AAPS has developed the following requirements and guidelines to ensure that PharmSci 360’s in-person event in Philadelphia will be both engaging and safe for all participants.
All individuals participating in the face-to-face meeting – including attendees, speakers*, moderators*, exhibitors**, sponsors, media, staff, supporting consultants, and temporary hires -- must adhere to the following requirements while participating in the meeting. Individuals not compliant with these requirements will be removed from the meeting until they have come into compliance. At the discretion of AAPS staff, individuals may be barred from returning to the event, and from future AAPS events.
All participants must agree to the following requirements when they complete registration. Participants who cannot comply with these requirements may either change their registration to a virtual registration or cancel their registration if they cannot comply with these requirements.
AAPS will not refund cancelled registrations after September 21, 2021. Learn more about changing or canceling a registration, including penalties for making changes after September 21, 2021.
If you are a confirmed exhibiting partner or sponsor and are considering your options, contact Erik Burns, Senior Director Corporate Engagement and Strategic Business Initiatives, at [email protected] as soon as possible to discuss your current obligations
Participants Must Agree to the Following
- Masks are mandatory for the entire meeting. Unmasking is acceptable for brief periods while eating or drinking.
Acceptable Masks
- Proof of vaccination or a negative COVID-19 test is mandatory for entering the meeting. Participants who are unable to be vaccinated may supply proof of a negative COVID-19 antigen test taken at most 24 hours before arrival; or a negative COVID-19 PCR, RT-LAMP, or TMA test taken at most 72 hours before arrival.
- Complete a health self-assessment upon arrival at the meeting each day.
- Support social distancing measures. Be mindful of causing crowding by moving chairs, stopping to chat in a busy hallway, ignoring directional signage, or otherwise interfering with spacing efforts.
- Adhere to any requirements imposed by the State of Pennsylvania or the City of Philadelphia. AAPS is working with local and state authorities to create an engaging, safe meeting, and to ensure all participants are informed and able to meet safety requirements. In the event that the State of Pennsylvania or the City of Philadelphia issues new requirements before or during the meeting, PharmSci 360 will alert all participants by email as soon as possible.
How to Attend PharmSci 360 Safely
- Stay home or in your hotel room if you feel sick, or if your do not pass the daily wellness check-in.
- Pack an adequate number of masks to be masked throughout the meeting. Masks must shield your nose and mouth from others’ respiration.
PharmSci 360 will provide health kits to all registrants upon arrival at the meeting that include masks. PharmSci 360 staff will also have extra masks available for participants in urgent situations.
- Pack a set of headphones that can be plugged into a personal audio device. To improve communication while reducing the demand for vocal projection, some sessions will require the use of headphones and a personal device such as a smartphone, iPad, or other WiFi-enabled device to listen to a speaker. PharmSci 360 will supply a set of new headphones on site to each participant. You may also use your own headphones.
- Allow extra time to register, check-in, get seated at a session, and other common activities. Safety protocols will add minutes to each activity.
- Pay attention to the scheduling for any session you wish to attend. PharmSci 360 will use a different schedule this year that staggers sessions to reduce traffic in hallways, enhance cleaning in sessions spaces, and improve air circulation.
- Look for directions posted on signs and floor stickers. Some spaces in PharmSci 360 will have designated paths that move in one direction. Observe and support safe traffic flow.
- Listen to staff and pay attention to housekeeping notes delivered during sessions. Operational adjustments may occur throughout the event to ensure the health and safety of all participants.
- Wash and sanitize your hands often.
- Sneeze into your elbow.
- Carry a re-sealable water bottle.
- Assess your colleagues’ comfort level and greet them with the elbow bumps, foot taps, air hugs, or other low-contact gestures they may prefer. Do not assume a hug is welcome.
How PharmSci 360 Will Look and Operate
- Masks on all participants at all times. Unmasking is acceptable during brief periods for eating and drinking.
