Safety Plan 2022

We have had a few people asking about how we intend to hold this conference while controlling the spread of COVID-19. Please be assured that we are doing everything in our power to ensure everyone's safety while also attempting to regain some of the social connections that were lost during our virtual year in 2021.

2022 Safety Plan

Proof of Vaccination

  • You will need to be fully vaccinated to enter any of the conference activities in person.
  • Attendees who do not have 2 doses of any government-approved vaccine (Pfizer, Moderna, AstraZeneca or Janssen) will be denied entry to the conference and will instead be encouraged to observe the conference via our live-stream.
  • To streamline the process of checking proof of vaccination, our volunteers will be equipped with the BC Vaccine Verifier app. To get your vaccine passport, please visit https://www.healthgateway.gov.bc.ca/vaccinecard

Masks

  • Masks will be required for the entire duration of the conference.
  • Disposable masks will be available at the registration table; however, in the interest of sustainability we encourage you to wear your own cloth mask if you have one.
  • Presenters may remove their masks during their presentation, provided that they are able to maintain 6 feet between themselves and the nearest audience member. If this is not possible, they will be asked to wear their mask during their presentation. The panel's moderator maintains the authority to ask the presenter to put their mask on at any time for any reason.

Capacity limits

  • Due to the nature of the conference (i.e. hosting different panels in separate rooms at the same time), we are required to enforce a 50% capacity limit on each individual panel rather than the entire conference.
  • With this in mind, we will be enforcing a capacity limit of 50 people in each panel room, with the exception of our external keynote address on Friday, January 21st, which will have a capacity of 150 people since this is held in a much larger room. While our panels typically get fewer than 50 people, we will have volunteers at the door counting those who enter the panel.
  • For popular panels, we encourage you to consider observing the presentations via our live-stream.
  • This capacity limit will also apply to meal rooms. Once you have fixed your plate, we encourage you to exit the room to eat so as to allow everyone a chance to enter the room to get something to eat. The room will be available to eat in if you would like; however, if we come into a situation where either 6 feet cannot be maintained between groups or we reach our 50-person limit, we may have to ask participants at random to exit the room.

Social Distancing and Bottleneck Control

  • We will be marking chairs in each panel room in order to maintain 6 feet between audience members. While we will not force you to separate from people in your social bubble, we urge you to be mindful of where you sit in a panel and to maintain at least 6 feet from people who are not in your bubble.
  • An easy way to tell if you are too close to someone else is to have both people stretch out their arms. If the two people's fingertips do not touch each other, you are likely close to 6 feet apart. Please note that this is not an exact science, and is only a quick practical test. Since your armspan across both arms is equal to your height, this works for most people of average height, but will need to be adjusted for people who are shorter or taller than average (i.e. you may need to leave a larger space between fingertips with a shorter person, or it may be okay to overlap fingertips slightly with a person who is over 6 feet tall).
  • We will have volunteers controlling how many people can enter a room during mealtimes at once to prevent bottlenecks at the buffet table. Although we promise to provide food for everyone, you may be asked to wait to fix your plate until the people at the buffet have finished fixing theirs.
  • We understand that social distancing can sometimes make things move more slowly, and thank you for your patience.

Sanitizing (Hands and Otherwise)

  • Each participant will be required to sanitize their hands at the entrance to each panel and meal room. Sanitizer will be provided by volunteers.
  • Volunteers will sanitize the rooms immediately following each panel. Focus points will be tables, chairs, and presentation equipment such as the room's computer, keyboard, mouse, and podium.

But What About the Off-Campus Elements of the Conference?

Elements such as our Presenter Social, the Post-Keynote Social, and the Banquet may encounter alternate rules. Please see the schedule and/or program for this year's social locations. The Presenter social and the Post-Keynote social will be held at local restaurants. These locations are both mandated to enforce a number of policies:

  • Anyone entering the socials or Banquet will need to be wearing a mask that fully covers their nose and mouth.
  • Anyone entering the socials or Banquet will need to be fully vaccinated and able to produce their health passport upon entry (please see the above link if you do not have a health passport).
  • Once a person takes their seat at the socials or Banquet, they may not move other than to go to the bathroom, exit or re-enter the venue, or other necessary reasons. Wandering between tables to mingle will not be allowed this year.
  • There will be a maximum of 6 people to a table at both socials as well as the Banquet.

Once again, we'd like to thank you for your patience as we adjust our policies to meet the Provincial Health Guidelines. We hope that these restrictions are no more than you have encountered at other venues and events this year, and are open to any other suggestions or feedback that you may have with regards to adjustments or additions to our plan. If you have any thoughts or feedback, please reach out to us at tru.phpconference@gmail.com.