Health & Safety Protocols

Health & Safety Protocols

A safe place for Medical Affairs – a safe space for participants.

The safety of meeting participants, faculty and staff is MAPS’ top priority. MAPS continues to monitor and follow CDC recommendations and will update safety measures as appropriate. For the most up-to-date information on health and safety precautions and requirements, continue to monitor this page.

–Updated March 7, 2022–

Proof of Vaccination Requirement (Updated March 7, 2022)

MAPS will require all in-person attendees, exhibitors, press personnel, and staff to demonstrate proof of vaccination with an acceptable vaccine and booster a minimum of 7 days prior to the meeting. For individuals living in the United States, acceptable vaccines will be all FDA authorized (or approved) vaccines for COVID-19 plus a booster; for individuals living outside of the United States, other vaccines the World Health Organization has indicated meet necessary criteria for safety and efficacy. Note, the requirement of the booster follows the CDC recommendations on “optimal protection”. While the CDC still considers “fully vaccinated” to mean 2 shots of an mRNA vaccine or one shot of the J&J vaccine, we are taking an overly cautious approach to this first conference back in person. Thank you for your understanding.

For those who may have more recently completed their primary vaccination series and/or who may not yet be eligible for a booster, the following applies. If you received your second shot of an mRNA vaccine less than 5 months prior to the meeting start date (i.e. after October 20, 2021), or your first shot of J&J less than two months prior to the meeting start date (i.e. after January 20, 2022), you will be eligible to attend the meeting in person.

MAPS will not permit exceptions to this policy and registered attendees will be informed non-compliance may result in exclusion from the 2022 Global Annual Meeting. 

Prior to receiving a badge on site, in-person attendees will be asked MAPS staff to provide proof of full vaccination plus a booster, if eligible, per the above guidelines. 

Unvaccinated individuals may register for the Global Annual Meeting Virtual Experience, which will take place this Summer following our Annual Meetings in New Orleans and Paris. Details to be announced by early March. 

How to Provide Proof of Vaccination

Participants may show MAPS registration staff onsite a Vaccination Card (a photo or photocopy of this card is also acceptable), along with a valid form of Identification. Documentation must be provided prior to obtaining your conference badge and entering the meeting spaces. More information about the verification will be available soon.

 

Local COVID-19 Policies

*Updated March 3, 2022*. The city of New Orleans is also currently requiring proof of full vaccination (or a negative COVID-19 PCR or antigen test within 72 hours) to enter any restaurants, bars, gyms, or large indoor gatherings. The city of New Orleans does not require a booster for entering these establishments. 

Face Coverings

Even though all individuals will be vaccinated, the wearing of protective face coverings is requested, regardless of whether it is required locally at the time of the meeting, except in the following limited circumstances:

-When you are actively eating or drinking

-When you are a faculty member presenting at a panel, workshop or hot topic session, or an attendee asking a question (e.g., during Q&A periods or workshop discussions)

Onsite Safety Measures

Public health guidance on preventing the transmission of COVID-19 continues to evolve, and MAPS will base its onsite protocols on the latest guidance from the CDC in addition to local regulations.

Participants will be provided with a kit containing a mask and hand sanitizer in the registration area to use if they wish.

After vaccine verification at registration, attendees may choose to select  green, yellow, or red Mardi Gras medallions to wear throughout the meeting to communicate contact comfort levels:

  • Green: High fives and handshakes are okay with frequent hand washing.
  • Yellow: Elbows only. Still being cautious.
  • Red: No contact. Maintain distance where possible.

MAPS requests all attendees be respectful of the preferences indicated by their fellow attendees. (Credit to the American Academy of Neurology Annual Meeting organizers for this idea – we just gave it a New Orleans twist.)

Meeting rooms will be set up to accommodate those attendees who prefer more personal space as well as those who prefer to sit closer together, even if social distancing is not mandated at the time of the meeting.

Staff will regularly clean surfaces, including lecterns and microphones, to promote healthy sanitation overall.

Individuals not in compliance with all Health and Safety Protocols may be asked to leave the meeting and refunds will not be provided.

Attendees should be aware that, while MAPS will make every effort to reduce the risk of COVID-19 transmission on site, it is possible that attendees may come in contact with people in airports, train stations, and around the meeting venue who could potentially carry the virus.

Should you have any additional safety protocol questions, please email info@medicalaffairs.org.