Health and Safety Plan

HEALTH AND SAFETY PLAN

FOR THE NATIONAL BIOTECHNOLOGY CONFERENCE (NBC) IN ANAHEIM, CALIFORNIA

AAPS has developed the following requirements and guidelines to ensure that NBC’s in-person event in Anaheim will be both engaging and safe for all participants.

All individuals participating in the face-to-face meeting—including attendees, speakers*, moderators*, exhibitors**, sponsors, media, staff, supporting consultants, and temporary hires—must adhere to the following requirements while participating in the meeting. Individuals not compliant with these requirements will be removed from the meeting until they have come into compliance. At the discretion of AAPS staff, individuals may be barred from returning to the event, and from future AAPS events.

All participants must agree to the following requirements when they complete registration. Participants who cannot comply with these requirements may cancel their registration by March 31, 2022, for a full refund minus an administrative fee.

AAPS will not refund canceled registrations after March 31, 2022. Learn more about changing or canceling a registration, including penalties for making changes after March 31, 2022.

If you are a confirmed exhibiting partner or sponsor and are considering your options, contact Erik Burns, Senior Director Corporate Engagement and Strategic Business Initiatives, at burnse@aaps.org, as soon as possible to discuss your current obligations.

Participants Must Agree to the Following

  • Wear a mask throughout the meeting. Unmasking is acceptable for brief periods while eating or drinking.

See acceptable masks.

  • Demonstrate vaccination or a negative COVID-19 test before entering NBC programs and events. Participants who are unable to be vaccinated must supply proof of a negative COVID-19 antigen test taken at most 24 hours before arrival; or a negative COVID-19 PCR, RT-LAMP, or TMA test taken at most 72 hours before arrival.
  • Complete a health self-assessment upon arrival at the meeting each day.
  • Support social distancing measures. Be mindful of causing crowding by moving chairs, stopping to chat in a busy hallway, ignoring directional signage, or otherwise interfering with spacing efforts.
  • Adhere to any requirements imposed by the State of California or the City of Anaheim. AAPS is working with local and state authorities to create an engaging, safe meeting, and to ensure all participants are informed and able to meet safety requirements. In the event that the State of California or the City of Anaheim issues new requirements before or during the meeting, AAPS will alert all participants by email as soon as possible.

How to Attend NBC Safely

  • Stay home or in your hotel room if you feel sick, or if you do not pass the daily wellness check-in. Contact your doctor to discuss your next steps.
  • Pack an adequate number of masks to be masked throughout the meeting. Masks must shield your nose and mouth from others’ respiration. See acceptable masks.
  • AAPS will provide health kits to all registrants upon arrival at the meeting that include masks. AAPS staff will also have extra masks available for participants in urgent situations.
  • Allow extra time to register, check-in, get seated at a session, and other common activities. Safety protocols will add minutes to each activity.
  • Look for directions posted on signs and floor stickers. Some spaces at NBC will have designated paths that move in one direction. Observe and support safe traffic flow.
  • Listen to staff and pay attention to housekeeping notes delivered during sessions. Operational adjustments may occur throughout the event to ensure the health and safety of all participants.
  • Wash and sanitize your hands often.
  • Sneeze into your elbow.
  • Carry a re-sealable water bottle.
  • Assess your colleagues’ comfort level and greet them with the elbow bumps, foot taps, air hugs, or other low-contact gestures they may prefer. Do not assume a hug is welcome.

How NBC Will Look and Operate

  • Masks on all participants at all times. Unmasking is acceptable during brief periods for eating and drinking.
  • Health Kits supplied to all registrants upon check-in. Every registrant will receive a packet with masks, hand sanitizer, and wipes.
  • Plexiglass barriers at registration and in select areas.
  • Last-minute program changes. AAPS anticipates that there may be last-minute changes in speakers and sessions due to changing travel restrictions. Use the NBC mobile app to keep track of changes in the sessions you want to attend.
  • Food in designated areas. Pre-packaged food will be available to participants in dining areas. Contactless payment will be available for concessions.
  • Registration and entrances staffed to ensure compliance. AAPS has an increased presence of staff and security to ensure the meeting will be safe and engaging for all participants.
  • Exhibitors will have access to additional cleaning and disinfection services for their booths.
  • Trash and recycling will be removed more frequently than at past AAPS events.

Who Is Supporting NBC, and How Safe Are They?

Marriott International and the Anaheim Marriott are committed to creating a healthy environment and has enhanced sanitation and safety protocols. This includes enhanced cleaning protocols, contactless experiences, and food safety.

The State of California and the City of Anaheim have worked to resume meetings in a manner that is safe for attendees and for their citizens. See the current guidance from California and Anaheim.

