Policies and Procedures
- Following local/state regulatory agency policies and orders. Following Center for Disease Control guidelines for events and gatherings.
- We have consulted with the administration in which the decision was made to give rapid antigen tests to all attendees prior to the conference as well as all attendees must be vaccinated and show proof at registration.
- COVID-19 Antigen tests have been purchased and ready for distribution, everyone will be tested at the beginning of the conference with a rapid antigen test. Temperature checks and symptom checks are done daily upon entrance to the conference center and dinners.
- We have consulted with the venue operators about their air filtration system and their COVID- 19 policies, we will be putting in place additional precautions such as all staff wearing masks, additional cleaning, and disinfecting by an outside cleaning service, and spaced out seating.
- We have planned for social distancing before, during, and after the event. Including limiting attendance this year, no children at the conference, dinners or activities, modifying layouts, assigned seating, and physical barriers.
- We have informed any attendees in advance of our Covid Policies and expectations prior to the event so that they can make an informed decision whether they will participate.
- We have developed a COVID-19 response team members include -Jessica Ratcliff, Rebecca Smith, and Misty Smith as well as a Clinical Covid-19 Response team- Amy Wissbaum, Alissa Chastain, Heather Tackett, and Dr. Morgan. Information on how to contact the team is on the website and App; attendees are also receiving the information via email and in their welcome packets upon arrival.
- Our ONE Clinic Covid Policy allows attendees to make educated decisions and be well informed of the precautions they must take with no repercussions for canceling or not attending the event.
- We have developed a transportation plan to limit contact between attendees including adding shuttles and staggering arrivals and departures.
- We have developed a plan for if someone gets sick or shows symptoms of COVID-19 while at the event or venue, in which notification of the COVID-19 response team will take place and protocols followed thru by the team. See the “If someone gets sick” section of the guidelines.
- We will use all safety precautions when serving food and beverages including prepackaged single serve when possible. Plated, served dinners, outdoor dining when possible, and additional serving staff when needed.
- We will create and disseminate clear messages about behaviors that prevent the spread of COVID-19 to staff and attendees before and during the event, including websites, the app, email, signs at entrances, and thru out the conference center and restrooms.
- We have communicated with sponsors and vendors to ensure that they are aware of our COVID-19 safety protocols. This includes emails prior to the event, website and app blasts, paper copy at registration and posted at the conference om signs and running in room on slide show.
- We will be regularly making announcements on reducing the spread of COVID-19 during the conference and thru the app.
- We have communicated with staff and attendees about who to contact if they have questions and concerns related to COVID-19 in the ONE clinic protocols and on the website and app.
- We have educated staff and attendees to ensure they know that they should not come to the event if they become sick with COVID-19 symptoms, test positive for COVID-19, or have been exposed to someone with symptoms or someone with suspected or confirmed COVID-19. They are aware if the get sick at the event they should notify the COVID- 19 response team at the ONE clinic right away and how to contact them.
- We have an isolation room (The Dogwood Board room has been reserved) to separate anyone who has COVID-19 symptoms or who has tested positive but does not have symptoms.
- We have developed a procedure for safely transporting anyone who is sick to his or her room or to a healthcare facility, as well as assisting in getting them back home. See “If someone gets sick” guidelines.
- We are meeting weekly and checking with local health authorities as well as the most recent local/state regulatory agency policies to ensure adherence to the most up to date guidance.
- We have developed protocols to ensure limited opportunities for attendees to share objects including assigned seating and “single” use options for pens, cups, ect.
- We will schedule an after conference meeting in order to discuss and note lessons learned, and determine ways to improve planning and implementation processes for next year’s event.
Facilities and Supplies
- We have obtained supplies including
- Hand sanitizers
- Cavi wipes
- Gloves
- Masks N-95
- Cleaning supplies
- Disposable food service items
- COVID-19 antigen rapid tests
- Thermometers
- Signage
- Headsets for quick communication between COVID-19 response team
- We have scheduled increased routine cleaning and disinfecting from an outside cleaning company.
- We have changed seating layout and availability of seating by distancing attendees and assigned seating.
- We have set up physical guides to encourage social distancing and physical barriers when indicated.
- We have purchased adequate supplies to minimize sharing of materials, or limit use to one per attendee at a time, as well as extra cleaning and disinfecting between uses when needed.
- We have ensured that the staff at Big Cedar has been advised of our protocols and will follow all safety protocols including masking.
Education and training
- We have communicated to staff and attendees to ensure they know that they should not come to the event if they become sick with COVID-19 symptoms, test positive for COVID-19, or have been exposed to someone with symptoms or someone suspected or confirmed to have COVID-19. Attendees and staff are aware that if they get sick at the event, they should notify the ONE clinic COVID-19 response team right away.
- We are requiring masks at all indoor events and while in transportation vehicles.
- We have developed a plan to reinforce and monitor handwashing by placing additional hand sanitizer sites throughout the conference.
If someone gets sick
- The ONE Clinic Covid-19 response team will be notified and the individual will be immediately separated from others.
- We will safely transport sick individuals home or to a healthcare facility, depending on how severe their symptoms are.
- If an ambulance or healthcare facility is needed, prior notification that the person may have COVID19 will be made.
- Areas used by the sick person will be closed off and not used until after cleaning and disinfecting them per CDC guidelines.
- Sick individuals will be advised that they cannot return to the venue/conference.
- In accordance with state and local laws and regulations, we will notify local health agencies, and assist with contact tracing.
