ESSAE In-Person Event Requirements & Safety Measures

We can't wait to see you in person! 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. Take a look at the measures we have put in place for this year's conference. 

We are taking safety measures seriously and prioritizing YOUR well-being, safety, and comfort.

ESSAE is committed to providing a safe and healthy environment for all Annual Conference & Trade Show 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 the Albany Capital Center to implement preventative measures to reduce the potential spread of the COVID-19 virus at the Annual Conference. Safety measures (subject to change) will include: 

  • Conference in-person registration will be limited to 250 conference participants (i.e., attendees, exhibitors, speakers, volunteers, and staff) to allow for social distancing in the General Session and social events.
  • Breakout rooms will include social-distanced seating.
  • Social distancing, traffic flow, hand sanitizer, and other safety guidance signage will be in place throughout the event.
  • Per NYS/CDC Recommendations:
    • Testing is recommended but not required for vaccinated individuals prior to the event. 
  • Get a FREE COVID Test!
    • Access to COVID testing will be made available at NO COST to you via Inspire Diagnostics. 
    • Register early for your at-home test to ensure prompt delivery and results. Click here to REGISTER for a FREE TEST. 
    • We encourage all participants to register for their test kit no later than Tuesday, September 7! You may register for a test over the weekend!
    • Participants who register for a test through Inspire Diagnostics, will need to take the test on Friday, September 10 and drop it off to UPS the same day before 5:00 PM.
  • Venue (ACC) and Banquet (Mazzone) Staff will be masked at all times during the conference.
  • No walk-ins will be accepted.
  • No onsite personnel changes to registration will be accepted.
  • Any changes to the ONSITE exhibitor representative must be done at least (1) ONE week in advance of the event (Tuesday, September 7, 2021).
  • 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.
  • Additional time between breakouts will be added to the agenda to allow housekeeping staff to wipe down the room. We will be asking attendees, exhibitors, and partners to kindly exit the rooms in a timely manner to give staff the appropriate time to prep rooms for the next session.
  • 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 the networking reception will be served by an attendant. Masks can be removed while seated and/or while consuming meals/drinks. 

The responsibility for a safe and healthy event environment is shared among the event organizer, venue, and every participant. All Annual Conference 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 the Annual Conference 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.

Conference 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 Annual Conference. 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 the Annual Conference, 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. 

VENUE COMMITMENT

In addition to the above protocols, the team at the Albany Capital Center (ACC) is also committed to your health, safety, and well-being. 

The ACC utilizes VenueShield, a new environmental hygiene protocol that delivers the highest standard of cleanliness and safety. The VenueShield Environmental Hygiene Program works with over 400 products that include the recommended requirements for disinfecting various surfaces. The full 260+ page VenueShield Environmental Hygiene program is available for review upon request. The ACC is officially Global Biorisk Advisory Council (GBAC) STAR Certified, this is a third-party accreditation to instill an additional layer of confidence.

The ACC Housekeeping guidelines incorporate updated procedures, staff training, and additional disinfectant products to address the cleaning expectations of today’s COVID-19 era. Enhancements include products with shorter dwell times, increased cleaning frequencies, and upgraded cleaning validation and quality control techniques. Daily cleaning to remove organic material and bioburden. Realigning workflows of existing manpower; adding porter resources for additional high touch cleaning frequency. Enhanced communication tools targeted to colleagues and building occupants for awareness.

Additionally, ACC has partnered with Pick Six Vodka to supply hand sanitizer throughout the venue. Dispensers have been strategically installed in permanent locations throughout the facility. To learn more about ACC’s safety resources, visit their website here.