The success of our conference depends on everyone taking responsibility for following the health and safety guidelines at all times – starting now. Make sure you read this document carefully and understand how it applies to you – including vaccination requirements, conference center admittance restrictions, hand hygiene, mask wearing and physical distancing options.

We know that overcoming the continued challenges with the COVID-19 pandemic will require flexibility and commitment. We want to thank you sincerely for your resilience and solidarity.

Together we will create a safe and informative conference experience.

DOWNLOAD THE HEALTH & SAFETY GUIDE PDF HERE
WCBR COVID Code of Conduct
Before Leaving Home, WCBR Attendees Will Be Required To:
  • Follow relevant guidance provided by the CDC and local health authorities.
  • Adhere to government issued travel restrictions and guidance issued by your region of destination (Colorado, USA) you will be traveling to and your region of origin.
  • Evaluate your own health and that your close contacts; communicate with the WCBR Meeting Manager, Sarah Steele, at ssteele@parthenonmgmt.com if you have concerns.
  • Stay home if you feel sick.
  • WCBR strongly recommends attendees take a COVID-19 rapid test and achieve a negative result before initiating travel. 
On-site During the Event, WCBR Attendees Will Be Required To:
  • Wear a face mask at all times unless actively eating, drinking, or presenting at a lecture or panel. Poster presenters must wear a mask while presenting.
  • Wear your name badge at all times while in the Conference Center or present at other sponsored WCBR events.
  • Follow relevant guidance provided by the CDC and local health authorities, as well as safety protocols deemed appropriate by the venue and WCBR.
  • Wash hands often with soap and water for at least 20 seconds, or use an alcohol-based sanitizer with at least 60% alcohol.
  • Avoid touching eyes, nose, and mouth with unwashed hands.
  • Cover your nose and mouth when coughing or sneezing. Throw used tissues in the trash.
  • Attendees who experience symptoms or start to feel ill onsite should quarantine in their guestroom immediately and contact WCBR’s Meeting Manager, Sarah Steele, at (615) 314-5166 to receive instructions on next steps. Any health concerns will be handled discreetly for attendee privacy. 
Post-Conference:
  • Quarantine mandates, recommendations, and entry requirements may vary by state, country, and individual institutions.
  • All attendees are responsible for researching these protocols in their local areas and adhering to them. Based on current contact tracing advice from many health authorities, if you test positive for COVID-19 up to 14 days after returning home, please contact the meeting/event organizers to advise them.
Registration
How to Register:

Please visit the Registration Tab to register.

Registration Requirements:

With the health and safety of our attendees, invited guests, WCBR staff, and the Conference Center staff in mind, we have implemented changes to the 2022 Annual Meeting:

  • All in-person attendees must provide proof of full vaccination status and will be required to upload their completed vaccination card when they register for the meeting.
  • Registrants who are unable to provide proof of vaccination and wish to claim medical exemption may request a medical exemption form from the WCBR Executive Office. The medical exemption form must be completed by a primary healthcare provider and submitted for review by the WCBR Executive Committee prior to arrival on-site in Snowmass, CO.

Only registered attendees will be allowed to enter the Conference Center space. All accompanying guests (including children) who wish to attend Mountain Lunch and Closing Banquet must have a paid guest ticket and sit at designated friends and family tables.

Health and Safety Requirements:

We look forward to welcoming attendees to the in-person experience in Snowmass. The health and safety of attendees, presenters, staff, the hospitality and local community is a priority for WCBR.

Any attendee not complying with the mandated safety protocol will be asked to comply by staff. If there is repeated non-compliance, the attendee will be asked to leave the Conference Center and not allowed to return.

During the Conference
WCBR Mask and Social Distancing Requirements:

With the rising Delta and Omicron COVID-19 transmission rates in mind and to ensure the safest possible in-person WCBR Annual Meeting, masks will be required during the in-person meeting. Masks are required except in the following limited circumstances:

  • When actively eating or drinking.
  • When presenting at a lecture or panel. (Poster presenters must wear a mask while presenting.)

With in-person meetings, having appropriate social distancing is challenging. WCBR will work closely with the Viewline Resort Conference Center to provide as much spacing in gathering areas as possible. Attendees may add a tag to their name badges indicating their comfort level with regard to social distancing. WCBR will provide the social distancing tags at registration check-in.

