AAFP Event Policies and Attendee Guidelines
To help ensure all attendees have a pleasant conference experience, we ask you to please read through and abide by our conference policies and attendee guidelines. When you register for and/or attend an AAFP event, you agree to the following terms, which constitutes an agreement between you and the AAFP. This policy is binding upon all registrants and attendees, including, but not limited to, their agents, employees, guests, and representatives who may attend an AAFP event.
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Event Policies and Guidelines | Event Code of Conduct | Safety and Health Information | Cancellation and Refunds | Food Allergies | ADA Accommodations | Children in Sessions | Onsite Animals | Consent to Use Photographic Images or Video | Waiver and Release of Liability for Communicable Disease for In-person Attendees
- All attendees must be registered for the AAFP event or have a guest badge.
- Event guest badges for friends or family who are not affiliated with the veterinary industry can be purchased at the Registration Desk.
- Attendees, guests, exhibitors, sponsors, media, staff, and all others associated with the event must wear their name badge at all times throughout the conference. You may not enter any part of the Conference without a name badge.
- Please be respectful and do not disrupt presentations, sessions, speakers, workshops, or special events.
- During the Q&A portion of sessions, please keep to the topic at hand and save very specific cases or questions for individual follow-up with the presenter after the session. Please move to the microphone so everyone can hear your question.
- The recording or transmission of any educational session, presentations, demos, or videos without written permission from the AAFP is strictly prohibited.
The AAFP is dedicated to providing a safe and productive environment for everyone attending our events, as reflected in the AAFP Core Values. We believe that a community where individuals feel uncomfortable or threatened is neither healthy nor productive, and will not be tolerated. The AAFP expects all event attendees (either virtual or in-person) to use professional behavior and treat each other with kindness and civility. We expect participants at any AAFP event to abide by this Code of Conduct in all venues, including ancillary events and official and unofficial social gatherings.
Therefore, the AAFP prohibits intimidating, threatening, harassing, discriminatory, or demeaning speech and/or conduct at our events. This policy applies to attendees, speakers, staff, volunteers, media, venue staff, guests, and exhibitors. Event participants violating these rules may be reprimanded or expelled from the conference, at the discretion of AAFP leadership.
Harassment of event participants will not be tolerated in any form. Harassment includes, but is not limited to offensive gestures or verbal comments, inappropriate or intimidating behavior and language, unwelcome jokes or comments, stalking, offensive images, photography without permission, sustained disruption of talks or other events, inappropriate physical contact, and unwelcome attention. Participants asked to stop any harassing behavior are expected to comply immediately.
If any event participant or exhibitor engages in harassing behavior, the AAFP leadership may take any action they deem appropriate. If needed, the AAFP reserves the right to expel anyone from current and future AAFP events. The AAFP will have no liability in connection with such an expulsion, and there will be no refund or compensation of any kind associated therewith.
If you are being harassed, notice that someone else is being harassed, or have any other concerns, please contact AAFP staff who will work with appropriate AAFP leadership and local law enforcement to resolve the situation.
We value your attendance and want to make your experience as productive and professionally stimulating as possible.
We thoughtfully plan our events and make all participants' health and safety our top priority. If you are sick or not feeling well, do not attend any part of the in-person event.
The AAFP wants you to be safe while at our event, so we ask that you please keep your bags and belongings with you at all times. Please report inappropriate, suspicious, or concerning behavior or activity to AAFP staff, venue staff, or security immediately. Please note that firearms, knives, blades, other weapons, explosives, and hazardous materials are prohibited from all AAFP events.
As of June 2021, the Convention Center has changed their personal protective equipment policy and stated that those whom are fully vaccinated are not required to wear masks at this time. Those who are not vaccinated must continue to wear a face mask and should continue to practice social distancing in accordance with CDC guidelines. Please note this can change.
- All attendees are required to agree to the Waiver relating to COVID-19 (included below).
What you should know:
- Unvaccinated individuals will be required to wear face masks.
- All attendees may be required to wear face masks – details will be released closer to the meeting. If all attendees are required to wear face masks, this does not mean that other groups in the Convention Center will have the same policies. You should be aware, however, that based on the guidance from the CDC, city of Phoenix, and conference venues, masks may not be required for vaccinated individuals at the time of the meeting.
- You are welcomed and encouraged to wear a face mask if you are more comfortable doing so. Disposable face masks will be available at the Registration Desk.
- There will be a designated room in the Convention Center for those that need a quiet space to socially distance (i.e., mask breaks, eat or drink, etc.). More details will be provided closer to the meeting.
- If you have any questions or concerns onsite, please speak with an AAFP staff member.
- The Convention Center does have the ability to check temperatures. Their cleaning procedures are below.
- We ask for respect and professional courtesy, and if you are not feeling well, please stay away from all events.
- The AAFP has the right and duty to restrict access to anyone exhibiting the symptoms noted below.
- All attendees are required to follow the Waiver relating to COVID-19, included below.
As the event gets closer, and because things can still change, we will communicate details regarding all safety and social distancing protocols and procedures intended to prevent the transmission of COVID-19.
Symptoms and Staying Home
If you are experiencing any of the following symptoms, please contact your healthcare provider to get tested and stay home. Please do not attend the AAFP Conference if you are experiencing any of these symptoms: fever or chills, cough, shortness of breath or difficulty breathing, fatigue, muscle or body aches, headache, new loss of taste or smell, sore throat, congestion or runny . If you are experiencing any of these symptoms within 14 days of the start of the Conference, are not vaccinated and have come into contact with someone who tested positive, or test positive for COVID-19, please stay home and contact the AAFP at firstname.lastname@example.org.
