2022 All-National Honor Ensembles Chaperone Application

STATEMENT OF POLICY

All registered participants, attendees, and vendors of the 2022 NAfME National Conference in National Harbor, Maryland are required to be current in their vaccinations against COVID-19*, as defined below, unless they are determined to be eligible for an exemption.** This policy applies to all NAfME events and includes the NAfME Biennial Music and Research and Teacher Education Conference, the NAfME National PreK-12 Conference, and the NAfME All-National Honor Ensembles.

This policy is being implemented for the safety and welfare of our attendees and based on guidance and recommendations issued by the Centers for Disease Control and Prevention (CDC) and other public health authorities. Consistent with CDC guidance, NAfME will take into consideration local health conditions in setting its COVID-19 safety protocols. Further, NAfME reserves the right, at any time, to change or modify the required safety protocols in order to provide attendees, in its judgment, with a safe meeting environment. Failure of any attendee to comply with this policy and all applicable safety protocols, may result the attendee being removed, or denied entry, to the event.  

Verification of proof of vaccination will be handled through a third-party vendor utilizing a secure application for uploading and confirmation of vaccination. NAfME will not retain or store any vaccination related information. Attendees will not be able to check-in and receive their badge without having submitted proof of their vaccination status as directed by NAfME prior to arrival at the event. NAfME will communicate safety protocols prior to the Conference, e.g., masking, social distancing, etc. All participants must follow safety protocols and directive. Thank you in advance for your cooperation and support of our efforts to create a safe experience for everyone.

*For purposes of this policy, an individual is current with their COVID-19 vaccinations where they have received all recommended COVID-19 vaccines at least 14 days prior to the event. Please see the CDC website for additional information.

**Exemption from the vaccination requirements will be provided where the attendee medical condition or disability for which vaccination is medically contraindicated, or where vaccination is contrary to a sincerely held religious belief, practice, or observance. To request an exemption from the COVID-19 vaccination requirement due to a disability or medical condition, or on account of a sincerely held religious belief, practice, or observance, please contact memberservices@nafme.org to request the required accommodation form. The form will need to be completed and submitted to NAfME for review and approval before an accommodation may be considered granted. Individuals who are granted an exemption, and who wish to attend an event in person, will be required to provide proof electronically that they have tested negative for COVID-19 via a PCR COVID-19 test no more than 48 hours prior to arrival at the event. Attendees will be responsible for arranging and paying for any such tests. In addition, attendees who receive an exemption from the vaccination requirement will be required to submit to a COVID-19 rapid test onsite for each subsequent day they are in attendance. You will be notified of these protocols and further details in advance of the event.

SAFETY INFORMATION AND WAIVER

As a condition of, and as consideration for, my participation in the conference, I acknowledge and agree to the following:

I understand the highly contagious nature of Coronavirus/COVID-19, and that current medical knowledge of the virus, including its transmissibility and risk remains uncertain, particularly in light of evolving variants of the virus. Currently, there exists no cure for the virus, and that certain medical conditions may be at high risk for the disease. I also understand that the Centers for Disease Control and Prevention, as well as many other public health authorities, continue to recommend practicing social distancing, frequent hand washing, and the wearing of masks under certain circumstances, even for persons who may have been vaccinated for the virus.

Although National Association for Music Education (NAfME) and the Gaylord National Resort & Convention Center may have in place preventative measures based on current CDC and governmental guidance in order to reduce the possible spread of Coronavirus/COVID-19 at the 2022 NAfME National Conference, I understand and acknowledge that neither NAfME nor the Gaylord National is able to guarantee that these preventative measures will prevent the transmission of the virus, infection and/or illness. 

I further acknowledge and understand that National Association for Music Education (NAfME) cannot guarantee that I will not become infected with the Coronavirus/COVID-19 while attending the 2022 NAfME National Conference. Nor, given the state of current knowledge regarding the virus, is it possible to eliminate all risk of transmission and the potential health consequences of such exposure. I also understand that the risk of becoming exposed to and/or infected by the Coronavirus/COVID-19 may result from the actions, omissions or negligence of myself and others, including, but not limited to on-site contractors, venue staff and guests, other meeting attendees, and their families, as well as members of the general public who I may come in contact with while traveling to and from, and while attending the 2022 NAfME National Conference.

