UPDATE
Per previous communication, we are continuing to monitor this complex and evolving situation and consider the health and safety of all The Outer Dark Symposium 2020 attendees, guests, and volunteers our top priority.
With that in mind, we are planning three levels of contingency plans:
Strong and enforced health protocols. We have had detailed discussions with our contacts at both Silver Scream FX Lab and Hotel Indigo-College Park about how to protect you and mitigate risk. We are staying in close touch with each between now and the symposium’s start.
Friday Night Location shift to mitigate coronavirus risk. We have the option to move the Friday night programming from Hotel Indigo-College Park to Silver Scream FX Lab, a gated facility where we can limit access solely to attendees and the facility’s very small staff.
Postponement. If the spread of coronavirus in the US worsens seriously within the next 7-14 days and poses significant risk to you, we will postpone the Symposium to a later date in 2020.
If you are sick prior to the event, we do ask that you sit this one out, firstly, in order to take care of your own health, and secondly, to protect the health of others. While we normally have a no-refund/badge-transfer-only policy, we will issue refunds if your request is due to being unable to attend either because of illness or because you prefer not to travel/attend due to health concerns.
The Outer Dark Symposium Coronavirus Readiness Plan
First and foremost, we want to assure you that The Outer Dark team is taking all necessary precautions to ensure the health and safety of all The Outer Dark Symposium 2020 attendees, guests and volunteers. If you are sick prior to the event, we do ask that you sit this one out, firstly, in order to take care of your own health and secondly, to protect the health of others.
I. HEALTH PROTOCOLS & SAFETY MEASURES
In order to minimize the risk of spreading any contagion, and especially with the most recent outbreak of Coronavirus (COVID-19), The Outer Dark team has put together some guidelines and practices that we strongly urge you to follow during the event to keep all attendees safe:
Utilize the hand-sanitation stations that will be available at several locations throughout both event spaces (Hotel Indigo and Silver Scream FX Lab);
Wash your hands with soap and water (will be available at both locations) for at least 20 seconds, especially after going to the restroom, before eating, and after blowing your nose, coughing or sneezing;
Avoid touching eyes, nose and mouth, and if you do so, wash your hands afterwards, or utilize the available hand sanitizer.
Cover any cough or sneeze with tissue (which will be available at each table), and then throw the tissue in the trash. If you are unable to use tissue, please cough or sneeze into your arm/elbow, not your hand.
We are recommending minimal contact to avoid any risk and empowering, positive fist-bumps or elbow-taps (instead of handshakes, etc.). But of course, in order to be on the safe side, please continue to wash hands/use hand sanitizer to keep any risk to a minimum.
II. INCIDENTS AT THE EVENT
If an incident occurs during the event [i.e. an attendee begins to show symptoms of an acute respiratory illness (i.e. cough, shortness of breath)], that individual will be separated from the other attendees [if at the hotel, they will be asked to go to their hotel room; and if at Silver Scream, a room will be prepared in the event such a need is necessary]. The Outer Dark team will then work with that individual regarding next steps, needs, etc. to include calling family members, healthcare providers, an ambulance, etc.
III. PRIOR TO THE EVENT
We ask that all symposium attendees do the following prior to traveling to Atlanta for the event:
· Check the CDC’s Travel Health Notices for the latest guidance and recommendations for each travel destination where you will be travelling (airports, cities, etc.);
· Check yourself for symptoms of acute respiratory illness before starting travel. If you feel it necessary to stay home, while we will be sad to not see your face, please do not hesitate. Your health and the health of all our attendees is our number one concern.
IV. CONCERNS ABOUT PUBLIC SPACES
If our attendees become overly concerned about being exposed to public areas, such as the Hotel Indigo, we will look into moving all programming planned at the hotel to the Silver Scream FX Lab, a gated secure facility with less than 10 employees and where all public access must be preapproved/screened. In the event this occurs; all attendees will be notified ahead of time in order for each to be able to plan their trip accordingly.
*Please be advised that Hotel Indigo, as of the date of this communication, has notified us that they have protocols in place (including housekeeping) and to date have had no guests ill with COVID-19. They have guaranteed us that they will notify us immediately of any new developments and will share with us any and all plans to mitigate risk.
V. POSTPONEMENT
If we find that enough of our attendees are significantly concerned regarding travel and their health/safety and many decide to pull out of the event, we do have the option of postponing the event to either May 2020, or August 2020. Hotel Indigo and the Silver Scream FX Lab have indicated they are understanding of the concern and possibility and are willing to work with us regarding postponement, if necessary.
VI. CANCELLATIONS
If you feel it is in your best interest to cancel, please reach out to us and we’ll figure out the best option for your situation. We will support your decision.
VII. INFORMATION ABOUT CORONAVIRUS
The CDC has created several online articles regarding the virus and how to prevent the spread. Please see links below:
· For information on how the virus spreads, click HERE;
· For information regarding symptoms, click HERE;
· For preventative measures, click HERE; and
· For information on what to do should you get sick, click HERE.