Novel Coronavirus Update

March 20, 2020

Following our announcement on March 17, 2020, regarding cancellation of the 2020 SHAPE America National Convention & Expo in Salt Lake City, we’d like to provide you with further details regarding refunds for your registration fees and convention housing.

Registration Refunds

SHAPE America will be issuing a complete refund for your registration fees, ticketed events and t-shirt purchases. Additionally, if you booked your housing through our convention portal, your reservation will be automatically canceled.

If you paid by credit card: Your refund will be automatically issued.

The refunded amount will be credited back to the credit card you used to purchase your registration. Refunds will be processed as quickly as possible but may take up to thirty (30) days. Please keep in mind that credit card refund posting times vary by merchant and bank.

If you paid by check:

We are requesting that you complete and remit an ACH/direct deposit form in order to expedite your refund. You will need to complete and submit this form no later than April 30, 2020, to ap@shapeamerica.org to receive a refund. Please allow (30) days from receipt from the completed form for the refund to be processed.

If you paid with a purchase order:

We are requesting that your organization complete and remit an ACH/direct deposit form in order to expedite your refund. Your organization will need to complete and submit this form no later than April 30, 2020, to ap@shapeamerica.org to receive a refund. Please allow (30) days from receipt of the completed form for the refund to be processed.

Convention Housing

If you booked your convention housing through SHAPE America’s registration portal (Experient), your housing will be canceled automatically. If you booked your housing outside of SHAPE America’s registration portal, you will need to call and cancel your reservations.

Flight Information

Please be sure to cancel your flight. Flight cancellation options will depend on the arrangements you made with the airline when you booked your ticket.

Additional Details Regarding Program Sessions

At this time, we do not have further details about opportunities to present. We have a dedicated team reviewing several potential alternatives to create the best possible experience for our community. We are still working out all the details and want to thank you again for your patience as we take the time needed to get this right.

See a full list of FAQ’s here. For additional questions please contact us at shapeamerica@experient-inc.com.

March 17, 2020

Due to evolving concerns over the fast-moving situation with coronavirus COVID-19, and following the CDC recommendations concerning public gatherings and the mandatory temporary closure of the Salt Palace Convention Center, SHAPE America’s National Convention & Expo, scheduled for April 21-25, is canceled.

This decision was not made lightly, and we are grateful to SHAPE America’s Board of Directors, the local area committee, SHAPE-Utah, and other member leaders for engaging with us as we grappled with the rapidly evolving situation. This event is as much yours as it is ours, and it is important to us that we move forward together.

As you can imagine, years of planning go into the details and logistics of holding the SHAPE America National Convention & Expo.  We appreciate your continued patience as we work on unpacking the details and communicating options regarding convention housing, registration fees and presentations.

In the meantime, if you did not book your hotel through the SHAPE America housing portal, we recommend that you reach out directly to cancel your reservation. Additionally, please be sure to cancel your flight. Flight cancellation options will depend on the arrangements you made with the airline when you booked your ticket.

The well-being of our exhibitors, sponsors, members, staff, and volunteers always comes first.
We will be in touch shortly with more information and details about convention housing, registration fees and proposal submissions.

Thank you for your patience and for additional questions please contact us at shapeamerica@experient-inc.com

March 14, 2020

Many thanks to our HPE community as we evaluate this fast-moving situation with coronavirus COVID-19.  We are in ongoing discussions with SHAPE America’s Board of Directors, and state and local entities.  We appreciate your patience and the trust you have placed in us to make the best decision possible for our community.  We remain grateful for your support during this difficult time while we evaluate all the options. 
We will update you by Wednesday, March 18, with any new information we can provide. 
 

March 12, 2020

SHAPE America, like the general public, is concerned about the growing spread of the coronavirus and the impact it will have on our local communities. The health and safety of our attendees, exhibitors, partners, and staff is our top priority. We continue to monitor COVID-19 via the Centers for Disease Control and Prevention (CDC) and the World Health Organization (WHO) and are actively accessing the significant actions announced by state leaders in Utah this afternoon.

We appreciate your continued patience as we gather additional information and will continue to provide updates as they become available. During this challenging time, we want to ease any concerns you may have about registration cancellations and have extended the convention registration cancellation deadline indefinitely while we thoroughly review the situation.

