On-site COVID-19 Safety Protocols 

The health and safety of AAES members, registrants, staff, exhibitors, and guests is our highest priority. Therefore the AAES is requiring all in-person Annual Meeting attendees, who are eligible to be vaccinated, to be fully vaccinated against COVID-19. AAES will use the U.S. Center for Disease Control and Prevention (CDC) definition of "fully vaccinated" which states: Two weeks after completing the second dose in a 2-dose vaccine series (e.g., Pfizer-BioNTech, Moderna, Oxford/AstraZeneca, others) or two weeks after receiving a single-dose vaccine (Janssen/Johnson & Johnson). 

Any attendees claiming vaccination exemptions for medical and/or religious reasons must show a negative COVID-19 PCR test taken within 72 hours of their arrival at the meeting. Further, the AAES strongly recommends that attendees also have received a booster at least two weeks prior to attendance. AAES Staff will check proof of vaccination or negative test results at the Registration Desk upon your arrival at the Meeting. Details about what will be accepted as proof of vaccination or a negative test can be found below.

While participating in the 2022 Annual Meeting, depending on the course of the COVID-19 pandemic, social-distancing and mask-wearing may be required in the meeting space, social events, and in public areas of the Hilton Cleveland Downtown hotel. The AAES will abide by the most current World Health Organization, U.S. Center for Disease Control, State of Ohio, and local and Hilton safety guidelines which are continually evolving as the situation with the virus changes.

Staff will continue to monitor the situation and provide updates if there are changes to this policy based on federal, state or local laws or recommendations. In the online registration form below, you will be asked to sign a disclaimer agreement regarding communicable disease and acknowledgement of the potential risks of gathering in-person.

AAES is working with the Hilton Downtown Cleveland Hotel to ensure that all safety protocols on the federal, state and local levels are being met and that our attendees feel safe. 

Here’s what we will accept for entry into the Meeting:

Proof of vaccination

• Vaccination Card or Digital Vaccination Record – you can present the actual card, a photocopy, or a photo of your card or a digital vaccination record. NOTE: Barcoded or QR coded proofs are only acceptable if the name and date(s) of vaccination are also clearly visible.
• Name on card must match your government issued ID
• Must be fully vaccinated – AAES will use the CDC definition of "fully vaccinated" which states: Two weeks after completing the second dose in a 2-dose vaccine series (e.g., Pfizer-BioNTech, Moderna, Oxford/AstraZeneca, others) or two weeks after receiving a single-dose vaccine (Janssen/Johnson & Johnson). 

Negative PCR COVID-19 Test

• Any attendees claiming vaccination exemptions for medical and/or religious reasons must show a negative COVID-19 PCR test taken within 72 hours of their arrival at the meeting.
• Test results must indicate that it was was a PCR test and include your name (matching government issued ID) and a date of testing 3 days prior to your arrival at the Annual Meeting (may present a printed or digital copy of test results). NOTE: Test must be PCR. Rapid antigen tests, antibody tests or at-home tests will NOT be acceptable documentation for attendance.
• AAES will not provide on-site testing and there will be no exemptions to the stated protocols

Upon arrival, attendees will be asked to show proof of vaccine or a negative PCR COVID-19 test to AAES Staff. Once confirmed, you’ll be able to proceed to registration to check in and get your badge. Once you have your badge, you’re good for the rest of the conference!

If your plan is to present a negative test, we would recommend that you make an appointment now for your PCR test as they can fill up quickly.

Additional Precautions and Recommendations:

• The Hilton Cleveland Downtown will have hand sanitizer stations located throughout our meeting space. We ask that everyone be extra vigilant in proper hand hygiene.
• Hand-shaking and hugging should be minimized or avoided. 
• Participants will have an option to utilize name badge stickers or ribbons to indicate comfort level with distancing and interacting.
• While masks are not currently required for vaccinated persons in Ohio, the AAES may require the use of masks during the 2022 Annual Meeting regardless of vaccination status. We will continue to monitor the state and local recommendations and make a final decision about mask requirements closer to the Meeting date.
• Whenever possible, we will have reduced numbers seated at tables, allowing for social distancing between participants while seated.
• To maximize the health and safety of everyone at the Meeting, all attendees are strongly encouraged to take a COVID-19 test prior to their departure to ensure a negative result, regardless of vaccination status.
• Attendees are asked to self-monitor for symptoms. Anyone with symptoms should seek testing and follow-up with AAES Staff according to the results.
• In addition to the waiver completed by all attendees during the online registration process, all attendees, exhibitors/sponsors, and guests will be asked to complete an attestation form upon arrival to the Meeting to enhance awareness of potential COVID-19 symptoms.