Annual Meeting Health and Safety Protocols


SUMMARY

As we prepare for the opportunity to gather in person for the postponed annual meeting in Burlington, Vermont, NNECOS leadership continues to closely monitor transmission rates of COVID in our communities, as well as the latest CDC guidelines and local regulations as we work on plans for the NNECOS Annual Meeting, January 28-29, 2022. 

Planned safety measures emphasize taking necessary precautions to preserve not only the health and safety of our attendees but also the patients for whom we provide care. With this goal in mind, we anticipate implementing the following minimum protocols for an in-person gathering.

All in-person attendees will be required to: 

  • provide proof of full vaccination against COVID-19, with a strong recommendation that attendees have received a booster dose in accordance with the latest CDC recommendations
  • wear a mask in any indoor, public meeting space - The city of Burlington has a mask mandate in effect as of 12/03/21
  • maintain established physical distancing protocols 
  • complete a daily health questionnaire before entering the meeting space



Vaccination

The safety of meeting attendees is NNECOS' top priority, and we believe the most effective way to ensure the safety of all attendees is for them to be vaccinated against COVID-19. Please note that proof of vaccination will be required for all in-person meeting attendees prior to travelling to Burlington.

Attendees should be aware that, while NNECOS will make every effort to reduce the risk of COVID-19 transmission on-site, it is possible that attendees will come in contact with people in airports, hotels, and around the hotel who could potentially carry the virus, which is why NNECOS is requiring attendees to be fully vaccinated for their own safety, as well as the safety of others.

For the purposes of right of entry to the NNECOS annual meeting, a person is considered fully vaccinated:

  • Two weeks after receiving the second dose in a two-dose series, such as the Pfizer and Moderna vaccines; or
  • Two weeks after receiving a single-dose vaccine, such as the Janssen (Johnson & Johnson) vaccine

Please note that booster shots are strongly encouraged, but will not be required. Attendees will be sent specific verification instructions prior to arrival. 

On-Site Safety Measures

Public health guidance on preventing the transmission of COVID-19 continues to evolve, and NNECOS will base its on-site protocols on the latest guidance from the CDC in addition to local regulations in Burlington.

PROTECTIVE MASKS

The wearing of protective masks is required of all attendees, NNECOS staff, and hotel workers, regardless of whether or not it is required by law at the time of the meeting. Masks must be worn properly (covering both mouth and nose) at all times indoors, except as noted below. The indoor mask requirement applies to all public spaces in which the meeting is being held. Masks are not required outdoors.

Masks may be removed briefly in the following situations:

  • When actively eating or drinking while seated*
  • When speaking at the lectern (as the distance between the speaker and audience is greater than 6 feet). Speakers should put their masks back on when not actively presenting (i.e., sitting at the head table on the dais).*
  • When being photographed or interviewed on camera by event staff.*

*PLEASE NOTE: Attendees should maintain a distance of at least 6 feet from others when unmasked in the above-mentioned situations.

PHYSICAL DISTANCING

Meeting rooms will be set up to accommodate those attendees who prefer more personal space, even if physical distancing is not legally mandated at the time of the meeting. We are significantly reducing meeting room capacities, arranging educational session space utilizing at least 6' of physical distancing. 

SANITIZATION

Even though the science now shows that COVID-19 transmission is unlikely to occur from touching surfaces touched by multiple persons (i.e., lecterns and internet stations), hotel staff will clean these regularly to promote healthy sanitation overall. Learn about the Hilton Clean Stay program. 


MODIFICATIONS TO FOOD AND BEVERAGE PRESENTATION & EATING AREAS

Provided food and beverage will be of a pre-packaged/grab and go nature, with multiple designated eating areas with significantly reduced capacities, taking extra care to maintain appropriate distancing when masks are off for eating and drinking. For example, the 5,460 sf ballroom that could accommodate up to 500 people in banquet rounds will be set for 96 attendees with physically distanced seating. 


Testing

Attendees are strongly encouraged to take advantage of COVID-19 testing pre and post attendance. A decision will be made in early January regarding the possible requirement of COVID-19 testing prior to participating on-site.






    cinat

    Northern New England Clinical Oncology Society
    P.O. Box 643
    Sandown, NH 03873-0643
    Telephone (603) 887-1948
    info@nnecos.org

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