We continue to be grateful for your ongoing support during this unprecedented, rapidly-evolving situation.

March 5, 2020

SHAPE America is proceeding as planned, April 21-25, 2020 with the SHAPE America National Convention & Expo in Salt Lake City.

The safety of our members and guests is SHAPE America’s first priority. Although, the immediate health risk from COVID-19 to the general public is believed to be low, we recognize that every situation is different; attendees must decide for themselves what actions are safest for travel

As of today, the overwhelming majority of our attendees and exhibitors are looking forward to attending the show and our attendee registrations continue on pace with the normal patterns we see year-over-year.

SHAPE America continues to closely monitor this dynamic situation and will review and update our convention plans accordingly.

Currently SHAPE America is:
  • Carefully following the guidance of the World Health Organization (WHO) and the Centers for Disease Control and Prevention (CDC).
  • Adhering to the travel restrictions and guidance of the U.S. Department of State.
  • In communication with the Utah Department of Health and monitoring updates specific to Salt Lake County.
  • Communicating with official hotels about their cleaning protocols and recommending they review the CDC and the WHO guidance.
  • Encouraging attendees and exhibitors to follow the guidance of the CDC for everyday preventive actions to help prevent the spread of respiratory viruses.
    • Wash hands often with soap and water for at least 20 seconds, especially after going to the bathroom; before eating; and after blowing your nose, coughing, or sneezing.
    • If soap and water are not readily available, use an alcohol-based hand sanitizer with at least 60% alcohol. Always wash hands with soap and water if hands are visibly dirty.
    • Avoid touching eyes, nose, and mouth with unwashed hands.
    • Avoid close contact with people who are sick.
    • Stay home when sick.
    • Cover a cough or sneeze with a tissue, then throw the tissue in the trash.
    • Clean and disinfect frequently touched objects and surfaces using a regular household cleaning spray or wipe.
Additional safety measures will be implemented by the Salt Palace Convention Center to include:
  • Hand sanitizer placement throughout public spaces
  • Increased the frequency of wipe downs and clean up surfaces throughout the facility
  • Tissue placement throughout public spaces
  • The promotion of cough, sneeze, and hand washing etiquette posters throughout the facility

SHAPE America Events Team

 

March 3, 2020

The 2020 SHAPE America National Convention & Expo will be held April 21-25 in Salt Lake City Utah. The health and safety of our attendees and exhibitors is our top priority. We continue to monitor and assess new developments pertaining to the Novel Coronavirus originating in China. Below are important safety measures currently in place.

Currently SHAPE America is:

  • Carefully following the guidance of the World Health Organization (WHO) and the Centers for Disease Control and Prevention (CDC).
  • Adhering to the travel restrictions and guidance of the U.S. Department of State.
  • Communicating with official hotels about their cleaning protocols and recommending they review the CDC and the WHO guidance.
  • Encouraging attendees and exhibitors to follow the guidance of the CDC for everyday preventive actions to help prevent the spread of respiratory viruses.
    • Wash hands often with soap and water for at least 20 seconds, especially after going to the bathroom; before eating; and after blowing your nose, coughing, or sneezing.
    • If soap and water are not readily available, use an alcohol-based hand sanitizer with at least 60% alcohol. Always wash hands with soap and water if hands are visibly dirty.
    • Avoid touching eyes, nose, and mouth with unwashed hands.
    • Avoid close contact with people who are sick.
    • Stay home when sick.
    • Cover a cough or sneeze with a tissue, then throw the tissue in the trash.
    • Clean and disinfect frequently touched objects and surfaces using a regular household cleaning spray or wipe.

Cancellation Policy:

Cancellations must be submitted in writing to shapeamerica@experient-inc.com and received by March 18, 2020. Convention registration cancellations received on or before March 18, 2020 will be refunded minus a $50 processing fee. After March 18, if travel restrictions impact your ability to attend the full convention, requests for refunds will be considered. Cancellation of a registration does not automatically cancel the attendee’s hotel reservation. Hotel reservations must be cancelled separately. Visit convention.shapeamerica.org for additional information regarding the substitution policy.