Cleaning Procedures & Removing Touch Points
The Convention Center is making sure to engage in a process of constant cleaning and disinfecting as well as removing as many touchpoints as possible. A few of the many steps they are taking include having room monitors who clean rooms after each use, doors stand open on their own, constant cleaning high touch points (such as handrails, door handles, and elevator buttons), touchless hydration stations, open exterior doors, and "foot handles" for touchless entry and exit in bathrooms. As guests navigate throughout the Convention Center, they will see frequent reminders to wash their hands and take protective measures. Hand sanitizer stations will also be liberally dispersed throughout the building. They also have a two-filter HVAC system that is self-regulated to bring in as much fresh air as possible and the filters are being continually monitored and replaced. Both conference hotels have made a Commitment to Clean including increasing the frequency of cleaning and contactless check-in. The Sheraton Phoenix Downtown Hotel has replaced all guest room filters as of May 2021.
Registration fees for virtual attendees are non-refundable. If you are unable to attend the live events, sessions will be recorded and available for viewing on-demand until June 30, 2022.
Cancellation of in-person registration will still allow you to have virtual access to live-streaming and/or on-demand access through June 30, 2022. For in-person attendees, cancellations received by Friday, August 27, 2021 will receive a refund of the difference between the in-person rate and virtual rate. In-person registration cancellation received after Friday, August 27, 2021 will not be eligible for refunds. Please note if you cancel your conference registration, it does not constitute cancellation of your hotel reservation.
The AAFP will work closely with the venue to create menus that can be enjoyed by all attendees while keeping in mind the most common food allergies and restrictions including vegetarian and vegan options, and nut and seafood allergies. If you have a food allergy or dietary restriction, please note this when registering for the conference or email email@example.com. We can work closely with the event venue to create meals that accommodate individual restrictions with proper advanced notice. Please note, onsite orders cannot be accommodated.
If you need special accommodations for a disability or special need, please note this when registering for the conference under the ADA section or email firstname.lastname@example.org.
Children are welcome to walk in the exhibit hall with their parent/guardian as long as they are supervised, and be in the public spaces of the conference space. Children are not permitted in the educational session rooms. Children are also not to participate in meals unless the parent/guardian has purchased a Guest Pass or Guest Ticket for that child. If children are left unsupervised or are causing a disruption, we may require the parent/guardian to move them out of the conference space.
Every venue is different when it comes to allowing animals onsite, either in the hotel space or conference space. Attendees agree to follow all hotel or conference venue policies relating to animals onsite and should contact the AAFP at email@example.com if you plan to bring an animal to the conference. Paperwork may need to be filled out prior to allowing the animal to come onsite. All animals must be under their handler's control at all times. Handlers will be asked to remove their animal from the event if they cannot do so.
Registration and attendance at, or participation in, the AAFP Conference and other activities constitutes an agreement by the registrant to AAFP's use and distribution (both now and in the future) of the registrant or attendee's image or voice in photographs, video, electronic reproductions, marketing efforts and materials, and audiotapes of such events and activities.
All attendees are required to agree to this waiver when registering for the Conference:
The American Association of Feline Practitioners (herein AAFP) has taken preventive measures to reduce the spread of communicable disease including, but not limited to, COVID-19 ("Communicable Disease") or other bacterial or viral illness or disease, at its Conference. However, I acknowledge that AAFP cannot guarantee that I, my guests, or other individuals traveling with me will not be exposed to or contract a Communicable Disease at the Conference. Further, due to the nature of the facilities, services, and programs offered at this Conference, I understand that attending the Conference could increase my risk of contracting a Communicable Disease.
I voluntarily agree to abide by all applicable COVID-19-related requirements, advisories, policies, procedures, and protocols of the AAFP, Convention Center, hotels, as well as the CDC, the City of Phoenix, and any other governmental authority for the duration of my stay.
I understand the risk that I may be exposed to, or infected by, a Communicable Disease by attending the Conference and that such exposure or infection may result in quarantine requirements, serious illness, permanent disability, and/or death. I further understand that the risk of becoming exposed to, or infected by, a Communicable Disease at the Conference may result from the actions, omissions, or negligence of myself and others, including, but not limited to, AAFP, its partners, affiliates, attendees, members, officers, employees, contractors, agents, representatives, sponsors, other participants, and any owners and lessors of premises used to conduct the Conferences ("Releasees"). I KNOWINGLY AND FREELY ASSUME ALL SUCH RISKS, BOTH KNOWN AND UNKNOWN, EVEN IF ARISING FROM THE NEGLIGENCE OF THE RELEASEES, and assume full responsibility for my participation in the Conference.
In consideration of being allowed to participate in the Conference, I, for myself and on behalf of my heirs, guests traveling with me, assigns, personal representatives, and next of kin, acknowledge and agree as follows:
A. I HEREBY RELEASE, COVENANT NOT TO SUE, DISCHARGE AND HOLD HARMLESS the Releasees, with respect to any and all liabilities, claims, penalties, suits, demands, judgments, costs, interests and expenses (including attorneys' fees and costs) arising from or relating to the illness, disability, or death of myself (or any person who may contract a Communicable Disease, directly or indirectly, from me), as a direct or indirect result, in whole or in part, of a Communicable Disease, to the fullest extent permitted by law.
B. THIS WAIVER AND RELEASE OF LIABILITY INCLUDES ANY CLAIMS BASED ON THE ACTIONS, OMISSIONS, OR NEGLIGENCE OF THE RELEASEES, WHETHER AN INFECTION OCCURS BEFORE, DURING, OR AFTER PARTICIPATION IN THE CONFERENCE.