Information about COVID-19 and the conference

This page contains information about COVID-19 in relation to the conference. It includes information about:

• What to consider before committing to attend and making travel arrangements
• Contingency plans in the event that we cannot hold the conference as currently planned
• As we get closer to travel time
• What to expect at the conference

What to consider before committing to attend the conference and making travel arrangements: 

• UC vaccine requirement: ISEE is headquartered at University of California, Santa Cruz (UC Santa Cruz), and will follow their vaccine requirements at the conference. (link). Please review the requirements and make sure that you can comply before making any travel arrangements. As we get closer to the event, we will post our processes, but all participants should be prepared to show proof of vaccination or exemption.
• Entering Hawaii: Hawaii has requirements for entering the state and an app for uploading your vaccination card. Please review to make sure that you can comply before making travel arrangements: Safe Travels.
• Bringing travel companions: We realize that many participants will want to bring travel companions. We ask that participants consider carefully the ramifications of bringing travel companion(s) to the conference. Companions will enjoy Hilo during the day and then share a sleeping room with the conference participant at night. There is some amount of additional exposure to the participant (and thus all participants) that arises from this situation, which will depend on the behavior and vaccination status of the companion. Travel companions may also incur additional expenses, if either the participant or companion tests positive for COVID. Travel companions will not be allowed to join conference activities such as meals (lunches and closing dinner provided for all conference participants). We certainly understand the appeal of bringing companions, but encourage you to think it through and have a plan for being as safe as possible, mitigating risks, and covering costs.

Contingency plans if we cannot hold the conference as currently planned:

• We are optimistically planning for the conference to go forward as planned, in-person. If the COVID-19 pandemic prevents us from holding the conference in May, we will postpone to a later date. 
• If we have to postpone, airline ticket credit from cancelled flights can be used when a new date is set. For participants with travel awards in which ISEE is paying for the flight, participants can request reimbursement if they agree to only use the credit for the conference (once we set a new date) and have no other use for the ticket credit within a year. We understand that a new date may mean that some participants will not be able to attend, and that we will incur costs for unused airfares, but will have to take that chance.

As we get closer to travel time:

• Purchase travel insurance: All participants are strongly encouraged to purchase travel insurance to cover costs associated with medical treatment and/or extended stay to quarantine. All participants receiving travel awards are required to have travel insurance. ISEE will reimburse for these costs, assuming the cost insurance is reasonable (<$50). Travel insurance should also cover reimbursement for airfare if you get sick close to travel time. Please be sure to purchase travel insurance. See the travel insurance page.
• Preparing to enter Hawaii: Hawaii has requirements for entering the state and an app for uploading your vaccination card. Please review to make sure that you can comply and avoid quarantining. 
• We will post additional information as we get closer to the event, such as COVID-19 testing requirements.

During the conference

During the conference, we anticipate that participants will need to:

• Wear a N95, KN95, or KF94 face mask when indoors, and any time the hotel requires it.
• Adhere to COVID testing requirements (assuming rapid tests are readily available in May). We expect to require daily testing.
• Be as careful as possible about safety measures outside of conference session time, as well as during conference sessions

We’ve lived with the pandemic for almost two years now, so we know that precautions and requirements can change. We will continue to monitor the pandemic, keep up to date on precautionary measures, and post more information for participants as we approach the conference date.