Meeting Policies and Terms

COVID-19 Health and Safety Protocols (Last Updated May 17, 2022)

Visit this page for the most up-to-date information regarding our meeting policies and protocols regarding COVID-19 and your health and safety. 

All attendees must be fully vaccinated as defined by the Centers for Disease Control (CDC) and the World Health Organization (WHO) before the start of the Cell Bio 2022 meeting. Full vaccination is required for attendance. The ASCB may require upload of proof of vaccination closer to the date of the meeting. We also encourage you to travel with your proof of vaccination documentation in case it is required locally.

Because of the COVID-19 pandemic, local conditions and safety guidelines are constantly evolving. We are closely monitoring the current state, federal and local COVID-19 guidelines for in-person gatherings and travel restrictions since a lot can change between now and December 2022. ASCB will follow the latest published requirements and safety protocols from the city of Washington, DC. We will be actively evaluating conditions and developing meeting guidelines to ensure a safe environment for all participants traveling to Washington, D.C.

All attendees must bring a respirator mask to the meeting in case they are required to be worn in the building, exhibit hall and/or meeting rooms. If masks are required, the ASCB will provide one KN-95 mask to each participant.

By registering for the meeting, you agree and will be obligated to abide by the ASCB’s rules on vaccination and mask wearing.

The ASCB will not be financially obligated in any way if you contract COVID-19 while in Washington DC for the Cell Bio 2022 Meeting. We strongly suggest that all attendees purchase travel insurance (if their employer does not currently provide coverage) with an Epidemic Coverage Endorsement that addresses the following situations:

  1. Trip Cancellation, if, for example, you must cancel your trip after being diagnosed with COVID-19.
  2. Trip Interruption, if, for example, during your trip you are specifically named and individually ordered to quarantine (not including general or broadly applicable quarantines).
  3. Travel Delay, if, for example, you are denied boarding based on a suspicion that you are ill with an epidemic disease such as COVID-19.
  4. Emergency Medical Care, if, for example, you are diagnosed with COVID-19 and need to be hospitalized while traveling.
  5. Emergency Transportation, if, for example, you’re diagnosed with an epidemic disease such as COVID-19 while you’re traveling, and you require an emergency medical evacuation.

If the ASCB cancels the meeting, we will provide you with a full meeting registration refund. You will need to cancel your hotel reservation at least 72 hours prior to arrival so that you are not charged for your hotel room. If you do not do this, you will be charged for one night plus tax for a no-show reservation.

If you need to cancel your registration, please do so by November 28 so you can receive a meeting registration refund less the processing fee. Refund requests after November 28 will be considered on a case-by-case basis. You will also need to contact your hotel and cancel your reservation at least 72 hours prior to arrival so that you are not charged. If you do not do this, you will be charged for one night plus tax for a no-show reservation.

If you are exhibiting symptoms, we may ask you to take a COVID-19 test at your expense and email us if you test positive.

Meeting Venue COVID-19 Safety Initiatives

The Walter E. Washington Convention Center has earned the Global Biorisk Advisory Council (GBAC) STAR facility accreditation, the gold standard of prepared facilities. GBAC STAR facilities are able to implement appropriate work practices, procedures and systems to prepare, respond, and recover from outbreaks and pandemics. Their COVID-19 initiatives include:

  • Thermal Scanning at Entrances: The convention center is deploying no contact, real-time multi-person thermal scanning throughout the Convention Center and Entertainment & Sports Arena. Using the latest technology from Certify.Me and Kogniz, they are able to measure body temperatures of individuals and groups of people entering the venues and use artificial intelligence to factor in environmental effects on individuals. Learn more about thermal scanning.

  • Enhanced Sanitation Practices: Aramark Environmental Services team’s commitment to aggressive cleaning and hygiene has led them to implement the Aramark EverSafe™ sanitation, disinfection and hygiene program, an integrated and enhanced cleaning, sanitation and disinfection program. Learn more about the enhanced sanitation practices.

