AAE22 Meetings and Events Health and Safety Code of Conduct

(as of March 17, 2022)

AAE is committed to creating safe and intentional environments for meetings and events and will be following all CDC guidelines as we begin to meet in-person. This responsibility is shared equally among AAE staff, members, hotel staff, and all meeting and event participants. Your commitment to the personal and group guidelines AAE lays out for each event is truly important and is mandatory to maintaining the safest environment possible.

Since the CDC guidelines are rapidly evolving, AAE staff will continue to monitor the latest protocols to ensure that our meetings and events are the most compliant and safe meeting environment possible. Updates and reminders on protocols will be sent out at minimum one week prior to the meeting or event.

Attendance Requirements

One of the following will be required for all attendees, exhibitors, vendors and guests to attend AAE22 in-person:

1. Proof of vaccination.
• A person is considered fully vaccinated 2 weeks after their second dose in a 2-dose series or 2 weeks after a single-dose vaccine.
• COVID-19 booster shot is strongly encouraged as extra protection.
2. Proof of a negative COVID-19 test taken within 48 hours of arrival on-site in lieu of proof of vaccination.
• The initial test must be administered by a medical professional on official paperwork and not self- administered.
• Onsite testing will be available and testing expenses will be paid on own by the individual.

The AAE will be working with CLEAR Health Pass for vaccination and negative COVID-19 test verification for AAE22. Complete information can be found below.

The virtual meeting registration option is available for anyone that does not meet the vaccine or negative COVID-19 testing requirement.

Pre-Event

• Follow current guidance provided by the World Health Organization, CDC, and your local health authority.
• You should not attend any AAE Meeting or Event if you are experiencing, or within the 10 days prior to the conference or event have experienced, symptoms associated with COVID-19. If you do not feel well, protect yourself and others and stay home.
• You should not attend any AAE Meeting or Event if you believe that you may have been exposed to a confirmed or suspected case of COVID-19 or have been diagnosed with COVID-19 within 10 days prior to the conference. 
• Follow travel restrictions and guidance issued by the region you are travel to and from.
• Contact AAE Staff for any questions, clarifications, or concerns.
• Download the CLEAR Health Pass and upload your proof of vaccination or negative test. The event-specific AAE22 code will be published and communicated 10 days prior to AAE22. See complete information below. 

Onsite Event Experience

Will masks be required for AAE22 in-person participants? 

The Arizona, City of Phoenix and Venue guidelines will be followed during the meeting for mask mandates and social distancing. Effective March 25, 2022, there is no mask mandate throughout the state of Arizona. In accordance with CDC guidelines, face coverings are recommended indoors for all inidivduals regardless of vaccination status. It is recommended that attendees carry a face covering at all times during the meeting as mask requirements may vary based on the venue. 

What should I expect onsite? How will the check-in process be different this year? 

Checkpoints: When you arrive onsite, you must go through the CLEAR Health Pass checkpoint located at the Third Street entrance of the Phoenix Convention Center. At this checkpoint, you will show proof of vaccination or negative COVID-19 test result through the CLEAR Health Pass App. Once you are cleared through the checkpoint, you may proceed to the registration desk, located in the Phoenix Convention Center North Building, Level 1 Foyer. Once you have your name badge, you are cleared for the duration of the meeting and do not need to go through the checkpoint process again.  

CLEAR Health Pass: Use the CLEAR Health Pass app to provide your proof of vaccination or negative COVID-19 test result before you arrive onsite. Once your vaccination or negative COVID-19 test result has been uploaded to the CLEAR Health Pass platform, it can typically take up to 30 minutes for your status to be verified. We encourage all attendees to complete this process at least 24 hours before arrival at AAE22. If you do not complete the Health Pass verification process prior to arriving onsite, please allow extra time for check-in and to receive your name badge onsite.  
  
Alternative to CLEAR Health Pass: If you do not have a smartphone, or otherwise are unable or unwilling to use the CLEAR Health Pass app, you must bring your proof of vaccination (physical card, printed record or clear digital photo of the card or record) or negative COVID-19 test result (on official paper from the testing facility) and government-issued ID with you to the meeting. When you reach the checkpoint, you will be directed to a table, where you must present your proof of vaccination or negative COVID-19 test result and government-issued ID for manual inspection. 

What is CLEAR Health Pass? 

Health Pass is a free service on the CLEAR app that connects your verified identity with your COVID-19 vaccination and/or testing results to provide a safer, easier way to attend events in-person. The digital vaccine card you create will be used when you arrive onsite to provide proof of vaccination and/or negative COVID-19 test result. For more information about CLEAR Health Pass, view their FAQs.  

