NAC Conference Frequently Asked Questions (FAQ)
last updated 4/22/22
April 28-April 30, 2022
Jersey City, NJ
Thank you for your flexibility and patience as we navigate challenges during the COVID-19 pandemic. This FAQ should answer many questions you have so we ask you to read it carefully. The NAC team is excited to see you in Jersey City!
- What are the vaccination requirements?
All attendees must be fully vaccinated. For purposes of the conference, the definition of fully vaccinated is as follows:
- Two doses of Pfizer-BioNTech and one booster at least five months after;
- Two doses of Moderna and one booster at least five months after; or
- One dose of J&J/Janssen and one booster at least two months after.
If you received your second Pfizer-BioNTech or Moderna vaccine less than five months before the conference or first J&J vaccine less than two months before the conference, a booster is not required. Note: the definition of fully vaccinated is subject to change based on new public health recommendations. We are currently following the CDC’s Booster Regimen.
- Will attendees be required to show proof of vaccination?
Yes. During conference check-in, participants will be asked to show proof of full vaccination, sign a COVID participation waiver, and acknowledge the safety guidelines. Once your vaccination status has been checked, a green sticker will be placed on your name tag.
- Will Conference participants be required to use a mask during the NAC Conference?
We require that all attendees wear a mask while indoors at the conference venue, regardless of vaccination status. Appropriate exceptions may be made when presenters are speaking from a designated location, or when guests are eating or drinking. This will be NAC’s policy even if local regulations don’t require the use of masks in indoor settings. Staff and volunteers will monitor this practice. If a participant fails to adhere to this guideline, they will receive a friendly reminder. We reserve the right to ask you to leave.
- Can I be exempt from the vaccination requirement?
We will offer limited religious and medical exemptions on a case-by-case basis. ILRC will require supporting documentation for both medical and religious exemptions in all cases. Anyone receiving such an exemption must have evidence of a negative PCR or Antigen Covid test within 24 hours of conference attendance. Please email your request for an exemption and negative test result (a photograph of the result is acceptable) to Jannet Esparza at [email protected].
- What if I feel ill during the conference or develop illness-related symptoms throughout the conference?
The health and safety of everyone are of utmost importance. If at any time during your stay in Jersey City or participation in the conference you feel sick, we respectfully ask you to abstain from participation or further participation in the conference. If you are eligible for a travel stipend, please notify Jannet Esparza at [email protected] if you cannot participate or continue participating in the conference due to illness.
- What if I test positive for COVID during or shortly after the conference?
We ask you to let Jannet Esparza know at (415) 321-8553 or [email protected]. As much as is feasible, please provide a list of people you had close contact with. According to the CDC, a close contact is someone who was less than 6 feet away from an infected person for a cumulative total of 15 minutes or more over a 24-hour period. For example, three individual 5-minute exposures for a total of 15 minutes.
The ILRC will NOT share your name or any identifiable information with conference participants. The NAC team will only inform people that they were in contact with someone who tested positive and the date of exposure.
- What other safety precautions will be implemented throughout the NAC Conference?
All participants and staff attending the event will be required to read and sign a waiver and show proof of full vaccination upon checking in at the event.
The meeting space will be proportional to the size of the group, which will allow for as much physical distancing as is feasible.
The New Jersey Department of Health follows CDC guidelines with regard to COVID-19 prevention and mitigation, including taking measures such as:
- Washing your hands frequently with soap and water for at least 20 seconds and using 60% or greater alcohol-based hand sanitizer if there is no ready access to water.
- Avoiding touching your eyes, nose or mouth with unwashed hands.
- Maintaining a social distance of six feet or greater from others when outside your home.
- Wearing a mask in indoor public settings even if you are vaccinated.
- Covering coughs and sneezes with a tissue or inside of the elbow if there is no immediate access to tissues.
Hand sanitizer will be available all through the duration of the conference. We encourage its use for your safety and the safety of others.
Participants must practice social distancing in all our meeting rooms and meal spaces as much as feasible, including all breakout and plenary sessions.
See the NAC Conference COVID-19 Safety Protocols here.
- What if the COVID-19 pandemic worsens or a new variant is discovered, making it unsafe for public gatherings?
The NAC reserves the right to cancel or postpone the conference based on public health grounds to ensure the safety of all participants.
Information about Travel Stipend
- How much is the stipend, and how do I know if I am eligible?
The stipend is $1,000 per eligible organization (not per person). Eligible organizations based in the New York metro area will receive $100 each. If you are unsure whether your organization is eligible, please contact Amber at [email protected]
- What is the process to receive the stipend?
During the NAC Conference, you will be asked to sign an attestation form to confirm your participation and confirm the address where the stipend should be sent. We also require a W-9 for your organization, so if you did not include one with your registration please email it to [email protected]. The ILRC will issue checks to eligible organizations within 6-8 weeks after the conference.
- If I can’t attend the NAC Conference because I am experiencing COVID-19 related symptoms or test positive for COVID-19, will my organization still receive the travel stipend?