ASSUMPTION OF RISK

I have read and understand the above risks and warnings concerning COVID-19 and I nevertheless expressly assume all of the aforementioned risks including the risk of being exposed to, contracting, and/or spreading COVID-19, in order to be able to attend and participate in person at the 2022 NAfME National Conference at the Gaylord National Harbor, November 2-6, 2022. I also understand that while alternatives to attendance may be available, I expressly choose to participate in person with a full understanding of the risks of doing so. Furthermore, I understand that NAfME may immediately remove or prohibit me from in person activities at the 2022 NAfME National Conference, including the All-National Honor Ensembles, if I exhibit symptoms associated with COVID-19, or if I fail to comply with any safety procedures stipulated by National Association for Music Education (NAfME) or the Gaylord National Harbor.

By accepting this notice, I voluntarily assume all of the aforementioned risks including, without limitation, any exposure to, or infection by, COVID-19, and hereby release and agree to hold NAfME harmless from, and waive on behalf of myself, my heirs, and any personal representatives, any and all causes of action, claims, demands, damages, costs, expenses and compensation for damage or loss to myself and/or property that may be caused by any act, or failure to act of National Association for Music Education (NAfME). Furthermore, by this Notice and Release, I intend to discharge National Association for Music Education (NAfME), its officers, directors, employees, volunteers, representatives and contractors, from any liability or claim that I, my heirs, or any personal representatives may have against any of them with respect to any bodily injury, illness, death, medical treatment or property damage that may arise from, or in connection to my participation in the 2022 NAfME National Conference.

Any person, student, accompanying person, exhibitor, speaker, or media representative (each an “Attendee”) who attends this National Association for Music Education (NAfME) sponsored event (the “Event”) automatically agrees to the following Terms and Conditions regardless of whether they have submitted a formal registration.

Attendee agrees to abide by all fire, safety, and health regulations of the local, city, state, and facilities where the Event is held. Attendee must comply with all applicable federal, state, and local ordinances, as well as NAfME policies and procedures. Any Attendee who violates such rules and/or who behaves in an unsafe or careless manner while attending the Event may be removed and/or refused admittance to the Event, in NAfME’s sole discretion, without refund of the registration fee. Attendee shall refrain from any illegal or disruptive behavior that interferes with other attendees’ safety, comfort, and quiet enjoyment of the Event, including behavior that impedes or prevents accessibility services or requests, behavior that discriminates based on age, disability, race, ethnicity, gender, religion, political or institutional affiliation, or sexual orientation, and harassment of any kind. Any Attendee engaging in prohibited illegal or disruptive behavior, as determined by NAfME in its sole discretion, may be removed from the Event and barred from returning without refund of the registration fee. Attendee acknowledges and agrees that participation in the Event is at Attendee’s own risk and that in the event that a need for emergency medical service arises, Attendee authorizes and consents to such services being provided at Attendee’s own expense.

Attendees participating in this Event do so with full knowledge that they waive any claim they may have against NAfME and its officers, directors, staff, volunteers, and other authorized representatives for reliance on any information presented during the Event. Furthermore, by participating in the Event, Attendee releases NAfME, and its officers, directors, staff, volunteers, and other authorized representatives from any and all liability connected with Attendee’s participation, as well as from any liability related to changes to the schedule, events or activities to the extent permitted by law.

1. If a chaperone cancels 60+ days in advance of the event, they will receive a full refund of $500.00 minus a $50.00 administrative processing fee.
2. If a chaperone cancels 30-60 days in advance of the event, they will receive a partial refund of $250.00.
3. If a chaperone cancels less than 30 days in advance of the event, they will not receive a refund unless there is a death in the immediate family (parent, sibling, or grandparent) or a documented medical emergency, in which case NAfME will provide a full refund.

*Cancellation Requests Related to COVID-19: Individuals who have registered for the 2022 NAfME All-National Honor Ensembles and are unable to participate in the program due to their own positive test for COVID-19 (PCR test dated 48 hours or less prior to the first event date and provided for verification) may be eligible for a refund of their registration fee. For more information, contact HonorEnsembles@nafme.org.