Please note, there will be events during the Annual Meeting (meal or reception events) where attendees will be unmasked while eating. Attendees should use their best judgement and assess their comfort level when deciding to attend these events.

If You Have Symptoms During the Conference:

Attendees who experience symptoms or start to feel ill onsite should quarantine in their guestroom immediately and contact WCBR’s Meeting Manager, Sarah Steele, at (615) 314-5166 to receive instructions on next steps. Any health concerns will be handled privately and discreetly for attendee privacy.

At The Conference Center

Only those who are registered as attendees will be permitted in the Conference Center. Staff will be checking badges at the Conference Center entrance every day. Family or travel guests that are not registered with WCBR are not allowed to enter the venue (including children).

All attendees will be issued a name badge upon initial check-in at the meeting registration desk. Attendees should wear their name badge to the Conference Center each day. Attendees without a name badge will not be admitted to the Conference Center.

As WCBR continues to track the rate of COVID transmission and public health guidance, this policy may be updated accordingly. Any attendee not complying with the mandated safety protocols will be asked to comply by staff.

If there is refusal to comply or repeated non-compliance, the attendee will be asked to leave the Conference Center and not allowed to return.

Returning Home
Quarantine mandates, recommendations, and entry requirements may vary by state, country, and individual institutions. All attendees are responsible for researching these protocols in their local area and adhering to them.

What if your country/state/institution requires a negative PCR test to return? Is WCBR providing testing?

WCBR will not have onsite testing for departures. Attendees that are required to provide a negative test are responsible for arranging the test and transportation to and from the testing center. The city of Snowmass and Pitkin County, CO have free COVID-19 testing centers available in the area. Use this link to locate a testing center near you in Snowmass: https://www.rfvcovidtest.com/

Regardless of your vaccination status, if you get sick with fever, cough, or other symptoms of COVID-19, or test positive after returning home:
  • Isolate if you are sick. Stay home and take other precautions. Avoid contact with others until it’s safe for you to end home isolation.
  • Don’t travel when you are sick.
  • You might have COVID-19. If you do, know that most people are able to recover at home without medical care.
  • Stay in touch with your doctor. Call before you go to a doctor’s office or emergency room and let them know you might have COVID-19.
  • If you have an emergency warning sign (including trouble breathing), get emergency medical care immediately.
  • If you live in close quarters with others, take additional precautions to protect them.

Based on current contact tracing advice from many health authorities, if you test positive for COVID-19 up to 14 days after returning home, please contact the WCBR Meetings Manager, Sarah Steele at info@winterbrain.org or (615) 314-5166 so that contact tracing protocol can be initiated.

FAQs
If I need to request a vaccine exemption, how do I proceed?

All in-person attendees must provide proof of full vaccination status and will be required to upload their completed vaccination card when they register for the meeting. Registrants who wish to claim medical exemption may request a medical exemption form from the WCBR Executive Office via email at info@winterbrain.org. The medical exemption form must be completed by a primary healthcare provider and submitted for review by the WCBR Executive Committee prior to arrival on-site in Snowmass, CO.

Who will be permitted in the Conference Center for the Meeting?

Only those who are registered as attendees for the WCBR Meeting (and therefore provided proof of vaccination or approved medical exemption at the time of registering) will be permitted in the Conference Center. Staff will be checking badges at the Conference Center entrance every day. Family or travel guests that are not registered with WCBR are not allowed to enter the venue (including children).

What will I need to enter the Conference Center?

All attendees will be issued a name badge upon initial check-in at the meeting registration desk. Attendees should wear their name badge to the Conference Center each day. Attendees without a name badge will not be admitted to the Conference Center.

Are masks required to attend the meeting?

Yes, masks are required to be worn indoors at all times (with the exception of when eating or drinking) regardless of vaccination status. Speakers are allowed to remove their mask while at the podium only. Poster presenters will be required to wear masks while presenting.

If I am fully vaccinated, why do I have to wear a mask?

The Center for Disease Control and Prevention (CDC) recommends masks for all indoor activities regardless of vaccination status. Masks are required by Aspen/Pitkin County for all indoor activities at public venues as of December 1, 2021.

Will any physical distancing requirements be implemented?