  • Cutting-Edge Disinfection: In partnership with SurfaceGuard, the venue have deployed its high-grade COVID-19 remediation and health and safety reporting system at the Walter E. Washington Convention Center, Entertainment &Sports Arena, DC Armory and The Fields at RFK Campus as part of their venues’ health and safety reopening efforts. Learn more about our disinfection practices.

The Cell Bio 2022 headquarters hotel, Marriott Marquis Washington, D.C., has implemented protocols and elevated practices in response to the COVID-19 pandemic, including adjustments to the services, amenities, and facilities available. View complete details.

Code of Conduct

Before attending the Cell Bio 2022 meeting, participants are expected to read the Participant Guide below and to understand that the Meetings Conduct Policy includes additional provisions such as determining a violation, consequences that may be imposed, and appeals of a determination.

Meetings Conduct Policy

The American Society for Cell Biology (Society) Meetings Conduct Policy seeks to advance productive outcomes, with safety, full participation and belonging for all participants in Society meetings and supplements the Society’s general conduct policies.

Meetings Conduct Policy Participants' Guide

The Participants' Guide provides an easy reference to some key provisions of the Society Virtual Meetings Conduct Policy. The full Policy applies.

Recording, Photography, and Cell Phone Policy, and Session Etiquette

While you are in a session, mute all cell phones and other electronic devices. If necessary, step out to the hallway to make a call, or send an email or text. The back-lighting on electronic devices is distracting in a dimmed room.

The Society does not permit photography or the electronic capture of scientific sessions in meeting rooms or the Exhibit Hall. This policy also includes photographing colleagues against the backdrop of scientific posters on display without the express consent of the presenting author(s).

These policies will be enforced by the Society. Individuals who do not comply will be asked to leave the session or Exhibit Hall floor and not be allowed room re-entry. Repeat offenders will have their meeting badge(s) revoked and will not be allowed to continue to attend the meeting. This policy is necessary to respect the willingness of presenters to share their data at the meeting as well as their publication opportunities. If you have any questions regarding these policies, contact Alison Harris in the Meeting Management Office, Room 102A.

Children

Children of Cell Bio 2022 Meeting attendees are welcome to attend the meeting with their parent or guardian as long as the child is under the supervision of a parent or guardian at all times, and they follow all protocols put in place for attendees. Parents or guardians may bring children under the age of 17 to educational events provided the child does not disrupt the event.

Strollers are allowed in the meeting rooms as long as they do not block aisles or emergency exit doors. Strollers are also allowed in the Exhibit Hall, with the exception of set-up and dismantle times*. Parents and guardians are asked to keep in mind corridors, meeting rooms, and the Exhibit Hall can become crowded. Be aware that small children in strollers are at the same level as someone carrying a poster tube, bag, briefcase, umbrella, or other object. Badges will not be issued to children under the age of 17.

*Under no circumstances are children under the age of 17 allowed in the Exhibit Hall during set-up and dismantle times. This includes children of exhibitors.

 

Drinking Policy

The ASCB, EMBO, and Walter E. Washington Convention Center encourage responsible drinking for those drinking alcohol. Beer, wine, non-alcoholic beer, and soft drinks may be available at the Opening Night Reception on Saturday, December 3, and throughout the meeting dates. Alcohol will not be served to anyone under the age of 21; be prepared to show photo identification. Alcoholic beverages are allowed only in specific areas and must not be taken out of these areas.

 

Meeting Attendance Etiquette/License and Other Terms and Conditions

  • Acceptance of your registration entitles you to a license (i.e., permission) to attend the meeting conditioned upon you not engaging in conduct that interferes with the opportunity for others to attend, enjoy, and derive value from the meeting. Attendees who ASCB or EMBO determine in their discretion are disruptive to speakers, staff, or other attendees are subject to having their registration and permission to attend the meeting immediately revoked, without refund of their registration or abstract submission fees. Please view the Meetings Conduct Policy Participants' Guide and Meetings Conduct Policy above for more detailed information.
  • You may participate in the Cell Bio 2022 meeting by audio and video, or by video only. If you participate visually and/or vocally, your image and/or voice will be received and available to all participants and you are agreeing that your image and/or voice may be used at any time without further notification in ASCB or EMBO publications or websites.
  • ASCB and EMBO policy prohibits video capture, screen recording, screenshots, audio recording, or taking pictures of speakers and their slides.
  • Proprietary information is expected to be presented and shared at the meeting. No one is permitted to misappropriate or misrepresent somebody else's data as their own.
  • By registering, you are agreeing to comply with ASCB's policies and rules.

