AAHKS has taken many steps to ensure a safe, healthy environment for all Annual Meeting guests:
- Onsite Infectious Disease specialist to monitor compliance with health and safety protocols and mitigate any unanticipated safety issues.
- A care plan developed with local health care facilities identified for needed medical services, including onsite EMT.
- Attendees are encouraged to bring their own PPE.
- Touchless hand sanitizer stations set up at key locations throughout the hotel, exhibit hall and conference areas.
- A “Wellness Room” offering privacy and quiet for attendee use.
By attending the AAHKS 2023 Annual Meeting, you agree to abide by the health & safety guidelines:
Pre-Event Communication
- AAHKS is strongly encouraging all attendees to be up to date with their COVID-19 vaccinations as recommended by the U.S. Centers for Disease Control & Prevention. This includes the new bivalent boosters, if eligible to receive them.
- AAHKS will provide links to up-to-date information from official sources to aid members in the decision-making process whether to attend in person vs. remotely. This will be conveyed through our meeting website.
- Transparency will be maintained in all pre-event communications to relay health and safety measures
- Attendees will be encouraged to bring their own PPE.
- Communicate what attendees can expect on site in terms of requirements and precautions.
- The AAHKS mobile app will be promoted to facilitate a touchless experience.
Meeting Space Considerations
- Hotel registration, conference registration, food service and access control points have been designed to reduce lines.
- Livestream showing of General Session to guests.
- Touchless hand sanitizer stations will be set up at key locations throughout the hotel, exhibit hall and conference.
- Onsite signage reinforces and highlights the protocols.
Health Considerations
- All attendees, exhibitors, speakers, staff and volunteers will be encouraged to wear masks during the meeting. There are no state or county mask requirements. Hotel employees who are not vaccinated are required to wear face masks
- The conference sessions will be livestreamed on the hotel in-room entertainment system
- The schedule will be coordinated with the hotel and exhibit hall contractor for frequent cleaning and sanitation
- Attendees will be required to self-monitor for symptoms and advised to stay in their room and report if symptoms develop or a fever is detected
Registration
- Separate registration areas and processes have been designed for attendees and industry representatives to avoid long lines
Table and Seating Guidelines
- Exhibit Hall: encourage masks of exhibit hall management staff, provide hand sanitizing stations and enhanced cleaning
Meal Functions
- Multiple dining area options for meals
- Breakfasts and lunches will have multiple stations
- Hand sanitation stations will be available at each meal area
Staff Guidelines
- Taking extra precautions with attendee-facing staff including symptom monitoring and breaks for frequent handwashing.
Virtual Audience
- The hybrid conference includes a virtual option that will allow attendees who cannot or should not travel to participate in the meeting. Virtual participation includes two options: attending real-time livestream of the General Session or post-event recordings available for CME
Women’s Health
We understand and share concerns regarding access to obstetric urgent or emergent care while in Dallas due to recent judicial and legislative actions as well as institutional policies. AAHKS takes very seriously any circumstance that could affect the health and safety of our surgeons, trainees, vendors and guests at the AAHKS Annual Meeting. As these circumstances continue to develop, we are monitoring closely. We have been in contact with local specialists in the field regarding the current status of emergency obstetric care in the Dallas area and ways that AAHKS can assure that our meeting attendees receive appropriate treatment.
AAHKS has retained a Board-certified OB-GYN affiliated with Baylor University Medical Center, Kristina Jones, MD. Dr. Jones is acting as the AAHKS consultant and advocate for women’s health issues. Her institution, Baylor University Medical Center, continues to offer the same range of emergency services and treatments for conditions such as miscarriage, ectopic pregnancy, fetal demise, premature rupture of membranes, sexual assault, and post-abortion complications. Dr. Jones will be available during the Annual Meeting to assist with any questions and assist with obtaining appropriate care that may be required. She will continue to provide input on the AAHKS Health and Safety Plan and advise on any changes or developments prior to the Annual Meeting.
Sources
Click the links below to view the sources used in development of this plan:
- PRA Tactical Design Checklist
- GBAC-STAR Program Elements for Cleaning, Disinfection, and Infectious Disease Prevention for Facilities
- IAEE Essential Considerations for Safely Reopening Exhibitions & Events
- US Centers for Disease Control and Prevention
- Texas Department of State Health Services
- Dallas County Health and Human Services
