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In a Time of Pandemic: Health & Safety at the 135th Annual Convention
As we continue to live through the pandemic, preparations for the meeting of the Annual Convention of the Episcopal Church in Colorado have been made to provide as safe an environment as possible. It is our intent to host an in-person gathering where attendees can expect that all precautions for their health, safety, and protection have been taken. This also aligns with our updated diocesan COVID Recommended Guidelines that were published on August 10. Our planning has been informed through consultations with public health officials, the City of Pueblo, and follows (and exceeds) the guidelines of the Center for Disease Control (CDC). Below is a summary of what you can expect in Pueblo and what you can do to make convention as safe as possible.
What to Expect at the Annual Convention
The Rt. Rev. Kimberly Lucas, with staff from the Office of the Bishop, has enlisted the expertise of a Health & Safety Advisory Committee led by the Rev. Canon Carl Andrews, Emergency Response Director for the Episcopal Church in Colorado. This group of professionals is made up of the following individuals: Dr. John Douglas, Tri-County Health Department; Mr. Joel Mashburn, Registered Nurse, COVID ICU from Grand Junction; Mrs. Kathie Harris, Bishop’s Warden, All Saint’s Battlement Mesa, with a background in Pandemic Disaster work with FEMA; Mr. Hill Grimmett, Deputy Director of the Episcopal Colorado Emergency Response; and the Rev. Brian Winter, Rector of Christ Episcopal Church in Castle Rock and part of the Deputation to General Convention. The Advisory Committee has adopted the vaccine and masking policy that was implemented at the recent 80th General Convention in Baltimore, MD, and is in line with and builds upon the recommendations of the CDC for such meetings.
This means that all those attending Convention in any capacity (delegates, staff, and essential personnel) must show proof of vaccination and, if eligible, a booster and agree to the masking and other requirements that may be adopted. We have contracted with an organization that provides a secure way of providing proof of the vaccination requirement. This will be administered through a two-part registration process: 1) all delegates, staff, volunteers, and any others should register in advance for the convention, and 2) you will provide proof of vaccination through a digital process. You will receive the required invitation closer to the Convention date.
Daily testing is required; test kits will be provided. Individuals can manage their information through an encrypted digital wallet on their smartphone. The phone app will provide a QR code or visual checkmark badge for entry into meetings, convention activities, and other sessions.
Masks must be worn at all times. While many in our communities have discarded masks in their daily activities, we will maintain their use out of concern for those attending who may be immunocompromised or otherwise particularly susceptible to more serious illness.
Closer to the convention, we will announce more specific information about how this will be managed. All worship and plenary sessions will be recorded and posted to the diocesan website following the conclusion of Convention.
Emergency medical technicians and first aid will be available on-site at the Pueblo Convention Center. Full medical facilities, walk-in medical clinics including testing locations, and world-class medical treatment is available either within walking distance from the convention center or nearby.
From October 12th at 6:00 am to October 13th at 12:00 pm, during the load-in and set-up days, access to the Pueblo Convention Center will be limited to essential staff, vendors, and certain volunteers. These persons will be pre-approved by the Health & Safety Advisory Committee, and only those on the approved list can gain entry. Please do not try to enter the Convention Center during these times unless you are on this pre-approved list.
How You Can Prepare for a Safer Convention
Each of us attending Convention also has a personal responsibility to promote the safest conditions for ourselves and for all others who will attend. Despite all the planning and precautions we will take, it is not possible to eliminate all risks. If you are going to attend the Convention, here are some suggestions toward a safer convention for us all:
- Follow all the guidelines we have prepared for the Convention and become educated about Covid-19. Here is a useful resource from the Centers for Disease Control: https://www.cdc.gov/coronavirus/2019-nCoV/index.html.
- Delegates and their church leaders should confer about safety before leaving for Pueblo and make general contingency plans: if someone in your group tests positive or becomes ill, how will you support that person and organize accordingly? The best personal plans are those of a small community who know one another, supported by the larger Convention resources. We suggest a “buddy system” for your delegates so that each person has someone else to check with should they need assistance during the Convention.
- Take a COVID-19 test before you leave your home to travel to Convention. If you test positive, stay home, make necessary notifications (including contacting the Convention Office at dioconvention@episcopalcolorado.org), and follow the CDC guidelines for those who test positive. You will receive an additional test kit (containing two tests) at registration check-in in Pueblo. We recommend you bring medications (Tylenol, Mucinex, or some other decongestant) to alleviate symptoms that may develop in the event you become infected with COVID-19.
- Before you leave home, check with your doctor or local health authorities to see whether, if needed, you can schedule a remote consultation. Ask them any medical questions you may have.
- Once in Pueblo, make informed judgments about what optional gatherings or social activities you will attend. Arrange meetups with friends outdoors; dine with the same people or group you came with, spend time outside in the open, and allow more space around yourselves and others.
If you experience any of the symptoms of COVID-19 while in Pueblo, please do not enter the Convention Center until you have received a negative test. If you are a lay delegate or alternate, please notify your church leader(s) so they can make arrangements for your place in the delegation. They can do so by emailing healthandsafety@episcopalcolorado.org. You do not need to present yourself at the credentials desk and should not. If you are at Convention in another capacity, please notify the coordinator of your group, appropriate colleagues, or members from your church/parish. If you or members of your delegation need additional assistance, please text 720.677.9020.
The Pueblo Convention Center has procedures for air filtration and treatment, as well as enhanced sanitation. The HVAC system in the ballroom consists of 6 air handler units that use both outside air and recycled inside air. Each ballroom has its own separate air handler, as do the hallways and meeting rooms (Hallway and Meeting Room share one air handler). Each meeting room and section of the hallway are controlled by a Variable Air Volume (VAV). Each VAV has its own filter and can be independently controlled. When the air handler and VAV are in occupied mode, airflow is constant. Each room has multiple air return vents as well. They use MERV 13 air filters–recommended to use during the COVID pandemic–that are changed once a quarter. There were no updates to the HVAC system other than the upgraded filters.
Positive Test: If you receive a positive test and need to isolate yourself in your room, check with your hotel about extending your stay beyond Convention as necessary and at the convention rate. Information on other resources, food deliveries, and other care will be found on the information hub on the Convention website. As mentioned earlier, the best practice is to support one another within your delegation or small group. Another option, if you can, is to drive home and isolate at home. If you carpooled, consider how you are going to get home — roll all the windows down; all remain masked, and all test again when you get home.
This document will be added to and changed with updated information as it is available. Thank you for your assistance in making this a safer Convention for us all.
Faithfully,
The Episcopal Church in Colorado Annual Convention Health & Safety Committee
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