Where can I download the CLEAR app?

Download the app using the links below, or click here to receive a direct, one-time SMS message with a link to download straight to your phone.


AAE22 Event Code: EFATTENDEE27

Who can use CLEAR Health Pass? 

Currently, anyone 18 or older with a US state ID, driver license, US or international passport (excluding OFAC countries), or permanent resident ID is eligible for a CLEAR membership and to use Health Pass. Health Pass is a FREE service, but you must enroll in CLEAR to use it. 

How do I provide proof of vaccination of a negative COVID-19 test result? 

Health Pass by CLEAR

For the most efficient entry possible, every attendee should enroll with CLEAR. Complete the one-time enrollment process to verify your entry requirements using the directions below. Once your vaccination record has been uploaded to the platform, it can typically take up to 30 minutes for your status to be verified. We encourage all attendees to complete this process at least 24 hours prior to the event.

Step 1: Download and enroll in CLEAR

• Download the CLEAR app and tap on the white Health Pass tile. Select "Have a Code?" and enter EFATTENDEE27.
• Tap "Enroll or verify your in CLEAR" to create your CLEAR member account.
  • New to CLEAR? When prompted, enter your email address, phone number, and have your government issued photo ID (like a driver's license or passport) ready to complete enrollment.
  • Already a CLEAR member? Use the email address associated with your membership and snap a quick selfie to verify your identity.
  • Continue to follow prompts on the Entry Requirements page to securely confirm your proof of vaccination or negative test results. See details below for information needed for proof of vaccination or COVID-19 test results.

Step 2: Complete your Health Pass for faster entry at check-in

• Open the CLEAR app and tap on the white Your Pass tile
• Confirm your identity with a quick selfie
• Tap "Open Health Pass" to get your result. Green means you're good to go!

Proof of Vaccination with the CLEAR Health Pass

There are multiple options to digitally verify your COVID-19 vaccine, select the one that works best for you:

• Upload a photo of your CDC Vaccine Card  
  • When prompted to add your vaccination, select ‘add your vaccination card’  
  • Take a photo of your vaccination card and confirm your vaccine information  
    • Please note, the photo of your CDC card is used to generate a Health Pass. You will not be able to access it again after it is taken.  
  • Once confirmed, proceed to complete your Health Pass  
• Digitally link a vaccine from a Health System or Pharmacy  
  • Select your vaccine provider in the menu or by searching ‘other providers’. Log-in to your patient portal and follow instructions to securely link your account with CLEAR. The CLEAR app is integrated with select healthcare providers and pharmacies.  
    • If you are unable to find your provider in search, CLEAR may not be able to link with them at this time.  
    • Check that your COVID-19 vaccine appears in your patient portal, if not we recommend you reach out to your provider directly.  
  • Your results will link automatically - do not try to resync your results.  
    • Note, sync time varies by provider and may take up to 30 minutes.  
  • Once synced, proceed to complete your Health Pass 

COVID-19 Test Results with the CLEAR Health Pass

Within CLEAR Health Pass, tap “Add COVID test” in the entry requirements checklist to begin.

Select your testing provider in the menu or by searching ‘other providers’. Log-in to your patient portal and follow instructions to securely link your account with CLEAR. 

The CLEAR app is integrated with select healthcare providers and pharmacies. If you are unable to find your provider or unable to link a test, please be prepared to bring a physical copy of your test results (on official paper from the testing facility) and government-issued ID with you to the meeting. When you reach the CLEAR Health Pass checkpoint, you will be directed to a table, where you must present your proof of vaccination or negative COVID-19 test result and government-issued ID for manual inspection.

Alternatives to CLEAR Health Pass

If you do not have a smartphone, or otherwise are unable or unwilling to use the CLEAR Health Pass app, you must bring your proof of vaccination (physical card, printed record or clear digital photo of the card or record) or negative COVID-19 test result (on official paper from the testing facility) and government-issued ID with you to the meeting. When you reach the checkpoint, you will be directed to a table, where you must present your proof of vaccination or negative COVID-19 test result and government-issued ID for manual inspection.

I need help with CLEAR Health Pass, who should I contact?

For general questions, you can visit the FAQ page.

For help with the CLEAR Health Pass app:

• Call 855-CLEARME (253-2763)  
• On the app, tap ‘get in touch’ (at the bottom of the home screen)  
• Email memberservices@clearme.com  

Who has access to my vaccination or COVID-19 testing information? 