Although the session rooms at the venue are good sizes for the purpose of educational sessions, they were not designed with physical distancing in mind; we have limitations regarding distancing within the center. WCBR will make every effort to ensure enough space for attendees to distance themselves, but it will not be possible for all events.

I want to cancel my participation in the Annual Meeting; how do I get a refund?

All cancellation requests must be received in writing to WCBR via email at info@winterbrain.org. Cancellations received on or before December 30 will be issued a refund less the $150 processing fee. Cancellations requested after December 30 will not be issued a refund.

If I cancel my participation in light of the new COVID-19 safety protocol, will WCBR reimburse me for my travel including hotel accommodation?

WCBR will not be able to reimburse travel-related expenses to attendees or speakers. Attendees should contact the airlines and hotels directly for reimbursements.

Are there other local mandates I need to be aware of?

Effective on September 16, all individuals 2 years or older are required to wear a face covering in all indoor public spaces in Pitkin County, regardless of vaccination status, during periods of substantial or high transmission of COVID-19 as defined by the CDC COVID-19 Data Tracker. For updates on all Pitkin County mandates, guidelines and restrictions, visit the Pitkin County COVID-19 website at this link: https://covid19.pitkincounty.com/.

Is there a chance that WCBR may cancel the Annual Meeting?

We are optimistic and hopeful that we will be able to proceed in-person in January and February and will make every effort to ensure the meeting happens safely. Should government mandates restrict the meeting from occurring, additional updates will be delivered to registrants via email.

What are the hotel, venue, and other vendors doing to help prevent the spread of COVID-19?

 

Viewline Resort Snowmass & Viewline Conference Center

The Viewline Resort Snowmass and Conference Center is operated under the Autograph Collection flag, a part of the Marriott family of brands. The Viewline has implemented the Marriott Commitment to Clean program. For more information about this program, click here.

Wildwood Snowmass

The Wildwood Snowmass hotel relies on enhanced cleaning protocols, masks, and gloves for staff, plus temperature checks for staff, social distancing measures in place, and signage throughout public spaces. Wildwood Snowmass leadership teams are in regular contact with the Centers for Disease Control and Prevention (CDC), the World Health Organization (WHO), and state and local health departments, as well as other global health organizations.

Base Village Conference Center (Mountain Lunch)

The Base Village Conference Center is operated by the Viceroy Snowmass. Viceroy Hotels have implemented the Viceroy Promise of Cleanliness program. For more information about this program, click here.

Thank you again for your collaboration and cooperation!

COVID TESTING IN SNOWMASS VILLAGE

The town of Snowmass offers complimentary PCR testing for COVID-19. 
  • Appointments are required and can be scheduled here. Multiple locations are available in the surrounding areas, so please use caution and ensure you complete the appointment scheduler for Snowmass Village.
  • The Snowmass Village Testing Site is located at 130 Kearns Road in the parking lot of Snowmass Town Hall. This location is a 15-minute walk from the Viewline Resort and Wildwood Hotel.
  • You must wear a mask to the testing site in order to be tested. 
  • The testing tent operates Monday through Friday from 8:30 a.m. to 12:30 p.m.
  • Results are typically available 48 hours after testing.
  • For questions regarding the testing process, turnaround time for results and documentation, or information regarding the type of test used, please visit the FAQ page here.

OPERATING PROCEDURES IN SNOWMASS VILLAGE

The town of Snowmass is working diligently to protect the safety of residents and visitors. Some business require proof of vaccination to enter and utilize their services. To ensure you are able to enjoy all that Snowmass has to offer, please bring proof of vaccination with you to WCBR!

Aspen Ski Co. Policies: 

  • Proof of vaccination is required for guests ages 12 and older who participate in Powder Tours and are also required at the following dining locations around Snowmass: Alpin Room Restaurant at High Alpine, Sam’s Restaurant and Lynn Britt Cabin.
  • Proof of vaccination is not required for lift access, ski and snowboard lessons, uphill pass, market-style restaurants, rental shops and ticket offices.
  • To learn more about the Aspen Ski Co. operating procedures, click here.

Snowmass Village and Pitkin County Policies: 

  • Masks are required for all individuals ages 2 and older in all indoor public spaces, regardless of vaccination status.
  • For more information about Snowmass Village and Pitkin County’s COVID-19 procedures and policies, click here.