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As we begin to transition to in-person events, the health and safety of event participants, IDF (Immune Deficiency Foundation) staff, volunteers, and the community at large is vitally important.  

IDF event guidelines follow federal guidelines (at the minimum) together with venue, state, or local guidelines, if more stringent.  Event planners can visit the CDC’s landing page for in-person events for the CDC’s most up-to-date guidance regarding safe operations.    

What are the requirements for an attendee (including volunteers and IDF staff) at an in-person event (indoors)? * 

  • All attendees (ages 5 years or older) are required to be fully vaccinated and will be asked to show proof of vaccination when they pick up their registration badge. IDF strongly recommends all attendees have the booster shot as well. Those with medical or religious exemptions must notify IDF during the registration process and must show proof of a negative COVID-19 test (PCR testing is preferred, but if not available or feasible, an FDA approved antigen test is acceptable) taken within 24 hours of arrival. 

  • Only registered attendees, IDF staff, volunteers, or approved hotel staff will be allowed in the event space. 

  • Food distribution will follow CDC (Centers for Disease Control) guidelines. 

  • Stay home when appropriate: If you have tested positive for COVID-19, are waiting for COVID-19 test results, have COVID-19 symptoms, feel sick or unwell, or have had close contact with a person who has tested positive for or who has symptoms of COVID-19, please do not attend. 

  • Individuals not in compliance with all health and safety protocols may be asked to leave the conference. Refunds will not be provided. 

  • All attendees are required to wear a mask during all indoor components of the event unless actively eating or drinking. During times when meals or refreshments are served, social distancing will be advised, and additional dining space will be available outside the meeting room. Presenters may remove masks while speaking, but must ensure a six-foot distance from all others while doing so.   

Do all event attendees, have to wear masks during an indoor event? ** 
Yes, all attendees, including staff and volunteers, must wear masks during an indoor event regardless of vaccination status or submitting a negative COVID test.   

What if state or local rules prevent IDF from implementing these minimum requirements or practicing these minimum safeguards?   
If a venue or state or local requirements prevent IDF from implementing these minimum requirements or practicing these minimum safeguards, IDF will host a completely virtual event.  

However, if state or local requirements prohibit asking for or receiving proof of vaccination status, attendees will be required to submit a negative COVID test instead.   

What happens if the COVID-19 transmission rate in the county (and/or surrounding counties) where the event is located increases substantially?  If the transmission rate of a particular county increases substantially, IDF reserves the right to implement additional requirements (limiting capacity, enforcing social distancing) or move to a completely virtual event.  

Do the minimum requirements for attendance apply to vendors, hotel staff, and other third parties?   
Vendors (including vendors, venues, and other contractors) are asked to confirm their on-site staff follow safety protocols. As such, IDF asks that vendor on-site staff:  

  • have completed a full course of a COVID-19 vaccine treatment at least two weeks prior to the Event (to be considered fully vaccinated, you must be ≥2 weeks following receipt of the second dose in a 2-dose series or ≥2 weeks following receipt of one dose of a single-dose vaccine) OR for those who have not been vaccinated, provide a negative COVID-19 result (PCR testing is preferred, but if not available or feasible, an FDA approved antigen test is acceptable) AND 

  • Wear a mask during the Event  

Each vendor will be responsible for ensuring its staff’s compliance. IDF will inform vendors, hotel staff, and other third parties (e.g., anyone directly performing services during an in-person event) with existing contracts of our COVID-19 safety protocols for events and inquire how it aligns with their own safety protocols.  

Will attendees be required to upload proof of vaccination status or a negative COVID-19 test (when applicable) prior to an event?   
Attendees will confirm vaccination status during registration and will be required to show proof of vaccination status or a negative COVID-19 test result (when applicable) on the day of the event at the door. 

*Is there guidance on outdoor events? Except where otherwise provided, requirements regarding vaccination status or negative test do not apply to outdoor events.  Masks, however, remain as a requirement for outdoor events when attendees are unable to practice social distancing.     

**Persons with difficulty hearing.  Masks make it more difficult for individuals who are deaf and/or hard of hearing to understand speech or sign language because they obscure the lips and part of the face. If persons with disabilities will be in attendance and request accommodations, we'll take steps to ensure clear, effective communication. Alternatives may include written communication or closed captioning.  CDC does not recommend the use of face shields as a substitute for masks because of concerns about their efficacy.