COVID-19 Guidelines

• The 2023 Annual Meeting offers a virtual option for delegates with any concerns about in-person gatherings and for those who may have been exposed or test positive for COVID-19 prior to the meeting. The virtual option is designed to enable delegate participation in deliberation and in all voting.
• As part of the pre-registration process, delegates will be required to choose their method of attending: in-person OR remote. After making the selection, it may not be changed, except for delegates who meet either of the following criteria:
  • Delegate has a positive COVID-19 test result within 10 days of Annual Meeting or if current state guidelines require or suggest isolation during the dates of Annual Meeting.
  • Delegate has been a close contact of a person with COVID-19 within 10 days of Annual Meeting.
• In-person delegates will be required to attest to taking a COVID-19 test the morning(s) prior to attending the meeting and to only attend if the test is negative.
• COVID-19 vaccination with all currently recommended boosters is encouraged but not required.
• While masking is encouraged, a determination on a mask requirement will be made closer to the event date and based on data at that time. MTA will have a supply of masks available.
• The business session will be set with the maximum number of chairs to fill the space available. The ability to social distance while seated will depend on the actual number of in-person delegates present.
• Food will not be permitted in the business sessions; but drinks will. Food will only be allowed in designated areas, and there will be a scheduled lunch break on Saturday.
• Indoor spaces will be reserved for attendees for eating; for those who prefer outdoor space, a park is located directly across the street from the MassMutual Center.
• The MassMutual Center’s air handling units use MERV-11 filters, which will be changed prior to our meeting. The business session will be held in a hall with air exchange rates of 4.6 per hour and ceiling heights of 27 feet.
• Sanitizing wipes will be available at microphones.
• Hand sanitizing stations will be placed in public areas.
• Restrooms are equipped with touchless soap and paper towel dispensers, automatic sinks and touchless flush toilets and urinals.

Advanced technology, similar to that used in 2022, will be employed to enable a “hybrid” meeting whereby some delegates are attending in-person, and some are attending online/virtually/remotely. The technology enables remote delegates to participate in debate and all voting.

The technology also requires the establishment and enforcement of the following deadlines:

• Delegates may not change their mode of attendance after submitting their choice to MTA (as part of the pre-registration process). The only exception is a positive case of COVID-19 or exposure to COVID-19 which will enable an in-person delegate to switch to remote.
• Until April 19, delegates may choose the option of attending in-person or remotely.
• After April 19, any delegate who has not made a selection and any newly reported delegates will automatically be registered as remote delegates.
• April 21 is the final day for local presidents to report any delegates or alternates.