AAO: Proof of COVID-19 Vaccination Required for All Registrants Attending Annual Meeting in New Orleans

The American Academy of Ophthalmology’s board of trustees has decided that proof of COVID-19 vaccination will be required for all registrants attending the Academy’s annual meeting in New Orleans.

Every AAO 2021 attendee, all Academy staff, exhibitors, and guests will be required to show proof of vaccination before being allowed to enter the convention center, according to a “Health & Safety” message posted on AAO’s website. 

Prior to arriving on site, attendees will be asked to provide proof that they are fully vaccinated with a vaccine approved by the FDA or the World Health Organization (WHO).

The following vaccines will be accepted:

• Pfizer-BioNTech
• Johnson & Johnson’s Janssen
• Moderna
• AstraZeneca-Oxford
• Sinopharm

The Academy will be working with a third-party vendor to manage proof of vaccination process. Instructions will be provided to all pre-registrants on how to verify your vaccination status by Wednesday, September 15.

If guests arrive at the convention center without having already completed the proof of vaccination process, it may result in unnecessary delays as we process and verify the information you provide, according to AAO.

For those who are unvaccinated, AAO is offering a virtual option for the annual meeting. 

“If you are already registered and would like to switch your method of attendance to virtual, email a written request to registration@aao.org by Oct. 29. No processing fee will be assessed for moving your registration,” according to the Academy.

Other important information from AAO:

Definition of Fully Vaccinated

By November 10, you must be 2 weeks post your final dose:

• Second dose in a 2-dose series, such as with the Pfizer or Moderna vaccines, or
• The one shot of a single-dose vaccine such as with Johnson & Johnson’s Janssen vaccine

Switching from In-Person to Virtual

If you will not be fully vaccinated by Nov. 10, you can switch your registration to the virtual meeting by emailing registration@aao.org. Deadline is Oct. 29 to make the switch without penalty.

Cancellations and Refunds

Registration

To cancel your registration and receive a refund, email a written request to registration@aao.org by Oct. 29. Include your name and Academy identification number in your request. A per-person, per-meeting cancellation processing fee of $75 will be assessed.

No refunds will be processed for cancellation requests received after Oct. 29. Registrations are non-transferable to other individuals.

Hotel Rooms

Hotel cancellation policies vary, but rooms must be canceled between 24 and 72 hours prior to arrival. Refer to your confirmation for your hotel’s cancellation policy to avoid a one night’s room and tax penalty.

Expo Booths

If you have no fully vaccinated employees who can attend, the Academy will cancel your booth and provide a full refund. Email a written request to exhibitions@aao.org by Sept. 20.

Spouses or Other Family Members

Spouses or other family members may attend AAO 2021 only if they are fully vaccinated. They will need to register, pay the appropriate fee for the meeting and then complete the proof of vaccination process to pick up their badge. This year we are not able to provide any complimentary passes for spouses or guests of speakers.

Children

Fully vaccinated children, age 12 and over, can accompany registered attendees in the Expo as long as the child is registered in the youth category and completes the proof of vaccination process to pick up their badge. Because they are not currently eligible for COVID vaccines, children ages 11 and under will not be allowed to attend the meeting this year.

Convention Center Staff and Meeting Vendors

While the goal is to have everyone who works to create the meeting be vaccinated, we are still investigating what the Academy can legally require of other organizations’ employees. We will update this section with more information as it becomes available.

Registering Onsite

To register onsite, you will need your proof of vaccination to access the convention center. Online registration is open throughout the meeting. We highly recommend that you register and verify your vaccination status in advance to speed up your badge pick-up in the convention center.

Masks

New Orleans has implemented a mask mandate for all indoor venues through September 1. The Academy encourages all attendees to wear masks, regardless of any mandates.

You will be required to wear a mask on the meeting shuttle buses due to the U.S. Department of Transportation’s mask mandate on all forms of public transportation.

Onsite Safety Measures

• All meeting rooms will be set up to allow for more social distancing.
• The convention center and AV staff will be cleaning all meeting rooms between sessions, including chairs, tables, podium and microphones.
• Hand sanitizing stations will be available throughout the convention center.
• As much as possible, food and beverage will be served individually packaged.

Rapid COVID-19 Testing

Rapid testing will be available in the convention center for those who experience symptoms and for travelers who must show proof of a recent negative COVID-19 test for their return flights.

There are additional rapid testing locations in New Orleans.

International Attendees

International attendees should always check current travel restrictions to the U.S. on the Centers for Disease Control and Prevention (CDC) website before planning your travel to make sure you will be able to enter the U.S.

Find more information for international attendees.