Duty of Care for Annual Conference

During these challenging times, AAAE is committed to continuing to provide a safe and healthy environment for all Annual Conference participants and staff. While AAAE cannot guarantee that Annual Conference attendees will not become infected with COVID-19, AAAE has adopted preventative measures to reduce the potential spread of the COVID-19 virus at our Annual Conference in accordance with guidance provided by the U.S. Centers for Disease Control (CDC). In addition, AAAE will comply with all applicable requirements imposed by federal, state, or local health authorities for the locality in which the conference is taking place. However, the responsibility for a safe and healthy event environment is shared among the event organizers, event venues, and event attendees. Towards this end, all conference attendees are expected to also comply with all applicable requirements imposed by federal, state, or local health authorities for the locality in which the conference is taking place, and in addition to our code of conduct, they are expected to adhere to and abide by the safety precautions AAAE has implemented to protect against the spread of COVID-19 such as social distancing where applicable, wearing a digital contact tracing device, personal hygiene and hand sanitization, self-monitoring and self-reporting. These precautions are outlined in further detail below. 

You should not attend the AAAE Annual Conference if you are experiencing, or within the 10 days prior to the conference or event, have experienced signs and symptoms of COVID-19. You also should not attend the AAAE Annual Conference if you believe that you may have been exposed to a confirmed or suspected case of COVID-19 or have been diagnosed with COVID-19 and are not yet cleared as non-contagious by state or local public health authorities or the health care team responsible for your treatment. In addition, conference attendees should self-monitor for signs and symptoms of COVID-19 and are asked to contact AAAE at aaaemeetings@aaae.org if they experience symptoms of COVID-19 within 10 days after participating in the AAAE Annual Conference. Any private health or personal data that may be received by AAAE in connection with such measures and precautions will be treated as confidentially as possible.

Once on site, AAAE requests that all conference attendees regularly and thoroughly wash or sanitize their hands throughout the day, observe social distancing guidelines where applicable, and for all unvaccinated attendees, wear facial coverings in meeting and event spaces during the conference (in accordance with CDC guidance). Further, in all meeting and event spaces at all times during the AAAE Annual Conference, attendees must wear a badge and maintain possession of their Volan device. To assist attendees in complying with the above, the following will be provided:

  • Credit card-sized Volan contact tracing devices will be provided at registration that can be worn around the neck or tucked into attendee lanyards. They are in place to provide accurate contact tracing reports so we are able to instantly identify those who are most exposed. These devices adhere to the strictest privacy standards and do not contain or transmit any personally identifiable details. For more information about the system, please click here.
  • Disposable masks will be provided at the registration desk for those who wish to wear them and AAAE requests that all unvaccinated attendees wear a mask in meeting and event spaces during the conference.
  • Hand Sanitizer stations will be positioned throughout the hotel and meeting spaces for your convenience.

    Please note that by checking the box during the online registration process or submission of your registration form as a .PDF file, you agree to adhere to the precautions and policies contained herein and acknowledge and understand that you are knowingly and freely assuming all risks related to illness and infectious diseases, such as COVID-19, by attending this event. Further, as with our Code of Conduct, you understand that refusal to adhere to these policies and abide by these precautions may result in immediate removal from the event and cancellation of the registration, without receiving a refund.

    **All AAAE policies, including those contained herein, are subject to change. Should changes be made, a notification will be sent to all registered attendees.