General Event & Pandemic Specific Questions

Questions & Answers

Question: How do I book my hotel room at the Sheraton and what is the nightly rate?
Answer:

The 2021 RIMS Western Regional Conference is being held at the Sheraton Park City in Park City, UT.  We have set aside a limited number of rooms for conference attendees. Attendees will receive a discounted rate of $154.00 per night for any standard room reservation within September 11 to 16, 2021. This discounted rate will be available until August 16, 2021, or the room block is full. After August 16th, any additional reservation requests will be made on a case-by-case basis and may not receive the group discount. The group name is RIMS Western Regional Conference; online booking can be completed at https://www.marriott.com/events/start.mi?id=1622848423845&key=GRP. Changes to reservations must be made 1 week prior to arrival date. Late arrivals, early departures, and no-shows are non-refundable. The room rate does not include hotel taxes and fees.

Question: How will the conference space be configured?
Answer:

The room set up will greatly depend on the number of attendees at the conference.  CLICK HERE to see photos and diagrams for our minimum expectation and maximum attendance allowed. We will provide as much spacing between seats as possible.

Question: Will RIMS have hosted dinners at the conference?
Answer:

RIMS Western Regional Conference will be hosting networking receptions on Monday, September 13th and Tuesday, September 14th. There will be heavy appetizers and beverages, however, no formal dinner will be provided. All networking events are scheduled to conclude by 6:30 p.m.

Question: I have special food requirements; can you accommodate this?
Answer:

We automatically plan special menu options for gluten, nut, dairy, egg, fish, shellfish, and soy free meals. We also automatically accommodate vegan and vegetarian diets. Please indicate your restrictions during registration. If you have allergies or requests outside of our standard accommodations, please contact us for further clarification.

Question: If I need to cancel, will I be able to get a refund?
Answer:

If registration is canceled by May 31, 2021, a full refund will be provided minus a $15 processing fee. If registration is canceled by August 1, 2021, a full refund will be provided minus a $50 processing fee. After August 1, 2021, no refund will be provided. Please note, regardless of the refund amount listed, the amount refunded will never exceed the amount paid.

Question: Where can I register for the virtual option?
Answer:

Virtual and in-person registration is completed in the same location, on our website at www.RIMSWesternRegional.com. Once you select the “register” option you will be able to select virtual or in-person attendance. Fees and the registration process will be modified based on the option you select. If you would like to switch from in-person registration to virtual only attendance, please email events@consultrhino.com.

Question: Will there be a recording available of the conference and can we access speaker presentations?
Answer:

While there are no guarantees, we will ask the speakers if they allow us to record their sessions and share their presentation materials with the registered attendees. Details on how those recordings and materials will be made available are yet to be determined.

Question: Will there be social activities on Sunday and after hours?
Answer:

Yes, we will have 3 conference-wide social activities, plus many opportunities during the conference to network with your industry peers. On Sunday we will offer guided events highlighting some of the unforgettable activities Park City and/or other local Utah sites have to offer. On both Monday and Tuesday evenings, RIMS WRC will host receptions held in heated outdoor locations to allow for safe networking.

Question: Will I be able to get a drink during the social hour?
Answer:

Yes, our receptions will include offerings of both alcoholic and non-alcoholic beverages.

Question: How many people do you anticipate will attend the RIMS Western Regional Conference?
Answer:

We expect at least 100 attendees to be present, and the venue space cannot accommodate more than 400 individuals. We are abiding by all state regulations regarding attendance at the RIMS Western Regional Conference. The WRC planning committee will take every precaution to ensure that our attendees have a safe learning environment. We will not exceed the number of attendees recommended by safety officials.

Question: How are decisions being made regarding safety protocols?
Answer:

The WRC will follow CDC, state of Utah, and Summit County COVID-19 guidelines and recommendations.  We will also comply with the Sheraton Park City requirements.
The WRC Committee will do our best to help attendees feel as comfortable as possible and ask that all involved respect each other knowing their personal beliefs may be different from your own.
Attendees of the conference assume all risks and accept sole responsibility for any exposure or infection while attending the WRC.

