COVID and Reimbursement Policies

Health Precautions at the 2022 OAKE National Conference

October 20, 2021

We have witnessed a great impact on music making and OAKE is glad to bring back a national conference and choral experience. With shifting circumstances related to the pandemic, OAKE is following guidance from the Centers for Disease Control and Prevention. The CDC states that vaccination is the primary way to limit spread of COVID-19 and recommends wearing well-fitting masks in indoor spaces. The health and safety of those involved in the conference is OAKE’s top priority.

As of October 20, 2021, OAKE will require the following of Conference Participants (this includes all registered attendees, OAKE staff, volunteers, and exhibitors):

  1. Conference participants will be required to show proof of fully vaccinated status OR proof of negative Molecular/PCR COVID test performed within 72 hours prior to entering the event. Proof will be accepted by using a health pass app used by OAKE (TBA) or by showing their physical vaccination card/negative test in order to receive their badge for the conference.
    1. Participants choosing to show proof of vaccination will need to be fully vaccinated NO LATER than February 16, 2022.
    2. Fully vaccinated is defined by the CDC as:
      1. 2 weeks after their second dose in a 2-dose series, such as the Pfizer or Moderna vaccines, OR
      2. 2 weeks after a single-dose vaccine, such as Johnson & Johnson’s Janssen vaccine
    3. Boosters are not required.
  2. Conference participants will be required to wear a mask that covers the nose and mouth while indoors (this includes the conference venue and the choir concert).
  3. Social distancing will be highly recommended, and OAKE will work with the conference venue to provide spacious seating in all session spaces when possible.
  4. Frequent hand washing and sanitizing is highly recommended.
  5. Individuals should monitor their health closely and should stay home if experiencing COVID-related symptoms.

OAKE will require the following of Choir Participants:

  1. Choir students will be required to show proof of fully vaccinated status OR proof of negative Molecular/PCR COVID test performed within 72 hours prior to entering the event by using the health pass app used by OAKE (TBA) or by showing their physical vaccination card/negative test in order to receive their badge for the conference.
    1. Participants choosing to show proof of vaccination will need to be fully vaccinated NO LATER than February 16, 2022.
    2. Fully vaccinated is defined by the CDC as:
      1. 2 weeks after their second dose in a 2-dose series, such as the Pfizer or Moderna vaccines, OR
      2. 2 weeks after a single-dose vaccine, such as Johnson & Johnson’s Janssen vaccine
    3. Boosters are not required.
  2. If chaperones want to serve as a rehearsal monitor, they will be required to show proof of fully vaccinated status (as outlined above) OR proof of negative Molecular/PCR COVID test performed within 72 hours prior to entering the event by using the health pass app used by OAKE (TBA) or by showing their physical vaccination card/negative test in order to receive their badge for the conference. Boosters are not required.
    1. Choir rehearsals will be closed to chaperones not serving as a designated rehearsal monitor.
    2. Space will be limited for additional conference attendee observation of choir rehearsals.
    3. Only one chaperone will be allowed to drop off/pick up students from rehearsal to avoid congestion in the hallways.
  3. Choir participants, rehearsal monitors, and all family members/guests will be required to wear a mask that covers the nose and mouth while indoors (this includes the conference venue and choir concert).
  4. Social distancing will be highly recommended, and OAKE will work with the conference venue to provide spacious seating in all rehearsals when possible.
  5. Frequent hand washing and sanitizing is highly recommended.
  6. Individuals should monitor their health closely and should stay home if experiencing COVID-related symptoms.

OAKE is actively monitoring health and safety guidelines and recommendations at the federal, state, and local level. OAKE may require more stringent measures than the conference venues (hotel, rehearsal, and concert locations). As new best practices become available, we may update our policies and procedures regarding COVID-19 in relation to the OAKE 2022 Conference.

