Registration & COVID-19 Safety Precautions FAQs

Attendance format, travel restrictions and virtual accommodations:

Will there be an option to register for virtual attendance?
Registration will open for in-person attendance only with opportunity provided to relay your jurisdiction’s current and changing travel restrictions as well as any other concerns.

 

Why is the event planned to be in person?
The AAVSB is highly devoted to ensuring its Member Boards have equal opportunity to attend the event, and we are committed to protecting the safety and well-being of all event guests and staff during the conference and accompanying off-site events.

Ongoing research is supporting the AAVSB’s current decision to open event registration for in-person attendance only. The AAVSB has been proactive in seeking continuing input from Member Board members and staff, AAVSB volunteers, and other associations and private organizations that are planning and holding similarly-sized conferences that has supported this direction. In addition, the AAVSB continues to closely monitor evolving CDC guidelines, travel restrictions, and the safety ratings of Denver and the event venue to ensure its guests safety at the event.

The AAVSB has long-recognized the importance of in-person collaboration at its Annual Meeting & Conference for building meaningful business relationships and gaining active participation in educational and business sessions, workshops, and more. Feedback collected during event planning from key stakeholders has greatly supported the in-person format for 2021’s Annual Meeting & Conference for attendee value thus far.

 

If my jurisdiction and/or agency has not lifted travel restrictions by September, can I receive virtual accommodation?
Requests for virtual accommodation and notices of travel restrictions will be reviewed on a case-by-case basis with weighted factors (e.g., voting delegate status, volunteer involvement, Member Board location). Virtual accommodation and hybrid format efforts are focused on business meetings and delegate voting; Educational sessions will be recorded for post-event release. 

 

How do I make a request for virtual accommodation due to travel restrictions?
Please utilize this online form AAVSB 2021 Annual Meeting & Conference: Registration & Travel COVID-19 Feedback also available during online registration. Responses will be reviewed by the AAVSB's event planning staff and the AAVSB Conference Committee.

 

COVID-19 Safety Measures:

What safety precautions are being taken for the event?
The AAVSB will require all attendees follow current CDC guidelines as well as enhanced safety guidelines implemented by the Grand Hyatt Denver.

At this time, the CDC does not have a limit or recommend a specific number of attendees that can safely attend conference events and instead encourages event organizers to focus on ways to limit people’s contact with each other. The AAVSB is implementing several strategies to limit contact and restrict sharing of items between attendees, provide temperature and wellbeing checks, increase sanitation and disinfection, and more in collaboration with the Grand Hyatt Denver.

You may find more information regarding how the Grand Hyatt Denver is ensuring guest safety at: https://www.hyatt.com/en-US/info/care-and-cleanliness-americas
To view Denver’s city and county public health order and COVID-19 status, visit: https://www.denvergov.org/Government/COVID-19-Information

The AAVSB will continue to provide updated information regarding COVID-19 safety guidelines and precautions in advance of the event.

Will attendees need to be tested for COVID-19 before they can enter the event?
No, the CDC does not recommend testing all attendees and staffs. Testing all event attendees and staff for COVID-19 before allowing them to enter the venue has not been systematically studied. It is unknown if entry testing at event venues provides any additional reduction in person-to-person transmission of the virus beyond what would be expected with other preventive measures (such as social distancing, wearing cloth face coverings, hand washing, enhanced cleaning and disinfection).

Will attendees be required to wear masks?
At all Hyatt hotels in the U.S., guests who are unvaccinated are required to wear face masks or coverings in hotel indoor public areas, as well as outdoors where social distancing is not feasible (with some limited exceptions). The AAVSB will have a supply of disposable masks.

Will attendees be required to share their vaccination status?
No, however the AAVSB may ask for voluntary responses during registration and event check-in.

 

Registration: 

How do I reserve lodging at the Grand Hyatt Denver? And when i'm reserving lodging, why is a credit card needed if I'm a funded attendee?  
New this year, lodging reservations at our event venue the Grand Hyatt Denver are made during the registration process! A credit card must be provided in case of incidental charges, even for funded attendees.

Note: If you are not ready to select lodging dates or provide a credit card at this time you may still complete event registration by selecting "no lodging required," and then simply return to your registration at a later date to update! Email Member Services Concierge Lainie Franklin at efranklin@aavsb.org if you require assistance.

How do I receive discounted rates for registering three (3) or more paid attendees from the same board? 
A specific discount code must be applied when registering. Please email Member Services Concierge Lainie Franklin at efranklin@aavsb.org for instruction. 

Can I make changes to my registration after submitting? 
Yes! We understand the need for extra flexibility this year. Any time after submitting your initial registration you can log back in to make edits by entering your email address and the reference number provided in your registration confirmation email. All registration confirmation emails provide instruction. 

What is the last day I can register? 
Registration will close August 27, 2021 at 5:00pm CT. Early bird registration discount ends on July 30, 2021!