Health & Safety Information

SSP prioritizes the health and safety of all attendees, staff, and exhibitors by respecting and complying with hotel, local, state, and federal restrictions, mandates, guidelines, and protocols regarding infectious diseases. Given the evolving nature of community levels of infectious diseases, SSP will continue to monitor any changes in these restrictions, mandates, guidelines, and protocols, and we reserve the right to implement additional measures to ensure compliance and optimal health and safety conditions in all environments where in-person interactions take place during the Annual Meeting.

Attendance Wellness Policy


Attendees are highly encouraged to be vaccinated and boosted against COVID-19 and to test before traveling.




Attendees are encouraged to wear a mask in indoor spaces where a safe distance cannot be maintained. Please respect others' choices for social interaction or personal protection measures.



Attendees must digitally sign a waiver acknowledging they understand that an inherent risk of exposure to infectious diseases exists at the meeting.

What to Expect

  • Masks available at the registration desk.
  • Attendees have the option to wear a button that indicates that they are social distancing. 
  • Hand sanitizing stations available throughout the venue. 
  • A list of nearby testing locations and medical facilities is included in the meeting app.
  • Rapid tests available for purchase if an attendee is feeling ill.  
  • As much distancing as space allows in seating areas.
  • The option to convert an in-person registration to a virtual registration with the difference in cost refunded up until the date the meeting starts. 

We're in This Together...


The SSP Leadership asks for your continued support, flexibility, cooperation, and understanding as we move forward to present a safe and successful event. SSP expects attendees to take responsibility themselves for following guidance from the Centers for Disease Control (CDC) on measures to reduce infection from infectious diseases and to protect against severe complications. SSP urges all members to follow the CDC’s recommendation and be respectful of other people’s choice to meet or exceed the minimum guidelines. For more information, please review the guidelines at: How to Protect Yourself and Others | CDC

Attendees, staff, and exhibitors should stay home and should not attend the SSP annual meeting if they have tested positive for any infectious disease, are awaiting test results, have symptoms for an infectious disease, or if they have been in close contact with a person who has tested positive or who has symptoms for an infectious disease.

During the Annual Meeting, if you are experiencing symptoms of an infectious disease, or test positive, or are exposed to someone who has symptoms or tested positive for an infectious disease, we ask that you promptly notify a SSP staff member and excuse yourself from events and activities. SSP staff will work with you to determine whether and when it may be appropriate for you to return to events and activities. We encourage you to stay abreast of the latest updates on health and safety protocols for the Annual Meeting.

This policy is subject to change based on community levels of any infectious disease and updated guidance from CDC and/or federal or state officials. Guidance is continually updated, and SSP appreciates the understanding of its stakeholders as we seek to provide valuable, timely face-to-face programming while prioritizing the health and safety of attendees.

If the event venues require additional restrictions or limitations, all in-person participants will be expected to meet those requirements. This policy will be modified if necessary to comply with the mandates of Oregon state law.


Hotel Safety Protocols

cleaning iconSurface Areas and Public Spaces
In public spaces surfaces are treated with hospital-grade disinfectants; cleaning is done with increased frequency. Surfaces in guest rooms to be thoroughly cleaned with hospital-grade disinfectants at the guest’s preferred frequency. High-touch areas are sanitized every 30 minutes. 

ventilationAir and Ventilation System
Guest rooms, corridor, kitchen fans pull in 100% outside air–nothing recirculates. All public area supply fans have minimum outside air dampers that are always open and introduce fresh air by code. MERV 11 filters in use.

distancingGuest Contact
To help alleviate the risk of COVID-19 transmission through person-to-person contact, the hotel posts signage in its lobbies to remind guests to maintain social distancing protocols and arrange furniture to allow more space for distancing. Partitions at front desks provide an extra level of precaution for guests and associates. Hand sanitizing stations near the entrances and front desks, elevator banks and fitness and meeting spaces. 

plateFood Safety
Food handlers and supervisors are trained on safe food preparation and service practices. Tables and chairs are sanitized after each guest use. Seating areas have been reduced in restaurants and bar. Servers/bartenders wear masks and are required to wash hands frequently. No pre-set items on tables and condiments are individually packaged. Additional serving stations are set up to avoid queuing. 


During registration, attendees will be required to digitally sign the waiver below: 

By registering, I acknowledge that an inherent risk of exposure to infectious diseases exists in any public place where people are present. By attending the event, I and any guests voluntarily assume all risks related to exposure to communicable infectious diseases and agree not to hold the Society for Scholarly Publishing (SSP); or any of their affiliates, directors, officers, employees, agents, contractors, or volunteers liable for any illness or injury.

I agree to abide by and engage in conduct that is beneficial to health and safety while attending the event. This includes all required safety procedures from SSP, the Centers for Disease Control and Prevention (CDC), the state, city, and venue where the event is being held.

I agree I will not attend the event if I have experienced any symptoms associated with any communicable infectious disease within 14 days prior to the event; if I have been exposed to others that have been diagnosed with an infectious disease; or if I have been diagnosed with an infectious disease and are not yet cleared as non-contagious by the health care team responsible for my treatment. I agree to contact SSP at [email protected] if I experience symptoms of an infectious disease within 14 days after attending the event.