AAE has partnered with CLEAR Health Pass and EventFarm to manage the onsite verification process. AAE will not have access to, or keep records of, your personal information. AAE does not have access to an individual’s private health data, vaccine information or test results through CLEAR. For further information on how CLEAR protects user data see their privacy policy.  
 
The CLEAR system will only let AAE know that you have completed the verification process and requirements for AAE22, by providing your name, Health Pass result (Red or Green), and the time your pass was completed. 

What does it mean to get a red or green pass? 

Green means you’re good to go. Red means you are not cleared for entry. These statuses are determined by your survey responses, lab test results, or other information required.  

Is AAE offering onsite testing?

Yes – onsite testing will be available throughout the event. AAE is working with EventFarm to manage the onsite health and safety plan. Onsite testing information will be updated once confirmed. 

Below is a list of COVID-19 testing facilities in Downtown Phoenix:

Phoenix Sky Harbor Terminal 4
https://www.skyharbor.com/ShopsFoodServices/services/COVID19Testing

Banner Urgent Care Testing - 1 North Central Ave. 
https://www.bannerhealth.com/locations/phoenix/banner-urgent-care-central?_ga=2.45522087.2076585618.1614922779-903211495.1614922779

CVS Drive Thru- 1525 N Central Ave
https://www.cvs.com/?icid=cvsheader:cvslogo

Walgreens Drive-thru testing – 705 E McDowell Road
https://www.walgreens.com/findcare/covid19/testing 

United Medical Testing Phoenix – 21 W Van Buren Steet, Ste. G-3
https://www.unitedmedicaltesting.com/ 

Urgent Care 24/7 - 320 E McDowell Rd, Ste 221-A Phoenix 
https://www.urgentcare247.com/ 

Is AAE covering the cost of those tests?  

The AAE has contracted with Kwokman Diagnostics for onsite COVID-19 Rapid Antigen Testing. Please allow up to 30 minutes for onsite testing. Attendees are responsible for paying for the tests on own. Rapid Antigen Tests will be $75 each. Payment will be taken onsite by the testing company. Testing hours for the onsite testing company are as follows during the AAE22 meeting:

Tuesday, April 26	9 am- 6:30 pm
Wednesday, April 27	7 am - 6 pm
Thursday, April 28	7 am-11 am
Friday, April 29	7 am - 11 am
Saturday, April 30	7 am - 10 am

How will I find out about AAE22 health information while onsite in Phoenix?

To help ensure your personal safety and comfort during AAE22, AAE is committed to transparent communications during the event. We encourage all participants to monitor AAE social media channels and download the AAE Meetings app to your mobile device to receive up-to-the-minute updates.  

Who should I notify if I’m not feeling well at AAE22?

If you aren’t feeling well on-site or if you test positive for COVID-19 up to 14 days after the event, please contact AAE staff (meetings@aae.org) immediately.  

Will I need to show proof of vaccination to enter the affiliate/off-site events? 

Yes. Affiliate and off-site events are open to registered AAE22 attendees only. You must go through the CLEAR Health Pass checkpoint and pick-up your name badge credentials at the Phoenix Convention Center prior to attending any offsite affiliated AAE22 events.  

What happens if AAE22 is cancelled?

The safety of our participants is our number one priority. At this time we have no reason to believe that AAE22 will be cancelled. Should anything change, AAE will send out communications through our formal channels. 

What if I have a medical or religious exemption? 

Attendees that are unable to provide proof of vaccination due to religious or medical exemptions, will be required to provide a negative COVID-19 test taken within 48 hours of arrival to AAE22. Test results can be uploaded to the CLEAR Health App or provided via a manual inspection process by providing a physical copy of your test results (on official paper from the testing facility) and government-issued ID. When you reach the CLEAR Health Pass checkpoint, you will be directed to a table, where you must present your negative COVID-19 test result and government-issued ID for manual inspection.

Post-Event

If you test positive for COVID-19 up to 14 days after the event, please contact AAE staff (meetings@aae.org) immediately.

Resources

• CDC Vaccine Information
• CDC Vaccine Myths & Facts
• CDC Travel Guidelines
• Visit Phoenix COVID Information
• Arizona Department of Health Services
• Phoenix Convention Center Health and Safety Protocols
• Sheraton Phoenix Downtown COVID-19 Updates
• AAE Meetings and Events Health and Safety Code of Conduct