HECA 2022 Conference

COVID-19 Frequently asked questions


What general protocols will you have in place to ensure a safe conference?

Safety for conference attendees, exhibitors, and staff will remain our first priority. In addition to the vaccination and mask requirements, we will follow CDC and WHO guidelines for large in-person gatherings at the time of the conference. We will also be looking at local guidelines dependent on the location of each event.


How do you define “fully vaccinated”?

For purposes of its protocols, HECA utilizes the Centers for Disease and Prevention Control’s definition of “fully vaccinated,” which may be found here: https://www.cdc.gov/coronavirus/2019-ncov/vaccines/stay-up-to-date.html


What additional safety measures will you be taking? 

Safety measures include hand sanitizer stations in all high-traffic areas and masking requirements. All conference attendees will be provided N-95 or KN-95 masks.


How do I show that I am vaccinated? 

HECA will be contracting with an outside vendor to provide a secure website through which attendees can upload a picture of their vaccination card. We will communicate how to access and utilize the site to all attendees. 


What if I need an accommodation?

If you are in need of an accommodation related to HECA’s COVID-19 policies and guidelines, please contact 2022Conference@hecaonline.org.


What if I am traveling from outside of the U.S. to attend an event/tour in the U.S.? 

Anyone attending in-person a HECA conference held anywhere in the U.S. must comply with HECA’s COVID-19 policies and guidelines. International travelers should confirm entry requirements into the United States from a foreign point of origin prior to departure. Travelers are encouraged attendees to follow CDC guidance for traveling during the pandemic and to follow all governmental and transportation carrier requirements and recommendations related to travel.


How will I know if guidelines change?

HECA will keep this policies page up to date with the most current information. We will include hyperlinks to appropriate guidance on each conference page. 


What if I do not want to get vaccinated?

HECA is requiring vaccination or an approved accommodation to attend in person events. Staff will do our best to find a virtual option that matches the content of the in-person event you’d like to attend. 


What if I start to feel ill before travel?

HECA asks that you not attend the conference if you are feeling sick and will provide you with a credit for the full price of the conference. Credits can be applied to any HECA professional development activity or membership fees, and expire 12 months after the date of the event. If you need to request a refund because of illness, please do so in writing by contacting 2022Conference@hecaonline.org


How will you check my vaccination status? 

HECA will be using a health passport tool called CrowdPass. The health-clearance technology has been used by thousands of events worldwide to clear attendees for seamless entry.  Each conference will communicate instructions to event attendees via pre-conference messages, conference communities and conference websites. 


How do I upload my vaccination record?

You’ll use the secure link provided to you for the HECA event. Once there, you’ll create a login and complete a health screening form. You’ll then upload a photo of your vaccination record. Once CrowdPass verifies your record has been uploaded, you’ll receive a QR code that you’ll show at registration at the event. 


How soon do I have to upload my vaccination record prior to the event?

We ask that you log in to CrowdPass and upload your vaccination record at your earliest opportunity and at least three weeks prior to the start of the event so that we can reach out to attendees if there are any issues.


Is my health information secure?

Data security is CrowdPass’s top priority.  Crowdpass partners with two amazing companies to ensure the highest level of security for all of our clients and their event attendees: MedStack and Securicy. 


MedStack is a great HIPAA-compliant platform that delivers built-in privacy and security protocols that cover all typical healthcare industry practice on personal data such as encryption, certificate and key management, backups, monitoring and logging.  With MedStack’s secure solution, CrowdPass can safely host attendee’s health screening process as well as storing these medical data from the contact-tracing period (28 days) until the disposal period (after 28 days).  Therefore, all the information collected from each user will only be accessed internally for health-screening purposes and contact-tracing purposes.


On the other hand, Crowdpass also utilizes Securicy for constant quality control of our system security.  Securicy is an information security management platform for businesses from start-up to large enterprises.  The Securicy platform uses industry-leading best practices to generate information security policies for the CrowdPass web application. They frequently audit the CrowdPass system with penetration tests to evaluate security levels and provide tools, resources, and advice for building and maintaining security compliance.


What do I do if I haven’t received a Crowdpass link for my event? 

If you can’t find it in your email, you can also contact us at 2022Conference@hecaonline.org.


What if I don’t feel comfortable uploading my vaccination record to CrowdPass?

We strongly encourage using CrowdPass to ensure a smooth check-in process for the conference. If you fail to upload your vaccination record to CrowdPass 72 hours before the beginning of the conference, you will not be able to enter the conference.  

Higher Education Consultants Association   P.O. Box 9636, Spokane. WA 99209    (800) 662-6775

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