COVID-19 Policies for HarmonyCon 2022
HarmonyCon takes the safety and well-being of our attendees very seriously. In addition to following all applicable laws and regulations, we are implementing temporary policies this year to reduce the risk of spreading COVID-19 during the convention. While these new policies will be enforced within the convention spaces, please note that these policies do not apply to other areas of the Sheraton. Other areas of the hotel are subject to their own rules and policies. Attendees are expected to comply with hotel staff and guidelines as well.
All policies are subject to change as conditions and official guidance continue to evolve.
These policies have been added as an extension of our Code of Conduct, which are agreed to when your badge is purchased.
Vaccination & Testing Policy
The vaccines developed and approved for inoculation against COVID-19 are some of the best tools available to limit the spread of the coronavirus. However, the vaccines are not currently approved for all populations. Rather than excluding those who cannot be vaccinated at this time, all attendees old enough to receive a FDA or WHO approved COVID-19 vaccine (currently 12 and older, though subject to change) will be required to select from one of the following two options before receiving their badge. Those too young to receive a COVID-19 vaccine must select the second option:
- Show proof of vaccination - Attendees must verify they are fully vaccinated by presenting proof of full vaccination at registration when picking up their badges, with the last shot at least 14 days prior to badge pickup. Either physical or electronic copies of documentary proof from the administering healthcare provider will be accepted (e.g., physical vaccination card, digital photo, screenshot, or QR code). Copies and photographs must include the full front of the document and must clearly show the name of the vaccinated individual and the dates of each shot. Proof of vaccination must also clearly show the vaccinated individual has received one of the vaccines approved by the FDA or WHO. Proof of prior COVID-19 infection and recovery will not be accepted as an alternative to proof of vaccination.
- Show a negative test result - NOTE THAT SOME EVENTS OR EXPERIENCES MAY BE UNAVAILABLE TO THOSE THAT ARE NOT FULLY VACCINATED. Attendees may provide a negative test result from an antigen (also known as a rapid test) or PCR (also known as a lab test) COVID-19 test taken within 3 days prior to picking up their badges at registration. Testing must be performed by a healthcare provider (including clinics and stand-alone testing sites), and full test results and the name of the tested individual must be visible. Either physical or electronic copies of test results from the health care provider will be accepted (e.g., physical test report or digital photo or screenshot). Notification SMS text messages will not be accepted as an alternative to full test results from a testing health care provider. Self-certification or at-home test results will not be accepted as an alternative to full test results from a testing health care provider.
HarmonyCon will treat all health-related information provided as confidential and will not retain copies of such information.
If any attendee is discovered to have presented a fake proof of vaccination or fake negative COVID-19 test, authorities will be alerted and the individual in question will be permanently banned from all future events.
Questions regarding this Vaccination & Testing Policy should be directed to [email protected].
Regardless of vaccination status, all attendees above 2 years of age will be required to wear masks or other face coverings at all times during the convention. Masks and other face coverings must fit snugly against the wearer, must cover all airways (e.g., must be worn over the nose), and must be consistent with CDC guidelines (https://www.cdc.gov/coronavirus/2019-ncov/prevent-getting-sick/about-face-coverings.html). As an exception to the general rule of continuous mask-wearing, attendees may temporarily remove their masks in the following situations:
- Actively eating/drinking in areas where food/beverage are allowed (Food is not allowed anywhere in event space unless purchased directly from the hotel. Non-alcoholic beverages are allowed in all event spaces.)
- Actively hosting/participating as a guest in a panel or other official event
The following types of masks and face coverings are not acceptable due to insufficient ability to reduce transmission of the coronavirus:
- Masks with exhalation valves or vents
- Face shields (without a separately compliant mask underneath)
- Costume/cosplay masks that do not meet our general mask guidance of fitting snugly and covering all airways
- Mesh masks or masks with damage or visible holes
- Neck gaiters (unless folded into two layers)
Questions regarding the mask policies or requests for accommodations due to disabilities that interfere with compliance with this Mask Policy should be directed to [email protected]. Exceptions will only be granted in accordance with CDC guidance (https://www.cdc.gov/quarantine/masks/mask-travel-guidance.html#disability-exemptions), and alternative protective measures may be required if an exception is granted.
Physical Distancing & Capacity Policy
Please be responsible and maintain ample distance from other attendees when possible, and obey all posted capacity and distancing signs and staff instructions. As conditions evolve, changes may be made to the capacity of certain events and the physical distancing requirements or recommendations.
At this point, HarmonyCon does not anticipate enforcing physical distance requirements during the convention.
Sickness Policy & Risk Acknowledgement
For the health and well-being of all attendees, please do not attend HarmonyCon 2022 if you are or have reason to believe you may be sick or infected with COVID-19. If you develop symptoms while at the convention, please self-quarantine and follow CDC guidelines for those who are or may be sick (https://www.cdc.gov/coronavirus/2019-ncov/if-you-are-sick/index.html). All attendees will be required to certify they do not reasonably believe themselves (and any minors for whom they are responsible during the convention) to be infected with COVID-19 when picking up their badges at registration.
Attendees will also agree to a COVID-19 Risks and Responsibilities Acknowledgement requiring the following:
- Attendees acknowledge that a risk of infection with COVID-19 is inherent and unavoidable at HarmonyCon 2022.
- Attendees agree to obey all policies, signs, and staff directions relating to health and safety.
- Attendees agree not to attend HarmonyCon 2022 if they have reason to believe they are or may be infected with COVID-19 (whether or not symptomatic), including without limitation if they have been in close contact with any individuals known to be infected within 14 days prior to start of the convention.
- Attendees agree to leave the HarmonyCon convention spaces immediately if they develop symptoms of COVID-19 or otherwise have reason to believe they are or may be infected with COVID-19. They should then leave the Sheraton DFW as soon as reasonably possible. Attendees who are guests of the Sheraton should quarantine in their rooms until they are able to leave and should notify hotel staff in order to allow the Sheraton to take appropriate precautions and perform a thorough cleaning of their rooms.
- Attendees agree to notify HarmonyCon at [email protected] if they learn they have become infected with COVID-19 at any time during the convention. Notifying attendee identity and personal information will be held in strict confidence, but HarmonyCon may notify other attendees of the occurrence of a known or suspected infection.
More information regarding COVID-19 symptoms is available from the CDC at https://www.cdc.gov/coronavirus/2019-ncov/symptomstesting/symptoms.html.
While we are sorry if you choose to not join us this year at HarmonyCon 2022, we understand that certain health and safety protocols may prevent you from attending. Requests for refunds may be sent to [email protected] until the end of January 28th, 2022. After January 28th, 2022, refunds will be handled on a case by case basis, though our best effort will be made to accommodate those unable to attend due to a possibility of infection.