Health and Safety Protocols


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Important: Health and Safety Protocols

Posted: October 18, 2021

These protocols are specific to in-person participation at the Pasadena Convention Center. Protocols for hotels or other venues will be included if CAAEYC uses them for conference activities. These protocols are in alignment with state and local jurisdictions.

It is the responsibility of every participant to familiarize yourself with these protocols and to comply.

These health and safety protocols will be regularly reviewed and updated based on state and local requirements and mandates. We recommend checking this page regularly. As these protocols are updated, the date at the top of this page will reflect such.

We will prepare an Onsite Safety Plan to provide participants with a checklist of important things you will need to do to be prepared for the conference. For example, proof of full COVID-19 vaccination or negative test result with 72 hours of arrival at the facility, along with other helpful tips and requirements to participate. The Onsite Safety Plan will be available no later than January 2022.

What health and safety protocols will be in place to protect people who attend in person?

The health and safety protocols include a range of protective measures designed to safeguard the health and safety of all conference participants ─ registrants, exhibitors/sponsors, presenters, service providers and staff. All individuals who attend the in-person conference in Pasadena, California, will be required to follow established health and safety protocols at the Pasadena Convention Center and at any other venues/sites for conference activities, including transportation vehicles provided by CAAEYC or other providers associated with the activities of the Annual Conference & Expo.

What We Expect of Participants

  • Participants must provide proof of full COVID-19 vaccination or a negative COVID-19 test within 72 hours prior to badge pick up. You will need to provide this information in order to pick up your badge. {See more information below regarding requirements for proof of full COVID-19 vaccination or a negative COVID-19 test within 72 hours prior to arrival at the conference.}
  • Participants must wear a face covering when in the convention center, except when drinking and eating. Face coverings shall cover the nose, mouth and chin. Avoid bandanas, gaiters, masks with exhalation valves or clear shield-like face masks. Find City of Pasadena Health Officer Order that includes mask mandates here.
    • Attendees will be asked to follow good hygiene practices, including washing hands frequently, using hand sanitizer and maintaining physical distancing when possible.
    • Your badge must be worn at all times when attending the event as it is your proof of registration.
    • You may not pick up a badge for another participant (registrant, exhibitor, presenter, volunteer, etc.).
    • Personal Comfort Zones: Different participants have different comfort zones. Please keep this in mind as you are meeting and mingling throughout the conference.

What CAAEYC Will Do

  • CAAEYC will work with staff at the convention center to ensure that regular cleaning protocols are followed throughout the event.
  • CAAEYC will ensure that the convention center has hand sanitizer stations strategically placed throughout the facility.
  • CAAEYC will continue to evaluate these and additional protocols so you can have a safe, enjoyable conference experience.
  • CAAEYC will work with the convention center to arrange for reasonably spaced seating sections at all sessions. Keynote events and workshop sessions will have limited seating on a first-come, first-serve bases.
  • We ask that you be mindful of your surroundings and take personal responsibility.
  • CAAEYC will continue to provide any additional updates via emails in advance of the conference, posting on dedicated web pages, or onsite announcements, to participants.
  • View the Pasadena Convention Center’s facility protocols here. This site is continually updated.

Your Participation Agreement | Personal Responsibility and Liability Waiver

  • By attending the in-person conference, you voluntarily assume all risks and accept sole responsibility for any injury or contracting an infectious disease, including but not limited to exposure to COVID-19, and release CAAEYC from liability for any injury or harm that may result by attending the conference.
  • CAAEYC’s goal is to ensure a safe conference environment. As such, you also agree to abide by any prevention or safety measures that CAAEYC, the venue, the County health department, or the State of California may have in place during the conference.
  • You also agree not to attend the conference if you become ill, are aware that you’ve been directly exposed to the COVID-19 virus within two weeks prior to the conference, or exhibit any symptoms of the COVID-19 virus prior to or during the conference.
  • If any participant fails to comply with these health and safety protocols, he/she hereby consents to be ejected from the conference with no refund.
  • You agree to release, indemnify against all costs, expenses and attorney fees, and hold harmless CAAEYC, as well as their respective affiliates, directors, officers, staff, agents, employees, contractors or volunteers, from any claims related in any fashion to the 2022 CAAEYC Annual Conference & Expo, including all sessions/events/activities whether at the convention center, the headquarter hotels or at another venue or location affiliated with the conference.

Your Proof of Full COVID-19 Vaccination or Negative Test Results Within 72 Hours of Arrival is REQUIRED for Entry/Participation

Important Note: Options for verification may be updated prior to the conference.

  • You may show your original physical copy of your vaccination record or a legible photocopy of your vaccination record showing full vaccination.
  • You may show an online version of your vaccination record showing full vaccination.
  • You may show your original physical copy of your negative COVID test results.
  • You may show a legible photo on your phone of your full vaccination record or negative COVID test results.
  • Note: If there is any ‘name discrepancy’ issues in your documents of proof, you may be asked to show a photo I.D. such as a driver license or passport.

To be considered fully vaccinated for COVID-19:

  • Two (2) weeks after your second dose in a two-dose series, such as the Pfizer or Moderna vaccines; or
  • Two (2) weeks after a single-dose vaccine, such as Johnson & Johnson’s Janssen vaccine

If you do not meet these requirements, you are not fully vaccinated.

Acceptable negative COVID test results must include the following:

  • Can be a paper or electronic copy
  • Specimen collection date. A negative test result must show the specimen was collected within the 72 hours before your arrival at the conference.
  • Type of test (indicating it is a molecular or antigen test; home test not acceptable)
  • Entity issuing the result (e.g., laboratory, healthcare entity, telehealth service)
  • Information that identifies the person (full name plus at least one other identifier such as date of birth or passport number)
  • Test Result – that may indicate “Negative” or “Undetected”

Negative Test Result 72-Hour Timeline Related to Arrival at Convention Center*

If you’re ARRIVING for your first day of the conference at the Pasadena Convention Center on: Then your negative COVID-19 test must be dated no earlier than:
Thursday, April 28, 2022 Monday, April 25, 2022
Friday, April 29, 2022 Tuesday, April 26, 2022
Saturday, April 30, 2022 Wednesday, April 27, 2022
Sunday, May 1, 2022 Thursday, April 28, 2022


*Please Note: These dates are non-negotiable; plan accordingly to schedule your COVID-19 test to meet this timeline.