NAMIC Annual Convention
September 19-22, 2021 | Virtual
COVID-19 Policies
Because the safety and well-being of event attendees is of utmost importance, NAMIC is actively monitoring COVID-19 information from the most authoritative and responsible sources. We will make event-related decisions based on these organizations’ information and recommendations. All events with in-person offerings will also have virtual offerings and flexible cancellation policies to allow for adjustments in travel plans due to COVID-19.
While it is unclear how long company travel restrictions will last, social distancing will be practiced, and other effects on event attendance will continue in response to this outbreak, our hope is to be able to provide you with the opportunity to gather together again in person as soon as it is safe to do so. We will provide regular updates on event status and provide ample notice to adjust travel plans.
Please refer to event registration confirmations and event registration pages for our cancellation policy if you decide to cancel attendance at any NAMIC event for personal reasons. If you are not able to join us, you will be able to access all presentations virtually. We appreciate your understanding.
Getting the Industry Back Together Safely
Life as we know it has changed, and NAMIC has adjusted the event experience to align with today’s health and safety standards.
While it remains unclear how long gathering, travel, and individual company participation restrictions will continue, NAMIC is closely monitoring information from the most authoritative federal and state entities in order to provide you the opportunity to gather for events in a manner that protects everyone’s safety and well-being.
Based on current state reopenings and other guidelines, NAMIC plans to host some hybrid events and some all-virtual events in 2021.
All events will be planned with COVID-19 safety restrictions in place, including mask requirements, social distancing, frequent sanitization, flexible food and beverage options, and outdoor functions when possible.
All hybrid events will have flexible cancellation policies, allowing for adjustments to personal plans based on COVID-19. If COVID-19 infection levels decrease enough to allow for larger gatherings, NAMIC is committed to exploring options for smaller regionally based meetings and events. Virtual registrants will have the opportunity to upgrade their registrations.
Please refer to the individual event webpages for the most up-to-date information on event status.
COVID-19-Related Measures
Because attendee safety is the top priority, the NAMIC events team has been hard at work planning events that take Centers for Disease Control and Prevention recommendations and social distancing guidelines into account. Outlined below is what you can expect when you attend a NAMIC event in the coming months.
- While we are all eager to gather and visit with peers, it is important to do so while keeping a safe distance. NAMIC will implement a no-contact event experience that includes a no-handshake/no-hug policy.
- All attendees, NAMIC staff members, and hotel employees will be required to wear face masks. Masks will be made available for attendees.
- Gloves, hand sanitizer, and other disinfectants will be readily available for attendee use.
- All attendees must be free of fever and other COVID-19 symptoms. Temperature-check stations will be located at the event facility entrance, and all attendees will be checked daily before being granted access to the event space. Stickers will be worn to show this has been completed for all participants. Those who are displaying symptoms will be asked to participate virtually.
- All hotel staff, speakers, and AV/production crews will be tested daily for fever or other symptoms. They will be required face masks and will be required to use gloves when appropriate.
- Hotels have enlisted additional sanitation measures, including additional cleaning staff/cycles, infrared machines, and other deep-cleaning measures. Each hotel has different policies, which can be found here.
- All partners hosting events in conjunction with a NAMIC event will be provided these event guidelines and asked to follow them during the event.
- Event spaces will be marked with floor clings to demonstrate appropriate social distancing. All sets will be linen free, allowing for contact surfaces to be cleaned between sessions.
- Based on location, staff will be adjusting all seating and session sizes to ensure six feet between all participants – this includes aisles and rows. If an event has a marketplace experience, these guidelines will be followed in that area as well.
- Session sizes will be limited based on room size to follow CDC recommendations. Virtual options will be available for those who want to participate in their rooms or other locations. Masks will be required in session rooms.
- Educational sessions will be held outdoors when possible.
- Speakers will be a minimum of 18 feet from attendees when presenting and will all be provided sanitized microphones and slide advancers.
- Social functions will be spread among large spaces to accommodate CDC recommendations and held outdoors when possible. Multiple bars will be available to reduce lines and gathering in large groups. Clings will be used to help provide crowd direction and boundaries. Masks will be required in all event spaces.
- Optional activities will only be held if social distancing guidelines can be followed.
- Based on location, registration will be offered in segmented hours with multiple desks. All event spaces will be marked with six-feet reminders to provide guidance in social distancing while in line. Event staff will be behind plexiglass.
- All payment transactions will be sent via a secure link to reduce the need for passing credit cards and cash. Attendees can process payments on their own devices.
- All items distributed by NAMIC staff will have been assembled with gloves and sanitized before distribution.
- NAMIC will work with the hotel staff to provide no-contact food and beverage options such as to-go service and one-use cutlery.
- To-go options provide flexibility for those who want to eat elsewhere on property or back in their room.
- Seating will be spread out and available in multiple locations to allow flexibility and social distancing. All seating will be a minimum of six feet apart.
- No- or low-contact practices will be implemented to reduce the opportunity for surface transmission.
- Printed items will be greatly reduced when possible. All items will be pre-packaged in an individual bag or box for attendees.
- The majority of event information, including the program guide, will be available online and on the event app that can be accessed from attendees’ electronic devices.
- Session handouts will be available online. A limited number of copies will be available at the back of session rooms for those who wish to pick them up. Materials will not be distributed to all attendees or placed in seats.
Contacts
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About
Indianapolis, IN 46268
317.875.5250 20 F Street NW
Suite 510
Washington, DC 20001
202.628.1558
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