ARCHIVES*RECORDS 2023

HEALTH AND SAFETY POLICY

We are excited to welcome attendees to ARCHIVES*RECORDS 2023, in-person in Washington, DC, July 26-29, 2023. The health, well-being, safety, and security of our attendees, partners, staff, guests, and members is our top priority and we remain vigilant in our COVID-19 protocols and policies. Our policies align with state and local public health orders as well as guidance from the U.S. Centers for Disease Control and Prevention (CDC). We recognize that our understanding of the COVID-19 virus will continue to evolve, and therefore our policies, procedures and plans will also evolve and be updated accordingly. All ARCHIVES*RECORDS 2023 attendees, including our vendor partners, exhibitors, speakers, volunteers, and guests, are encouraged to monitor the conference website for the most up-to-date policies and procedures.

We highly recommend that all attendees wear masks while in the hotel when not eating or drinking. Masks will be available to attendees as needed.

Masks are an effective way to prevent the spread of many common respiratory viruses, including COVID-19, RSV, and the flu, in crowded indoor spaces, and as such, we encourage their use. We ask that you respect each individual’s choice about whether or not to wear a mask.

The community level of COVID-19 in Washington, DC remains at a LOW level as of this update; however community levels can be checked prior to travel at https://www.cdc.gov/coronavirus/2019-ncov/your-health/covid-by-county.html prior to your travel to DC.

BEFORE YOU TRAVEL

At this time, vaccinations and negative tests are not required to attend ARCHIVES*RECORDS 2023 in person. If an attendee tests positive within ten days prior to the start of the conference, SAA will refund the difference between all access and virtual only registration. We kindly ask that attendees stay home under the following conditions based on Centers for Disease Control and Prevention (CDC) guidelines for quarantine & isolation, and travel:

• You have tested positive for or have been exposed to COVID-19 in the 10 days prior to arriving, even if you are not showing symptoms;
• You are experiencing any symptoms of COVID-19 identified by the CDC at CDC.gov; and/or
• You are under any self-quarantine orders.

DURING THE CONFERENCE

During the conference, attendees are highly recommended to:

• Wear a mask in all meeting spaces, except when eating or drinking.
• Monitor for symptoms of COVID-19 each morning before leaving their hotel room.
• Frequently use hand sanitizing stations available throughout the conference space.
• Choose a lanyard for your conference badge to indicate your preference for interacting with fellow attendees.
• Practice social distancing and respect the various seating arrangements in each meeting room.
• Bring rapid COVID-19 test kits to have on hand.

IF YOU HAVE SYMPTOMS OR TEST POSITIVE

Attendees should assess their health prior to leaving your guest room each morning. If you experience symptoms of COVID-19 and/or test positive for COVID-19:

• Quarantine immediately in your hotel room.
• Contact conference staff at conference@archivists.org. Please provide your hotel room number. Staff can help you procure a test, if needed.
• Notify the hotel that you are quarantining in your hotel room. Notify colleagues, if applicable, that they may have been exposed.
• Adjust your accommodations and travel plans to follow CDC guidelines for quarantining.
• If you test positive for COVID-19 within 10 days of your last day at the conference, please contact SAA at conference@archivists.org.
• SAA staff will notify conference attendees if someone tests positive for COVID-19, and ensure their identity remains anonymous.

HEALTH RESOURCES

There is a CVS pharmacy within a six minute walk of the hotel.

By attending ARCHIVES*RECORDS 2023, you voluntarily assume all risks of exposure to COVID-19 or any other communicable disease or illness, and voluntarily waive all such related claims and potential claims against the Society of American Archivists, its members and their respective boards, members, affiliates, officers, employees, and all persons acting by, through, under or in concert with them. SAA is not responsible for airfare or hotel costs if an attendee cannot attend or must extend their stay due to COVID-19.

Your health and safety are our top priority. We, our logistics and management staff, and our conference hotel have taken enhanced health and safety measures to protect you; however, an inherent risk of exposure to the virus that causes COVID-19 exists in any public place where people gather. COVID-19 is an extremely contagious virus that can lead to severe illness and death. We cannot guarantee that you will not be exposed at the conference facility and hotel. You must follow all SAA policies, all health and safety protocols and posted instructions while you are at the ARCHIVES*RECORDS 2023 Conference. Do not access conference areas if you are experiencing new COVID-19 symptoms, have been diagnosed with COVID-19 in the past 5 days, or are subject to a mandatory quarantine pursuant to local, state, or federal health authorities. https://www.cdc.gov/coronavirus/2019-ncov/your-health/isolation.html

By attending ARCHIVES*RECORDS 2023, you voluntarily assume all risks of exposure to COVID-19 or any other communicable disease or illness, and voluntarily waive all such related claims and potential claims against the Society of American Archivists, Council of State Archives, and the Washington Hilton Hotel, its members and their respective boards, members, affiliates, officers, employees, attorneys, successors and assigns and all persons acting by, through, under or in concert with them.