Health and Safety Protocols for In-Person Attendance at Annual Conference

Health and Safety Protocols for In-Person Attendance at Annual Conference

WSSDA is looking forward to gathering virtually and in-person for Annual Conference this year. For our in-person guests, we have implemented a number of health and safety protocols that comply with current best practices for large events and with state and county requirements.

In-person attendees agree to adhere to the following protocols as a condition of attending conference. If you prefer not to follow these protocols, we welcome you to attend the conference virtually, which will be live-streamed and allow interaction from virtual attendees. To switch your in-person registration to virtual registration, please contact the WSSDA registrar at wssda@kfevents.com by October 15, 2021.

How we are ensuring the comfort and safety of our conference guests:

  • Providing a hybrid conference experience that allows in-person or virtual attendance.
  • Limiting in-person attendance to 800 to provide appropriate spacing and room capacity.
  • All seating allows for proper spacing between attendees.
  • Portable meals will be provided to allow attendees to enjoy them wherever they feel most comfortable (seating suggestions will be provided).
  • All onsite staff are fully vaccinated or have had a negative COVID test within 72 hours of the event and will be masked.
  • Expedited onsite registration process.
  • Clear signage about expectations throughout facility.
  • Provide hand sanitizing stations throughout the property.
  • The Hyatt Regency Bellevue is implementing frequent cleaning and has full functioning efficient air ventilation in all meeting spaces.

What we ask of attendees and presenters to ensure the comfort and safety of everyone:

  • Complete health screening prior to the conference including proof of full COVID-19 vaccination OR proof of negative COVID test within 72 hours of arrival at the conference facility.
  • Confirm completion of health screening onsite upon arrival at the Hyatt Regency Bellevue before having access to the meeting space.
  • Wear a face covering mouth and nose at all times during conference events. We recommend N-95 or a multi-layered cloth mask.
  • Attendees will wear name badges with attached conference lanyard at all times to indicate that you have gone through the health screening process.
  • All food & beverage must be consumed while in a stationary position and in designated areas.
  • Be aware that room capacities will be limited for breakout sessions. If you are unable to attend your first choice, feel free to attend another session OR attend virtually. All sessions will also be available virtually after conference.

Frequently-asked Questions

Are vaccinations required for conference attendance?
Will everyone be wearing a face covering?
  • Yes. In accordance with the current Washington state and King County mask mandates all guests and staff will be required to wear face coverings that always fit over their nose and mouth except while actively eating or drinking. This is regardless of vaccination status.
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 an FDA-approved antigen (e.g., rapid) test administered within the previous 72 hours. Antigen tests that are self-administered will not be accepted.”
  • You can find locations to receive the COVID-19 vaccine by visiting the vaccine locator tool on the Washington State Department of Health website.
  • Make sure to plan ahead if you need to receive a COVID test as it can take a few days to get an appointment. If you are coming for the pre-conference, you need a negative test no earlier than Monday November 15th. If you are attending with the start of the Annual Conference, you must show a negative test no earlier than Tuesday November 16th.
When and where do I need to show my proof of vaccination or negative COVID-19 test at the conference?
  • The King County order indicates that “verification of vaccination may be established by any of the following methods of documentation:
    • CDC COVID-19 Vaccine Record Card, or photo of CDC Vaccine Record Card 
    • QR Code, digital or printed certificate from MyIRMobile — https://myirmobile.com — a WA Department of Health partner website for immunization records 
    • Vaccine administration record from a vaccine provider, including an individual’s doctor, pharmacy, or other official immunization record from within or outside the U.S., including a photo or photocopy 
    • Any other digital vaccine card specified by Public Health – Seattle & King County as sufficient to demonstrate proof of vaccination status.
  • A checkpoint will be set up prior to entering the meeting space on the first floor of the Olympic Tower (Evergreen Foyer).  Once verified, you will receive your yellow conference lanyard and proceed to pick up your name badge. Your lanyard must be worn at all times; this is proof that you have provided the necessary credentials to attend the conference.
How will meals be handled?
  • Breakfast and Lunch will be served in a grab and go style (boxed meal). There will be seating options available throughout the Hyatt and in your hotel room (if you are staying at the Hyatt or Hilton during the conference).
  • Coffee and water service will be available in the Evergreen area (1st floor) with spaced out table options. We ask that you consume food and beverage from a stationary place and that masks are worn when moving around the facility.
  • No food & beverage consumption will be allowed in the meeting rooms and foyers, only in designated areas. Wintergarden, Hyatt Front Lobby, Evergreen E/F, outside on NE 10th St., patio area next to Suite.
Will I still be able to connect with my colleagues?
  • Yes. There are breaks throughout the conference to allow for attendee networking. We also encourage you to connect with fellow attendees through the Conference App to set up specific meeting times. The breakout session day is a great time to connect with one another in a smaller setting. There is plenty of space in the Hyatt Lobby Area to find a place to sit and connect with one another.
How do I turn my in-person registration to virtual, or vice-versa?
What if I don’t feel well during the conference while attending in-person?
  • Please promptly return to your room or leave the conference.
  • Notify the event staff so they can take the necessary safety actions needed to protect you and other attendees. Email: wssda@kfevents.com or call WSSDA: (360) 890-5781.
What is the Hyatt doing to ensure the safety of their guests?
  • The Hyatt Regency Bellevue is focused on welcoming guests with safety as their top priority. The Hyatt brand has taken precautionary measures across all of their properties that you can read about here: https://www.hyatt.com/info/care-and-cleanliness-americas
  • We have requested that only Hyatt staff that have been vaccinated will interact with WSSDA Annual Conference attendees. 
What is the refund policy for tickets if I can’t meet these requirements?
  • Prior to October 15th you can switch to the virtual conference at no charge or cancel your registration less a $125 cancellation fee.
  • By creating these options and safety measures, refunds will not be available after October 15th. If you cannot meet these requirements you can switch to the virtual conference to access all the same content and network with fellow virtual attendees.