We're taking the venue's lead with conference room set-up and logistics -- they're event experts and are adhering to all state, local, and federal guidelines, which as you know will remain fluid between now and August.

UPDATES

Update for 8/5 (this was also emailed to registered attendees) - Hippocampus Magazine, and by extension, HippoCamp, aims to foster a community rooted in empathy, reflection, and a deep and abiding love for the truth. We believe in science, and we believe in community care and doing the right thing for each other, even when it's uncomfortable or takes a little more time. So, as we gather next weekend, it's vitally important to us that everyone feels as safe as possible. 

As per the CDC, being fully vaccinated is the best protection against getting sick -- but as concerns about the Delta variant rise and as information evolves, there's more that individuals and organizations can do. While we're limited in what we can enforce, what we CAN do is prepare our attendees and encourage safe practices before, during, and after the event. 

For your own personal safety, for those around you in your daily lives, and for those you'll encounter during your travels and at the conference, we strongly encourage attendees (and all conference volunteers) to: 

  • Wear a mask when gathering together, regardless of your vaccination status* -- we will have masks for you if you need one.
    • This is not only our recommendation, but also the CDC’s for counties in a substantial and high transmission area. (As of this writing, 5 p.m. on 8/5), Lancaster County is at a substantial level.)
       
  • Wash or sanitize your hands frequently (there will be sanitizing stations throughout the Marriott)
     
  • Take a COVID test less than 72 hours before the conference; if you test positive, we ask that you refrain from coming**.

In addition to changing some room set-ups to allow for more distance between seats and tables, we’ll be wiping down session room equipment between each speaker (mics, projectors, etc.) and will have disposable gloves available at all meals. As we get questions and new information, we’ll continue to make minor adjustments/additions that promote safety.

Thank you for your understanding and cooperation as we make adjustments to our conference spaces, policies, and recommendations during this evolving pandemic. And thank you for doing your part to help HippoCamp stay safe. 

*This does not apply during meals (note: chairs will be placed farther apart), when someone is speaking in front of the room (ex: presenters during a session), or if someone is unable to wear a mask, as per this ADA information.  
**If you need to cancel your registration, we’ll issue a refund or, if you prefer, roll over your registration to 2022 (Aug. 12-14)

Update for 8/2 - as we follow the news and numbers regarding the Delta Variant, we may be taking extra precautions on site at the conference, such as requiring masks regardless of vaccination status. As this is a fluid situation, we plan to send another official update to registered attendees later this week once details are more final.

In addition to the timely updates provided here, for reference the rest of the page features resources, tools, and our original COVID-related content that has since evolved:


Staying Up to Date

We recommend the following CDC resources to help you plan your travel and interactions during the conference:

The CDC recommends that fully vaccinated people take the extra precaution of wearing a mask indoors if they are in areas with substantial or high transmission rates. View a U.S. county-by-county map. (To see the most current status for HippoCamp's location, search for PA > Lancaster County.)

Additional Information

These documents from the Marriott may also be helpful:

Some of the precautions/arrangements we're prepared to take include:

  • Multiple registration desks to accommodate social distancing requirements
  • Multiple book sale browsing stations vs. one large table to accommodate social distancing requirements (+ ability to pre-order)
  • Adjusted seating chart to allow distance between attendees based on the current guidelines -- this may also include setting a max capacity for each session room
  • Our typical buffet-style meals will be adjusted so that hotel staff serve us vs. being self-serve
  • Our welcome reception will be relocated to a larger location to allow for proper distancing and the menu will also be adjusted
  • Masks and sanitizers will be provided/available at all times by the venue, as well as by Hippocampus
  • Our registration form will require users to check a box that they'll adhere to the the conference and hotel's code of conduct -- we do this every year, but this year's code will be updated with COVID/safety expectations