in preparation for hotel-wide requirements.

ASPA reserves the right to adjust these policies based on the evolving COVID environment in order to maximize the safety of our attendees. All attendees will agree to abide to these policies when they register for the conference, as well as our liability waiver.