Freeman Company supports exhibit services, décor, and other needs. Effective August 1, 2021, Freeman requires their team—including union members—to wear masks and practice social distancing while on-site at an event. Freeman also mandates vaccination or regular testing for its employees.

Inspire supports audio-visual presentations. Only fully vaccinated staff will travel to Anaheim.

eShow supports registration and lead retrieval. Only fully vaccinated staff will travel to Anaheim.

*Instructions for Speakers and Moderators

  • Must plan ahead to be at their session 15-20 minutes early. AAPS anticipates that enhanced health and safety procedures will add time to processes for checking in, exiting a session room, etc.
  • May unmask while speaking on stage.
  • May bring a re-sealable bottle of water to the stage.
  • Must adhere to limitations set for the number of people who may be on the stage at any time.
  • Microphones will be sanitized between uses by NBC’s staff.

Questions about expectations for speakers and moderators should be sent to meetings@aaps.org.

**Instructions for Exhibitors

As high-visibility participants in the event, exhibitors are expected to help AAPS create a safe and engaging environment for all participants—and one that makes anxious attendees feel the exhibit hall is a comfortable place to visit. This means supporting the health and safety plan, including social distancing measures, masking, and other requirements outlined above.

Additionally, exhibitors:

  • Must plan ahead to be in their booths on time. AAPS anticipates that enhanced health and safety procedures will add time to processes for checking in, exiting a session room, etc.
  • Must be masked while in their booths. Exhibitors may unmask briefly to eat and drink.
  • Must follow staff instruction for set up and operation of their booths.

Questions about the NBC Health and Safety Plan may be emailed to meetings@aaps.org.

Appropriate masks to wear to the meeting:


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Inappropriate masks to wear to the meeting:


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On-Site Processes and Using the CLEAR App

Download the free CLEAR app from the Apple or Google Play store and follow the instructions below.

Already a CLEAR member? Use the email address associated with your membership and snap a quick selfie to verify your identity. If you have already set-up your proof of vaccine from a previous event such as PharmSci 360, proceed to Step 2. 

STEP 1: Proof of Vaccination or Negative COVID-19 Test

If you are vaccinated against COVID-19, link proof of your vaccination to your profile before attending NBC.

Choose “I have been vaccinated” and follow the prompts to securely upload your proof of vaccination. You can add your vaccination record card, scan a SMART QR code, or link to a health provider.

You will need your vaccine card and a form of ID such as a passport or license to complete this process.

If you are not vaccinated against COVID-19, you must link proof of your negative COVID-19 test within 72 hours before attending NBC.

  1. Tap “I have not been vaccinated” on the entry requirements screen and then “Get tested.”
  2. Select your testing provider on the menu screen to log into your patient portal and follow the prompts to link your health account with CLEAR.


STEP 2: Enter Event Code

10-days before the event you will receive a unique event code for NBC.

  • Open the CLEAR app and tap on the white Health Pass tile.
  • Select “Have a Code?” and enter the code distributed by AAPS 10-days before the meeting. Can’t locate the code? Email Meetings@aaps.org.
  • Continue to follow prompts on the Entry Requirements page to securely confirm your proof of vaccination or negative test results.

STEP 3: Daily Health Survey

Answer a quick daily health survey each day before entering NBC programs and events.

  1. Within 30 minutes before you head to the conference each day, open the CLEAR app, tap Health Pass, and click “Complete Health Survey.”
  2. Show your Health Pass status on your device at the AAPS Registration Desks or the AAPS Info Desk in the Anaheim Marriott to receive a sticker each day showing you have passed and may enter NBC programs and events.

If you happen to receive a red Health Pass, please stay in your home or your hotel room, and contact your doctor.

A green or amber Health Pass means you are good to go! You can obtain the sticker from the following locations:

  • AAPS Registration Desks
  • AAPS Info Desk

Need help with the CLEAR app? Watch their quick tutorial or contact CLEAR’s Member Care Team directly in the CLEAR app, by calling 1-855-CLEARME (253-2763), or through email at memberservices@clearme.com.

With CLEAR, you are always in control of your information. AAPS only receives confirmation that an attendee satisfied the requirements for access with the equivalent of a red, amber, or green result—and never has access to an individual’s private health data. For further information on how CLEAR protects user data, see the member terms here.

If you choose to not use the CLEAR app to show proof of vaccination or proof of a negative COVID-19 test within 72 hours before attending the event, you must bring your vaccination card or proof of your negative COVID-19 test to the AAPS Info Desk for verification.

If you choose to not use the CLEAR app for your daily health check-ins, you must visit the AAPS Info Desk and complete a paper survey at the start of each day for your health screening and receive your daily sticker to gain access to NBC programs and events.