 

Photo Release

The ASCB has hired an official photographer for the meeting. Photographs taken at the Cell Bio 2022 Meeting may be used in future ASCB or EMBO publications, on the ASCB or EMBO website, or in other materials. By registering for this meeting, you agree to allow the ASCB and EMBO to use your photo in any ASCB-related or EMBO-related publication or website.

Session Room Behavior and Overcrowding

If a session room becomes too crowded, follow instructions provided by ASCB staff, Convention Center staff, or security. Instructions may include not standing against the walls, not blocking the aisles, or doors, or being denied entry if the room becomes too crowded.

The meeting organizers are obligated to abide by the guidelines established by the Fire Marshal in the Walter E. Washington Convention Center. If a room reaches full capacity and we do not have your cooperation, the Fire Marshal has the authority to delay or terminate the meeting until the problem has been corrected. We do our best to try to assign appropriate sized rooms to each session, but sometimes sessions are more popular than anticipated. We apologize for any inconvenience this may cause.

Smoking Policy

The Walter E. Washington Convention Center is a smoke-free facility. Please refrain from smoking within 20 feet of the lobby doors. Smoking is permitted only in designated smoking areas. Electronic cigarettes are not permitted within the facility.

Social Media Policy

The ASCB and EMBO encourage the use of social media before, during, and after Cell Bio 2022. Note the following guidelines and accepted social media etiquette:

Do

  • Follow us on Twitter @ASCBiology. Use the hash tag #CellBio2022 for meeting-related tweets.
  • Follow us on Facebook at facebook.com/ASCBiology.
  • Blog and tweet about the meeting and what you are hearing
    and seeing (but without sharing details of any data presented;
    follow journal rules about data sharing).
  • Provide feedback to staff and the Program Committee—discuss
    topics of interest and/or speakers for next year’s meeting,
    make suggestions for Symposia, Minisymposia, or workshop
    sessions, comment on the meeting format, etc.
  • Keep criticism constructive, and think about whether you’d like
    your thoughts shared widely—because they may be.

Don’t

  • Use photographic or other recording devices, including video capture, screen recording, screenshots, audio recording, or taking pictures of speakers and their slides.
  • Capture, transmit, or redistribute data presented at the meeting—this may preclude subsequent publication of the data in a scholarly journal.

Speaker/Presenter Disclosure

Views expressed by speakers at Cell Bio 2022 are solely the views of the speaker. They do not necessarily represent the views of the ASCB or EMBO. The ASCB and EMBO make no representation concerning, and do not guarantee, the source, originality, accuracy, completeness, or reliability of any statement, information, data, finding, interpretation, advice, opinion, or view presented by any speaker or poster presenter.

Embargo Policy

All posters and oral presentations at Cell Bio 2022 - An ASCB|EMBO Meeting will be embargoed until the date and start time of their presentation at the meeting and/or until the consent of the author to report said findings is given. This means that press registrants MAY NOT PUBLISH any information about work being presented at the meeting UNLESS AND UNTIL the start date and time of that presentation AND WITH the express consent of the author. Likewise, no screen shots or images of research presentations may be included in such reporting. Approved images should be obtained directly from the author. ASCB and EMBO aim to encourage presentation of the latest findings and enable responsible and quality reporting of those findings by press in attendance. This policy helps ensure that all reporters have access to the same, up-to-date, and complete information when researching and writing their articles and that information regarding research presented at our meeting is not published prior to the presentation.

Waiver of Liability

Each individual attending the Cell Bio 2022 assumes all risks associated with his or her attendance and participation in on- and offsite activities. Each individual attendee agrees to indemnify and hold harmless the ASCB and EMBO, and their governing bodies, officers, directors, employees, and/or agents from all loss, damage, or liability arising out of or related to his or her attendance at the Cell Bio 2022 Meeting.