Question: If the conference is canceled for pandemic related reasons, will attendees or sponsors be able to get a refund?
Answer:

A cancellation is not anticipated, but certainly, if the conference were canceled, attendees would receive refunds and sponsors could request refunds. If, for any reason, the conference could not be held in person, we would hold a virtual event September 13 and 14, 2021 at the same time the in-person conference was scheduled. In that case, attendees and sponsors would not receive refunds; instead, their registration would be applied to the virtual event.

Question: Will I be required to show proof of COVID vaccination to take off my mask?
Answer:

No, you will not be required to show proof of COVID vaccination. Utah’s current COVID guidelines do not require, but recommend, masks for large gatherings. Despite that, THE SHERATON PARK CITY IS REQUIRING MASKS IN THE CONFERENCE AREA EXCEPT WHILE EATING. We will continue to monitor the situation and will update our protocols if circumstances change.

Question: How are you handling social distancing?
Answer: At least two weeks prior to the conference the WRC planning committee will create COVID procedures and post them to the conference website.
Question: How will you accommodate social distancing at meals?
Answer:

We will have a to-go coffee bar each morning with individually wrapped snack bars. Lunch each day will be individually prepared gourmet box meals. Afternoon refreshments will also be individually packaged. We have reserved an outdoor, covered area where conference attendees can eat.

Question: Will you be taking temperatures or asking about COVID-19 symptoms?
Answer:

No, but we will ask every attendee to answer the following questions before entering the conference.  As with most parts of the country, we ask that you use precautions to protect yourself, other attendees, and the public according to national, state, and local guidelines.  Obviously, if you feel sick after arriving at the venue, we ask that you not attend any sessions or social gatherings and seek medical care.

  1. Have you experienced any of the following symptoms in the past 48 hours: fever or chills, cough, shortness of breath or difficulty breathing, fatigue, muscle or body aches, headache, new loss of taste or smell, sore throat, congestion or runny nose, nausea or vomiting and/or diarrhea?
  2. Are you isolating or quarantining because you tested positive for COVID-19 or are worried that you may be sick with COVID-19?
  3. Are you fully vaccinated? * Or have you recovered from a documented COVID-19 infection in the last 3 months? *To be considered fully vaccinated, you must be ≥2 weeks following receipt of the second dose in a 2-dose series or ≥2 weeks following receipt of one dose of a single-dose vaccine.
Question: Will you be cleaning high-touch surfaces?
Answer:

Yes, the Sheraton Park City has COVID-19 protocols that include cleaning all high-touch surfaces. You can see their protocols at https://whattoexpect.marriott.com/slcsc.

Question: Will I be notified if someone at the event develops COVID-19 symptoms while attending?
Answer:

Yes, every individual attending the conference will complete a COVID-19 contact form. On this form we will request each attendee provide their current mailing address, phone number and email. If we become aware that any individual at the conference contracts COVID-19 we will notify the local health department who will guide the contact tracing.

Question: Where can I find information about Utah’s COVID-19 case rates?
Answer:

You can see current information at https://coronavirus-download.utah.gov/Health/Transmission_index_by_county.pdf.  Park City is in Summit County, Utah. Other State of Utah Covid-19 information can be found at https://coronavirus.utah.gov/?gclid=Cj0KCQjwh_eFBhDZARIsALHjIKevmoMLqaYmURTQvg-EXvuLrwvND_VSrhTdtx4LSt1XTcm_DfF_z44aAjhgEALw_wcB.

Question: Can I switch my in-person attendance to a virtual only ticket?
Answer:

Yes, attendees can switch their in-person registration to a virtual only ticket. To make this change, please email your request to events@consultrhino.com and include your name and confirmation number. You will not receive a credit or refund for this change; instead, your registration would be applied to the virtual event.

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