COVID and Reimbursement Policies

Update 3-3-2022:

Singers or attendees with a fever should be kept out of rehearsal until they feel better and have been fever-free for 24 hours without fever reducers. If nauseous or vomiting, check for a fever and monitor symptoms. When students can keep solid food down and are certain of no fever, they may return to rehearsal.  Please be in communication with your choir coordinator so they are aware. The choir committee has a forehead thermometer to be sure temps are down before re-entering rehearsal and anyone with a fever should pass a rapid covid test which can be found at Rite-aid or CVS.

If you test positive, do not reenter the rehearsal space, instead please email (choir@oake.org and director@oake.org). This would be covered by the partial reimbursement plan found on www.oake.org.

 

All choir and conference participants are required to provide proof of vaccination or negative test in addition to wearing a mask, as outlined in our COVID and Reimbursement Policies on this page. 

Along with other arts organizations, OAKE is implementing the Bindle app to efficiently and privately manage health verification of conference participants. Our hope is by providing this baseline of assurance, it helps everyone at the OAKE conference enjoy getting back together as a community and making music.

BINDLE INSTRUCTIONS:

  1. Download the Bindle app on the Apple App Store or Google Play store (Tip: if searching through the app store manually, choose “My Bindle”)
  2. Follow the instructions for adding your proof of vaccination* or a negative Covid test*. *see OAKE policy for requirements
  3. Find our event under “OAKE 2022 National Kodaly Conference”.
  4. Although using the Bindle app is optional, it is strongly recommended to help us streamline the check-in process at the Conference. Those who do not successfully meet requirements in advance through Bindle will instead show proof to registration staff when checking in. We encourage you to try the app early. 

Updated February 17, 2022

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. OAKE highly recommends securing rapid tests and bringing them along in the case you develop concerns about potential COVID exposure.

As of February 17, 2022, 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. New: If participants are unable to secure a PCR COVID test, rapid tests and at-home test results will be accepted if performed within 24 hours prior to checking in at the conference. Proof will be accepted by using a health pass app used by OAKE (My Bindle) or by showing their physical vaccination card/negative test in order to receive their badge for the conference. Because this is an update to OAKE policy, My Bindle may not certify rapid or at-home testing results. In that case, proof must be shown to OAKE staff upon arrival.
    1. Participants choosing to show proof of vaccination will need to be fully vaccinated NO LATER than February 16, 2022.
    2. Fully vaccinated as defined by the CDC
    3. Boosters are not required but are highly encouraged
  2. Conference participants are 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.
  6. Attendees of the OAKE professional development conference are invited to observe choral rehearsals of the national choirs. Please visit rehearsals only if there are chairs available around the exterior of the room and limit your time in a room if others would like to sit in. Masks are mandatory and this year rehearsals are otherwise closed to outside observers.

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. New: If students are unable to secure a PCR COVID test, rapid tests and at-home test results will be accepted if performed within 24 hours prior to checking in at the conference. Proof will be accepted by using the health pass app used by OAKE (My Bindle) or by showing their physical vaccination card/negative test in order to receive their badge for the conference. Because this is an update to OAKE policy, My Bindle may not certify rapid or at-home testing results. In that case, proof must be shown to OAKE staff upon arrival.
    1. Participants choosing to show proof of vaccination will need to be fully vaccinated NO LATER than February 16, 2022.
    2. Fully vaccinated as defined by the CDC.
    3. Boosters are not required but are highly encouraged
  2. Choir rehearsals will be closed to all observers and chaperones other than the OAKE Choir Committee and Staff.
  3. Only one chaperone may drop off/pick-up students from rehearsal to avoid congestion in the hallways.
  4. Choir participants and all family members/guests are required to wear a mask that covers the nose and mouth while indoors (this includes the conference venue and choir concert).
  5. Social distancing will be highly recommended, and OAKE will work with the conference venue to provide spacious seating in all rehearsals when possible.
  6. Frequent hand washing and sanitizing is highly recommended.
  7. 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, but it’s highly encouraged

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. If the participants cannot secure a PCR test, rapid and at-home negative test results will be accepted if performed within 24 hours prior to entering conference or choir check-in.

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.”

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. Rapid or at-home tests do not qualify for reimbursement requests)
  • 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 February 17, 2022)