- A socially distanced Solution Center. PharmSci 360’s floor plan is designed to support social distancing to ensure that everyone seeking a solution will be safe.
- No carpeting in the exhibit hall. This improves the effectiveness of cleaning and sanitization efforts.
- Generous spacing between booths, in aisles, and among seats. This reduces the effort required to clean spaces and discourages crowding.
- Health Kits supplied to all registrants upon check-in. Every registrant will receive a packet with masks, hand sanitizer, and wipes.
- Plexiglass barriers at registration and in select areas.
- Staggered scheduling. This reduces crowding in high-traffic areas, allows for extra cleaning, and improves air circulation.
- Last-minute program changes. PharmSci 360 anticipates that there may be last-minute changes in speakers and sessions due to changing travel restrictions. Use the PharmSci 360 mobile app to keep track of changes in the sessions you want to attend.
- Virtual poster presentations for select posters. Some authors are unable to attend PharmSci 360 in person. Make note of poster numbers that end in a “V” and watch those presentations online.
- Food in designated areas. Pre-packaged food will be available to participants in dining areas. Contactless payment will be available for concessions.
- Registration and entrances staffed to ensure compliance. PharmSci 360 has an increased presence of staff and security to ensure the meeting will be safe and engaging for all participants.
- Exhibitors will have access to additional cleaning and disinfection services for their booths.
- Trash and recycling will be removed more frequently than at past PharmSci 360 events.
Who is Supporting PharmSci 360, and How Safe Are They?
The Pennsylvania Convention Center (PCC) is committed to creating a healthy environment, and has enhanced sanitation and safety protocols. The PCC has augmented its air-handling systems with upgraded filtration and UV handrail sterilization on all escalators, among other changes. The facility holds a Global Bio-risk Advisory Council (GBAC) STAR Accreditation, which demonstrates that the PCC has in place the correct work practices, procedures, and systems needed to prepare, respond, and recover from outbreaks and pandemics.
The State of Pennsylvania and the City of Philadelphia have worked with PCC to resume meetings in a manner that is safe for attendees and for their citizens. See the current guidance from Pennsylvania and Philadelphia.
Freeman Company supports PharmSci 360’s audio-visual presentations, décor, and other needs. Effective August 1, Freeman requires their team – including union members -- to wear masks and practice social distancing while on-site at an event. Freeman also mandates vaccination or regular testing for its employees.
Maritz Global Events supports registration, housing, and lead retrieval. Only fully vaccinated staff will travel to Philadelphia.
MultiLearning, supports the e-poster gallery, and requires all onsite staff to be fully vaccinated.
National Trade Productions (NTP) supports AAPS business development and sales activities at PharmSci 360. NTP’s on-site staff is fully vaccinated and is required to wear masks and practice social distancing while at the event.
*Instructions for Speakers and Moderators
- Must plan ahead to be at their session 15-20 minutes early. PharmSci 360 anticipates that enhanced health and safety procedures will add time to processes for checking in, exiting a session room, etc.
- May unmask while speaking on stage.
- May bring a re-sealable bottle of water to the stage.
- Must adhere to limitations set for the number of people who may be on the stage at any time.
- Microphones will be sanitized between uses by PharmSci 360’s staff.
Questions about expectations for speakers and moderators should be sent to [email protected].
**Instructions for Exhibitors
As high-visibility participants in the event, exhibitors are expected to help PharmSci 360 create a safe and engaging environment for all participants – and one that makes anxious attendees feel the exhibit hall is a comfortable place to visit. This means supporting the health and safety plan, including social distancing measures, masking, and other requirements outlined above.
Additionally, exhibitors:
- Must plan ahead to be in their booths on time. PharmSci 360 anticipates that enhanced health and safety procedures will add time to processes for checking in, exiting a session room, etc.
- Must be masked while in their booths. Exhibitors may unmask briefly to eat and drink.
- Must follow staff instruction for set up and operation of their booths.
Questions about the PharmSci 360 Health and Safety Plan may be emailed to [email protected].