Posted: October 25, 2021
These protocols are specific to in-person participation at the 2022 California Kindergarten Conference (CKC) at the Hyatt Regency Santa Clara. These protocols are in alignment with state and local jurisdictions.
It is the responsibility of every participant (including presenters and exhibitors) 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.
What health and safety protocols will be in place to protect people who attend CKC?
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 Santa Clara, California, will be required to follow established health and safety protocols at the Hyatt Regency Santa Clara.
What We Expect of Participants
- Participants must provide proof of a full COVID-19 vaccination, or a negative COVID-19 test taken within 72 hours prior to packet pick up. If you have proof of full COVID-19 vaccination, you must provide it with your registration. A copy of your vaccine card should be sent with your registration form or uploaded with online registration. If you are submitting a negative COVID-19 test, you will need to provide the results at check in. {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 hotel, 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. See the County of Santa Clara Health Officer Order that includes mask mandates here.
- Participants are asked to adhere to the following:
- 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 the California Kindergarten Association (CKA) Will Do
- CKA will work with staff at the hotel to ensure that regular cleaning protocols are followed throughout the event.
- CKA will ensure that the hotel has hand sanitizer stations strategically placed throughout the facility.
- CKA will continue to evaluate these and additional protocols so you can have a safe, enjoyable conference experience.
- CKA will work with the hotel 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 registration basis.
- We ask that you are mindful of your surroundings and take personal responsibility.
- CKA 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 Hyatt Regency Santa Clara 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 CKA from liability for any injury or harm that may result by attending the conference.
- CKA’’s goal is to ensure a safe conference environment. As such, you also agree to abide by any prevention or safety measures that CKA, 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 removed from the conference with no refund.
- You agree to release, indemnify against all costs, expenses, and attorney fees, and hold harmless CKA, as well as their respective affiliates, directors, officers, staff, agents, employees, contractors, or volunteers, from any claims related in any fashion to the 2022 California Kindergarten Conference, including all sessions/events/activities.
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 send a legible photocopy of your original vaccination record showing full vaccination with the registration form.
- You may upload an online version of your vaccination record showing full vaccination when registering online.
- You may show your original physical copy of your negative COVID test results taken within 72 hours of arrival or a legible photo on your phone when checking in on-site at the conference.
- 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 the Hotel*
| If you’re ARRIVING for your first day of the conference at the Hyatt Regency Santa Clara on: | Then your negative COVID-19 test must be dated no earlier than: |
| Friday, January 14, 2022 | Tuesday, January 11, 2022 |
| Saturday, January 15, 2022 | Wednesday, January 12, 2022 |
| Sunday, January 16, 2022 | Thursday, January 13, 2022 |
*Please Note: These dates are non-negotiable; plan accordingly to schedule your COVID-19 test to meet this timeline.