By registering for/attending this event, I acknowledge that I fully understand the nature and extent of the risks presented by COVID-19 due to my in-person attendance at this event, including the risk that COVID-19 may lead to severe illness or death. I also understand and acknowledge that there are risks of exposure to COVID-19, whether resulting from travel through high risk areas, the failure of other individuals to follow proper COVID-19 protocols, such as maintaining proper social distancing and proper hygiene measures, and other such risks. While I understand that OAKE has taken reasonable steps to address the risks presented by COVID-19, I recognize that the COVID-19 protocols being utilized at the event may be insufficient to prevent my contracting COVID-19 and suffering any related injuries, and that I expressly nevertheless assume all of these risks.

With full knowledge of the risks involved, therefore, I hereby release, waive, and discharge OAKE its officers, directors, employees, contractors, and agents, from any and all liability, loss, damage, claims, demands, actions, and causes of action whatsoever, including reasonable attorneys’ fees, directly or indirectly arising out of or related to any loss, damage, injury, or death, that may be sustained by me while participating in this event or while in, on, or around the event premises that may lead to exposure or harm due to COVID-19.


REIMBURSEMENT POLICY:

The deadline to submit any reimbursement requests is March 15, 2022.

Request may be submitted at https://oake.formstack.com/forms/reimbursement_request_2022_conference

Conference Reimbursements:

OAKE incurs expenses in anticipation of the event and so cannot fully refund these fees, however 50% reimbursements will be offered in the following circumstances:

  • OAKE must cancel the event due to official mandates by the U.S. or State of Pennsylvania (in which case we would shift to an online virtual conference).
  • Attendee or a household member tests positive for COVID-19 between February 10, 2022 and the conference (with official documentation of proof)
  • Your home state or school administration ban travel to Pennsylvania (with official documentation of proof)

Choir Reimbursements:

$26 Audition fees are non-refundable. If your singer is accepted, $300 choir participation/registration fees are due early December. OAKE incurs expenses in anticipation of the event and so cannot fully refund these fees, however 50% reimbursements will be offered in the following circumstances:

  • OAKE must cancel the event due to official mandates by the U.S. or State of Pennsylvania (in which case we would shift to an online choir experience).
  • Singer or a household member tests positive for COVID-19 between February 10 and the conference (with official documentation of proof)
  • Your home state or school administration ban travel to Pennsylvania (with official documentation of proof)

Frequently Asked Questions (FAQ)

What does “fully vaccinated” mean?
“Fully Vaccinated” is defined by the Centers for Disease Control (CDC) as https://www.cdc.gov/coronavirus/2019-ncov/vaccines/fully-vaccinated.html

If I am choosing to show proof of vaccination, do I need a booster?
No

My child is not eligible to receive a vaccine, what are my options?
The singer may instead have a negative covid test, as described below

What type of negative COVID test will be accepted in lieu of vaccination status?
Proof of a negative Molecular/PCR test result for COVID-19 on a sample collected within 72 hours of entering the event

Will my personal information be shared with OAKE staff and volunteers?
The app used by OAKE will only share status as “approved” or “not approved.”

I’d like to learn more about the health check app
More information about the app will be posted here soon

How will I receive my materials at the conference?
Printed welcome packets will be provided at Choir Check-in on Wednesday afternoon. The week of the event, you’ll be sent a link to download an electronic version of the packet.

Do all parents/guardians of choir students need to submit proof of vaccination and/or proof of a negative COVID test?
No, although our strong suggestion is that everyone involved with the 2022 OAKE Conference follow this policy

If a conference participant, choir student, rehearsal monitor, or household member of those individuals test positive for COVID-19 between February 10 and the conference, what official documentation is needed for the reimbursement request?
A test result must be in the form of written documentation from a Doctor or professional healthcare provider (paper or electronic copy). The documentation must include:

    • Type of test (indicating it is a Molecular/PCR Test)
    • Entity issuing the result (e.g. laboratory, healthcare entity, or telehealth service)
    • Specimen collection date between February 10, 2022 and March 5, 2022
    • Information that identifies the person (full name plus at least one other identifier such as date of birth)
    • Test Result
    • Description of Singer’s relationship to the person diagnosed with Covid

If my home state or school administration ban travel to Pennsylvania, what official documentation is needed for the reimbursement request?
A link to the official mandate or screenshot including applicable date.
OAKE may follow up with the school to request further information regarding school district mandates

(Published October 20, 2021)