ESSAE In-Person Event Requirements & Safety Measures

As a leader in the association industry and community, we are looked to for standard-setting and showcasing how best to host events. In an effort to make everyone feel comfortable about attending our first in-person event, we are making your safety and health a top priority.

ESSAE is committed to providing a safe and healthy environment for all event and program participants. Our decisions and preventive measures will be guided by the requirements and recommendations of the Centers for Disease Control (CDC), and federal, state, and local health authorities. We are working with our venue partners to implement preventative measures to reduce the potential spread of the COVID-19 virus at any/all ESSAE events and programs. Until further notice, event safety measures (subject to change) are as follows:

  • Proof vaccination is required for ALL ATTENDEES to attend this year's Holiday Celebration. Proof can be shown using your vaccination card or the Excelsior Pass App.
  • To be fully vaccinated, an individual must be 14 days past their last vaccination dose in their initial vaccine series (14 days past the second shot of a two-dose Pfizer-BioNTech or Moderna vaccine; 14 days past the one-shot Janssen/Johnson & Johnson vaccine). The State also accepts WHO-approved vaccines for these purposes. A negative COVID test will not be accepted for entry to the event
  • No event walk-ins will be accepted without proof of  vaccination
  • No onsite personnel changes to registration will be accepted without proof of vaccination
  • Attendees will be able to visually identify their comfort level with designations of Red for No Contact - No exceptions, Yellow for minimal contact, Elbows Only-Still Cautious, and Green for High-Fives & Handshakes.
  • Food & Beverage: Plated meals will be served covered until placed on the table in front of each individual guest, and the lid is removed. Any buffets will have individually wrapped items and/or will be served by an attendant. Drinks and hors d'ouerves during a networking reception will be served by an attendant.

NYS Mask Mandate - Effective Monday, December 13, 2021

On Friday, December 10, Governor Hochul imposed a new rule requiring organizations to implement mask mandates. New York swiftly issued guidance that provides important information about how the State intends this new requirement to work.  Here are some key points and clarifications:

  • Organizations have two paths to compliance only: (1) a vaccine mandate for everyone on premises; or (2) a mask mandate for everyone on premises.
  • Organizations cannot comply with these new standards with a combination of vaccination and masking - it must be all one or all the other.  That means that organizations may not exempt vaccinated individuals from masking rules unless there is an across-the-board vaccine mandate. 

  • The Vaccination Mandate Path to Compliance:
    • Proof of vaccination must be required for everyone coming onsite. 
    • Anyone onsite who is 12-years-old or older must provide compliant proof that they are fully vaccinated against COVID-19. Children ages 5-11 must show proof of having had at least one dose of the COVID-19 vaccination.
    • Anyone onsite who is 2-years-old or older and not fully vaccinated (i.e., children aged 2-4 and children aged 5-11 who are not fully vaccinated) must wear masks. 
    • There do not appear to be any exceptions for individuals who are medically unable to get vaccinated or who have a religious objection. Where an organization has an individual who qualifies for an exemption as an accommodation, it would appear that organization would have to follow the masking requirement for all employees/individuals onsite.

  • The Masking Mandate Path to Compliance:
    • If the organization does not impose a vaccine mandate across the board, then it must require masking for everyone, regardless of vaccination status.
    • Under the masking protocols, the only individuals exempt from masking are those aged 2-years-old or younger or those medically unable to tolerate a mask or face covering.
    • Individuals may only remove their mask while actively eating, drinking, or alone in an enclosed room.
These rules apply to  “indoor public place[s],” which means any indoor space that is not a private residence.  An organization’s office space would be included within this definition.  As a reminder, this mandate goes into effect on Monday, December 13, 2021 and remains in effect until January 15, 2022.

The responsibility for a safe and healthy event environment is shared among the event organizer, venue, and every participant. All ESSAE event attendees are expected to adhere to and abide by the safety precautions ESSAE has implemented to protect against the spread of COVID-19. As part of your duty of care responsibilities, you should NOT attend an ESSAE program if you: 

  • are experiencing, or within the 10 days prior have experienced signs and symptoms of COVID-19;
  • believe that you may have been exposed to a confirmed or suspected case of COVID-19; and/or
  • have been diagnosed with COVID-19 and are not yet cleared as non-contagious by the health care team responsible for your treatment.

Event attendees should self-monitor for signs and symptoms of COVID-19 and are asked to contact ESSAE at [email protected] if they experience symptoms within 10 days after the event. Should any positive cases be reported within the 10-day time frame, ESSAE will communicate this information to all registered participants. Any private health or personal data received by ESSAE will be treated as confidential. 

As a registered participant of an ESSAE event, you agree to adhere to the precautions and policies above and understand that you knowingly and freely assume all risks related to illness and infections diseases by attending this event. You understand that refusal to adhere to these policies and abide by these precautions may result in the immediate removal from the event and cancellation of the registration, without receiving a refund. 

**All ESSAE policies are subject to change. Should changes be made, a notification will be sent to all registered attendees.