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Health and Safety

Last Updated: August 29, 2022

Vaccination & Testing Requirements

As part of our commitment to the safety of all attendees, and in compliance with the NSGC Health & Safety policy, all attendees joining us in Nashville are required to: 1) provide proof of vaccination against COVID-19; 2) provide a negative PCR test taken within 72 hours of the meeting or a self-reported negative rapid test taken within 24 hours of the meeting; 3) participate in daily health screenings. Right now, the CDC defines “fully vaccinated” as having received the vaccine primary series which consists of either two doses or Pfizer or Moderna or one dose of Johnson and Johnson. While the CDC and NSGC both also encourage obtaining the most recent booster doses for each individual as recommended by the CDC, we are not requiring them for the annual conference

NSGC will be utilizing a third party mobile app called CLEAR  to manage upload of vaccination records and COVID test results. The CLEAR app will securely verify information that is uploaded and return a status in the app which can be displayed at registration. Alternate instructions will be provided for any international attendees unable to use the app or who don’t have a CDC recognized vaccine

Frequently Asked Questions about CLEAR

How do I use the CLEAR app to upload my vaccination records and testing information?

An email will be sent to all attendees approximately 15 business days prior to the event date with detailed instructions on how to upload your information into the Health Pass feature in the CLEAR app. Once your documentation is uploaded and verified, a green Health Pass will be issued. Your green Health Pass must be presented at registration in order to pick up materials for the meeting. Uploading your proof of vaccination and a negative test must be done in advance of arriving to the conference registration booth via the Health Pass feature in the CLEAR app. No in-person attendee without advance verification of full vaccination status and a negative test will be permitted to enter past registration and into the conference.

What if I am an international attendee? How do I utilize the CLEAR app?

We understand that the CLEAR app may not be available for some international attendees. We ask all non-U.S. resident attendees to be prepared to provide proof of vaccination against COVID-19 and present a negative COVID-19 test at registration when you arrive at the Music City Center. We will also have you complete a paper health attestation in order to obtain your badge.

Proof of vaccination can be your COVID-19 vaccination card, or a clear photocopy of the back and front of your card, along with a valid photo ID. Absent a smartphone and proof of COVID-19 vaccination, plan to print and bring a negative COVID-19 test result.

All international in-person attendees will be required to complete their daily health attestation using this form after they have completed the initial paper form at registration.

What do I do if I am registered for the in-person conference but I am not vaccinated?

If you have already registered for the in-person event but are not vaccinated for purposes other than health or religious exemptions, we ask that you please reach out to to assist you in switching your attendance to the virtual option.

Additional COVID Policies While in Nashville

NSGC strongly encourages all in-person attendees to wear a mask in the convention center when not actively eating or drinking. NSGC will have masks available for any attendees who are unable to obtain their own prior to the event. The Music City Center has over 100 hand sanitizing stations on-site. All doors have touchless entry and all restrooms have touchless facilities. All Music City Center staff are required to wear masks throughout the entirety of the conference. For more information on the health and safety guidelines of Music City Center, please click here.

NSGC will also have colored wristbands available at registration to allow attendees’ to self-identify their comfort level with interactions with other attendees:

  • Red Wristband: prefer to limit interaction and no close conversations
  • Yellow Wristband: open to conversation but limited physical interaction
  • Green Wristband: open to conversation, handshakes, and hugs

NSGC understands that attendees may want a safe space outside of the convention center to debrief or take a breather between sessions. We recommend using the outdoor spaces outside of the Convention Center to meet with colleagues or take some time to yourself. There is space at the corner of 8th St and Korean War Veterans Blvd right outside of the Center, but please utilize this map for nearby outdoor areas.

Where are the closest places to find COVID tests near the Convention Center?

If you need access to COVID testing in Nashville, there are multiple opportunities for both Rapid and PCR-based COVID testing within a short ride from the hotel and convention center. The City of Nashville maintains an updated List of Covid-19 Testing Sites. Please refer to the latest CDC guidance for up-to-date testing recommendations for people who are identified as close contacts or are symptomatic. Your home institution and/or city/state may have additional stated requirements.

If I test positive for COVID while at the meeting, who should I contact at NSGC?

Please report positive tests through the NSGC COVID Reporting Form. You can report anonymously and privacy is strictly maintained among a small number of NSGC staff. NSGC leadership and other NSGC members cannot access this information.  Given the duration of the conference, it is likely that COVID exposure in Nashville could lead to a positive test after the conference rather than during the conference itself.  Please also report positive tests obtained after the conference that could indicate that you had COVID during your visit to Nashville.

What if I get sick while at the conference?

If you are feeling unwell and/or experiencing symptoms of COVID-19, you should not attend the conference in-person in the convention center.  By registering for the in-person meeting, you will have access to the virtual platform as well so that you do not miss any streamed portion of the conference.