Safety Protocols

We look forward to gathering in person for WASWUG Spring 2022!


For those joining us at the Hyatt Regency Bellevue, one of our highest priorities in welcoming you back to our in-person conference is protecting your health and wellbeing. To this end, we have implemented a number of health and safety protocols that comply with Washington State and King County requirements and current best practices. Please take a few moments and familiarize yourself with the safety protocols FAQs. Reviewing the safety protocols prior to arriving at the conference will ensure a smooth check-in experience on the first day of the event.

How are you ensuring the safety of in-person conference attendees and exhibitors?
  • We are providing a hybrid model, which allows an attendee/exhibitor to register as either an in-person or virtual participant.
  • We are limiting the number of in-person registrations to accommodate safe distancing protocols.
  • Conference participants will be required to provide verification of COVID-19 vaccination or a negative COVID-19 test result to participate at the in-person conference.
  • In accordance with current Washington State and King County mask mandates, masks will be required at all times during conference activities except while consuming a meal. Masks must cover nose and mouth. See State and/or King County websites for more information.
  • Food and beverages will be consumed in designated areas, with the opportunity to take meals to your hotel room if you prefer.
  • All seating arrangements will allow for safe distancing.
  • Expedited on-site conference check-in process.
  • Clear and informative signage throughout facility.
  • Hand sanitizer stations available throughout facility.
  • The Hyatt Regency Bellevue has implemented enhanced levels of cleanliness to ensure guest safety and wellbeing. See the Hyatt Regency Bellevue's website for more information.
What will the check-in process be for the in-person conference?
  • Based on current State and/or King County requirements, you must provide proof of full COVID-19 vaccination, or a negative COVID-19 test taken no more than 72 hours prior to arrival at the conference facility (no earlier than March 3, 2022). You will upload this information into ShareMy.Health. See below for more information about ShareMy.Health.
  • To check in at the conference, you will be guided through a health checkpoint to receive your conference lanyard. This lanyard signifies that you have met the vaccination or COVID-19 testing requirements.
  • After clearing the checkpoint, you will proceed to badge pickup. Supplied badges and lanyards must be worn at all times to indicate that you have gone through the health screening process.
What types of negative COVID-19 tests will be accepted?
  • According to the King County order, attendees “must provide digital or printed documentation from a testing agent (including a laboratory, health care provider, or pharmacy) of a negative FDA-approved molecular (e.g. PCR) test or a FDA-approved antigen (e.g. rapid) test administered within the previous 72 hours.”

Antigen tests that are self-administered will not be accepted.

  • Plan ahead if you need a COVID-19 test as it can take a few days to get an appointment.
    If you are attending a pre-conference workshop and/or the main conference, you need proof of a negative COVID-19 test completed no earlier than March 3, 2022.
When and where do I need to show my proof of vaccination or negative COVID-19 test at the conference?

BEFORE THE CONFERENCE

    • To make sure your conference check in goes smoothly and quickly, you must upload a picture of your COVID-19 vaccine card or verification of a negative COVID-19 test before arriving at the conference. WASWUG has contracted with ShareMy.Health, a HIPAA compliant platform, to collect your information prior to the conference. In mid-January, you will receive an email from ShareMy.Health with instructions on how to enter your COVID-19 vaccine or negative COVID-19 test information.
    • After you enter your information, you will receive verification that you are approved to attend the conference.

    Failing to upload the COVID-19 vaccine or negative COVID-19 test information prior to the conference will result in a slower conference check-in process.

    AT THE CONFERENCE

    • When you arrive at the conference, you must provide your ShareMy.Health verification of either a COVID-19 vaccine card or a negative COVID-19 test at the conference check in, pick up your lanyard, and then proceed through the rest of the check-in process.
    • Check in will be located on the first floor of the Olympic Tower (Evergreen Foyer).
    What happens if I arrive and I haven’t uploaded my information to ShareMy.Health.com?

    When you check in for the conference, if you do not have your COVID-19 vaccination or negative COVID-19 test information already uploaded to ShareMy.Health.com for entry, you must go through a different check-in process. 

    • The attendant will require a valid government photo ID to verify that you are the person who is registered for the conference.
    • You must provide an official COVID-19 vaccination card or COVID-19 negative test result (hard copy or acceptable electronic version) as required. For the COVID-19 test to be valid, it cannot be completed earlier than March 3, 2022.
    • The attendant will manually enter all COVID-19 vaccination or test information under your name in the ShareMy.Health.com software, and return any documentation.

      The attendant will not take a photo or screenshot of your information to upload.
    • Once your vaccination or test results are reviewed and verified, you will be cleared to proceed and attend the conference.
    What does ShareMy.Health.com do with my data?

    Data is used to verify compliance with health and safety requirements. The data will be cleared from the ShareMy.Health.com database seven (7) days following the end of the conference.

    What safety precautions will be taken during general sessions, breakout sessions, and for passing between conference activities?
    • Conference registration has been limited to accommodate safe distancing protocols.
    • For your protection, seating capacity in breakout rooms will be limited to allow for sufficient distancing. If you are unable to attend your first session choice, feel free to attend another session.
    • Exhibitor booths will be spaced to allow for safe distancing protocols.
    Are masks required?
    • Yes. In accordance with current Washington State and King County mask mandates, masks will be required at all times during conference activities except while consuming a meal. Masks must cover nose and mouth. See State and/or King County websites for more information.
    For conference attendees, what is the Cancellation Policy if I can’t meet the expected conference safety requirements?
    • If you can’t meet our attendance requirements, you may attend the conference virtually to access the same breakout session and general session content, and network with other virtual attendees and exhibitors. To switch from in-person to virtual registration, contact the WASWUG Registrar by 5 PM on February 25, 2022.
    • Please review our Cancellation Policy.
    • The deadline to receive a refund is February 4, 2022.
    For conference exhibitors, what is the refund policy if I can’t meet the expected conference safety requirements?
    How will conference meals be handled?
    • For in-person attendees and exhibitors, two breakfast and two lunch meals will be provided. Lunch will also be provided for those who register for a pre-conference workshop.
    • Breakfasts will be served in a grab and go style (boxed meal). There will be designated seating options available throughout the Hyatt, or you can take your breakfast to your hotel room (if you are staying at the Hyatt during the conference).
    • Lunches will be plated. There will be designated seating options available, or you can take your lunch to your hotel room (if you are staying at the Hyatt during the conference).

    You must consume food and beverages from a stationary place. Masks must be worn when moving around the facility.

    Will there be breaks?
    • Yes, breaks will be provided during the conference allowing you to network with other attendees and exhibitors, based on your comfort level.
    As a conference attendee, how do I switch from in-person registration to virtual registration or vice versa?
    What is the Hyatt doing to ensure the safety of their guests?
    • The Hyatt Regency Bellevue has implemented enhanced levels of cleanliness to ensure guest safety and wellbeing. See the Hyatt Regency Bellevue's website for more information.

    Due to the dynamic nature of COVID-19, we will update the above information as needed.


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