If an individual has COVID-19 or is experiencing COVID-19 related symptoms, ILRC will reimburse eligible organizations for travel expenses incurred up to $1,000.
If your organization is not eligible for a travel stipend, all costs associated with participation in the conference, such as lodging, airfare, etc., will be at your own risk. We will not reimburse you for any costs incurred.
- What if the ILRC postpones or cancels the conference?
If the ILRC postpones or cancels the conference, we will reimburse stipend-eligible organizations for non-refundable travel expenses up to $1000 (or $100 for NY-based organizations). We will request that you submit your receipts. If your organization is not eligible for a stipend, we will not reimburse you for any costs incurred.
If the ILRC does not cancel or postpone the conference, but an individual planning to attend the conference decides (or that individual’s organization decides) not to attend, the ILRC will not reimburse expenses incurred except for the situation described in Q11 above.
Read Carefully and Consider the Following Conference Logistics
- Is there an option for virtual participation in the NAC conference?
Unfortunately, no. The conference is only available in person.
- Will transportation be provided to and from the conference venue Historic Central Railroad of New Jersey Train Terminal, Jersey City, New Jersey?
Transportation will be available to and from the conference venue. Shuttles will pick up attendees on Stueben Street, around the corner from the Canopy Hotel, about a block away from the Residence Inn. See map below. The venue’s address is 1 Audrey Zapp Dr, Jersey City, NJ 07305.
If you are driving, there is a free parking lot at the entrance, at the end of Audrey Zapp Drive. If additional parking is needed, please use the Ferry Parking Lot. Parking validation will be available at the registration table.
- Will meals be provided during the conference?
Meals will be provided as follows:
- Thursday 4/28: breakfast, lunch, snack, and dinner
- Friday 4/29: breakfast, lunch, and snack
- What are some weather considerations?
The train terminal is a beautiful historic venue. Some areas are exposed to wind or cold weather and not all areas have heating. We strongly encourage bringing warm clothing and wearing layers.
One of the main priorities in selecting a venue for the NAC conference was the health and safety of participants. The structure of the building combines aspects of an indoor and outdoor setting. This venue allows for ample enough room for everyone with plenty of air circulation.
- How should participants prepare for local climate conditions?
Please bring warm clothing such as jackets, layers, scarves, etc. We encourage you to take care of yourself and dress as warmly and comfortably as you need.
As the date approaches, the NAC team will monitor the weather forecast and inform participants if they need to prepare further due to weather conditions.
- Is parking available at the NAC Conference venue?
There is free parking available at the entrance of the conference venue, at the end of Audrey Zapp Drive. If additional parking is needed, please use the Ferry Parking Lot. Parking validation will be available at the registration table.
- Will internet be available at the conference venue, and will there be power outlets to plug in my laptop?
The venue does not have WiFi, and there will be very limited access to power outlets. We encourage you to organize your other work in such a way to be fully present during the conference. We may be able to offer some limited access to internet hotspots if there is an urgent need.
Information about the Hotel
- Will the NAC provide a hotel room block, and what is the daily room rate?
We arranged room blocks with two hotels for the NAC Conference. Rooms were available to book at a rate of $199/night, plus tax. The reservation deadline for the room blocks has passed. If you have hotel-related questions, please contact Amber McChesney-Young ([email protected]).
- Where are the hotels?
The hotels are the Canopy by Hilton Jersey City Arts District and the Residence Inn Jersey City. The two hotels are right next to each other in downtown Jersey City, about two miles from the conference venue. We will have shuttles from the hotels to the conference venue.
- What’s the hotel reservation deadline?
Please book your room before March 21, 2022.
- How do I book a room?
The deadline to reserve a room under the NAC room block has passed. However, you are welcome to reserve a room at one of the hotels at the standard rate, or arrange for lodging on your own.
- Can I share my room with another NAC conference attendee?
Yes, you can share rooms if you feel comfortable. However, you must coordinate logistics directly with your potential roommate.
- What airport should I fly to?
Book your flights ASAP so that you can get the most economical rate. We suggest you look for flight options that allow for cancellation or postponement if needed due to COVID. The Newark Liberty International Airport (EWR) is the most convenient to the hotel and conference location.
- Does the hotel offer shuttles from the airport to the hotel?
The hotels do not offer shuttles. Ride-share, taxis, or public transportation are all options for transportation from the airport to the hotel.
- Is it mandatory to attend the workshop in New York?
The New York workshop is a rewarding and rich experience, so participants are encouraged to participate, if possible, but participation is not mandatory. In order to participate, you must complete the registration form provided by CUNY Citizenship Now!
- My organization is eligible for a stipend. If I do not participate in the workshop, will I still receive my stipend?
Yes, the stipend will still be available for your organization even if you do not participate in the workshop.
- Will transportation to the workshop be provided?
Transportation to the workshop will be available. Charter buses will pick up attendees on Saturday, April 30, at 8 am on Steuben Street, around the corner from the Canopy Hotel. However, transportation from the workshop back to your hotel or the airport will not be provided.