Conference Services COVID Addendum Overview
These guidelines are in addition to the Summer 2022 Conference Services Agreement and are based on COVID-19 prevention and response guidelines from the Centers for Disease Control and Prevention (CDC) and LA County Department of Public Health (LAC DPH). Conference guests who choose not to follow the following policies may be asked to leave campus immediately. These guidelines will be revisited and changed according to our ongoing response to COVID-19. Please direct any questions to Pitzer Conference Services at [email protected]
Cancellation Policies
- Pitzer College reserves the right to cancel the conference agreement at any time prior to arrival based on changing guidance from LA County Department of Public Health (DPH), CDC, or CA Department of Public Health and the current public health situation.
- If a public health situation locally or globally impacts a conference group’s ability to arrive to campus, they should inform Pitzer Conference Services as soon as possible. We will default to our usual cancellation policies and work with groups to lessen impact when possible.
- If a public health situation locally or globally impacts a conference group’s ability to leave campus as planned, Pitzer will not continue to house or provide services beyond the original dates. Alternative arrangements must be made by the Conference Group.
COVID Prevention
- COVID-19 Vaccination Requirement
- All participants must be up to date on their COVID vaccinations. It is up to the conference group leaders to ensure their participants are compliant with this expectation and any exemptions are thoroughly reviewed.
- Up-to-date vaccination means the individual has completed the primary vaccination series as well as received a booster dose if they are currently eligible to get one.
- Third-Party Vendors
- Any conference group who has non-conference participants coming to campus for any reason must ensure they have completed a Healthy Pitzer Screening the day they are on-campus.
- COVID Testing
- Conference Group leaders should have rapid COVID tests on-site and should be knowledgeable about local testing resources.
- Pitzer will not provide any testing or medical services to conference participants.
- Daily Symptom Screening
- Pitzer asks that all conference participants complete the Healthy Pitzer Symptom Screening tool each day they are on-campus.
- Use the “Continue as a Guest” login
- If a participant has symptoms of COVID or is otherwise unable to pass the daily symptom screening, Conference Group leaders should ensure that participant receives a negative test result before they are allowed to interact with other participants.
- Face Coverings / Masks
- Currently, Pitzer requires face coverings in all indoor public spaces at all times. Although LA County DPH no longer has this requirement (as of March 4, 2022) Pitzer may continue to impose more stringent requirements.
- Masks are required to be medical grade or higher (N95 or KN95) and should NOT be cloth.
- The residential suite itself is considered a “household” therefore physical distancing and face coverings are not required inside suites.
- Conference participants are required to provide their own masks.
- Masks, Sanitizer, and Other Supplies
- Pitzer will provide extra masks, hand sanitizer, disinfecting wipes, and other COVID prevention supplies throughout campus. These will be located in each classroom and in the dining hall, in particular.
- Groups will be assessed a “COVID Supplies Fee” of $2 per person per week on their final bill to offset the cost of these additional supplies.
COVID/Symptom Response
- Isolation/Quarantine
- Housing:
- Conference participants who are residential and have been advised to quarantine or isolate due to COVID-19 diagnosis and/or symptoms may be re-assigned to a specified quarantine/isolation unit in campus housing.
- If isolation housing at Pitzer is full or is unavailable, the Conference Group Leader will be notified and the impacted participant will need to isolate elsewhere off-campus.
- Billing:
- Conference groups with participants in isolation/quarantine will still be charged for housing/meals according to their breakfast, lunch, and dinner pricing per day and housing placement during isolation/quarantine.
- Conference groups will be assessed an additional COVID cleaning fee for any residential rooms/suites that are utilized as isolation or quarantine space need to be disinfected due to a diagnosis or positive test result. This fee will be assessed both for the initial room assignment as well as any isolation/quarantine space used. This fee will be determined on a case-by-case basis based on scope of cleaning required.
- Dining Services:
- Conference Services will communicate dietary needs and “to go” meal needs of conference group participants who are in isolation/quarantine.
- Conference group leaders will then pick-up “to go” meals from Pitzer Dining Services staff so they can deliver them to any participant in isolation/quarantine.
- Other Services:
- All other elements of isolation/quarantine, contact tracing, medical support, care support items, compliance, etc. must be handled by conference group leaders.
Campus/Space Usage
- Space Capacities
- Use of spaces at the College will be in line with LA County recommendations at the time and the college’s current COVID expectations. This could include limits on capacity, distancing, etc.
- Guests
- Off-campus guests, who are not officially part of the Conference Group, will not be permitted inside the residence halls or inside any buildings on campus.
Dining Services
- Style of food service, indoor dining access, and menu offerings may be determined based on current LA County and College guidelines, e.g., to go food only, outdoor dining, grab and go, etc.
Conflict or Inconsistency
- In the event of any conflict or inconsistency between the terms of this COVID Addendum and the terms of the Pitzer Conference Services Agreement, the terms of this COVID Addendum shall control.
Acknowledgment of Risk
- Conference Group acknowledges that holding a conference during a pandemic or other public health circumstance carries with it inherent risks to participants. Carriers of COVID-19 may show no signs or symptoms of illness, but can still spread the virus, and people may be contagious before their symptoms occur. Individuals with COVID-19 may pass the required health screenings and be allowed into camp. Moreover, the very nature of a conference presents special challenges for social distancing in some situations. Public health authorities have identified high-risk factors for COVID-19 and all participants must evaluate their unique circumstances and make an informed decision before attending the conference. The Conference Group understands that there is risk due to the contagious nature of COVID-19 and that the protocols set forth by Pitzer College constitute reasonable efforts to mitigate that risk.
