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Attendee Health & Safety

The 2020 International Conference on High Performance Computing & Simulation
(HPCS 2020)


The 18th Annual Meeting

10 - 14 December 2020
Barcelona, Spain (Virtual/Online event)


Technically Sponsored is Pending


ATTENDEE HEALTH AND SAFETY 


The health and safety of this event participants and contributors is our top priority. The conference team will work diligently to support and offer resources for event safety planning and emergency response as instructed by the authorities. The team will regularly monitor health and travel advisories issued by official local, national, and global agencies to ensure the most current information. The organizers take the rapidly changing situation and implications of COVID-19 around the world very seriously. There are many uncertainties at the moment, but we are in daily contact with partners in our ongoing efforts to assess the situation and consider all possible issues and options. This is being done in the context of evolving global and local conditions. We are closely monitoring any travel advisories and governmental recommendations and requirements. We hope that COVID-19 emergency will pass over and the conference will be held in October, as planned. However, if necessary, alternative solutions will be looked into and identified. Please check our website where we will post any relevant information as quickly as it becomes available. Please stay safe and well.

ATTENDEE HEALTH AND SAFETY GUIDELINES
We look forward to seeing you at HPCS 2020 October 26-30, 2020. The health and safety of all attendees is our primary goal. To ensure the well-being of all event participants, we have assembled the following guidelines to provide a safe and enjoyable experience.

GENERAL GUIDELINES
As a general rule, please use common sense when traveling to and attending the event. Make sure to communicate with the organizers. If you need assistance at any time, please reach out to the General Chairs, Program Chairs, and Registration Chairs of HPCS 2020. 

BEFORE THE EVENT
Travel

  Be sure to write down the name and contact information of the event venue and your assigned hotel.

  Share your plans. Advise a family member or friend of your travel plans, including the dates you will be gone, how you will travel to the meeting, and where you are staying

  Download the HPCS 2020 app at http://hpcs2020.cisedu.info/

  Research your destination and review requirements for entry/exit, visa requirements, local laws, customs, medical care and insurance, etc. If traveling abroad, note the location of the embassy or consulate of your home country. (source: U.S. Department of State)

  Inform your bank and credit card companies of your travel plans and familiarize yourself with the local currency.

  Keep medications and important medical records (if appropriate) in your carry-on luggage

Safety

  Make at least two photocopies of all your travel documents (passport, driver’s license, credit cards, etc.). Leave one copy with a trusted person at home and carry the other separately from your original documents.

  Keep your passport separate from your wallet to avoid theft. Do not carry your passport in your back pocket.

Health
The World Health Organization (WHO) offers the following health guidance to help you prepare for your trip.

  Read up on your destination (local diseases, packing recommendations, and preventative medications)

  If traveling internationally, contact a travel medicine center or a physician, preferably 4–8 weeks before departure to receive any required vaccinations

  Obtain prescriptions for your medications and assemble a suitable medical kit

Please visit the World Health Organization’s website for any travel advisories for your destination prior to your trip. 

DURING THE EVENT
Safety

  Protect your identity. Wear your name badge only inside the meeting and convention facility; remove and secure your name badge when going to and from the meeting; when disposing of your name badge, scratch out or destroy your name and the QR code to protect your personal information;

  Plan for an emergency. Be aware of your surroundings. Know where the nearest exits are located. Use the buddy system. Exchange contact information with another meeting attendee. In the event of an emergency, agree where you will meet up. Call for help if your buddy doesn’t meet up at the agreed location within a reasonable amount of time.

  See something, say something. If you see something that raises a safety or security concern, please say something

  Keep a close eye on your belongings at all times. Avoid leaving bags on the ground or over the back of your chair.

  Report any lost/stolen property or ID documents immediately by calling the local authorities. Promptly cancel any lost or stolen credit cards.

  Do not leave beverages unattended and do not accept food or drinks from people you do not know

  Lock your vehicle and secure any valuables

  Do not indicate your room number on your hotel key

 Health

  If you or a fellow participant require medical assistance during the event, immediately inform event staff or call emergency services [LOCAL CONTACT NUMBER TBA]
  Carry documentation of medications, allergies, and blood type. Wear your medical alert bracelet if you have one.
  Follow the World Health Organization’s (WHO) and Centers for Disease Control and Prevention’s (CDC) guidelines to prevent the spread of infectious diseases at the event:
1. Wash your hands frequently with soap and water for 20 seconds or use an alcohol-based hand sanitizer;
2. Maintain social distancing (2 meter/6 feet) between yourself and anyone who is coughing or sneezing;
3. Avoid touching eyes, nose, and mouth;
4. When coughing and sneezing, cover mouth with flexed elbow or tissue. Throw tissue into closed bin immediately after use;
5. You may want to have a mask at all times; 
6. If you have fever, cough, fatigue, and difficulty breathing, seek medical care very early on
7. Stay informed and follow advice given by your healthcare provider

Emergency Contacts

 If an emergency occurs, please contact emergency services immediately by dialing [LOCAL CONTACT NUMBER - TBA]

  For non-emergency situations please call [LOCAL CONTACT NUMBER - TBA]

  Find a list of local emergency contacts here [LOCAL LINK - TBA]

Emergency Evacuations

  If you hear an alarm, please evacuate the facility immediately in a calm and orderly fashion. Pay close attention to your surroundings.

  Follow all directions from emergency personnel and event staff.

Local Hospitals

Below find the contact information of the hospitals with emergency rooms closest to our event. If you are venturing outside of the event venue, please note that there may be closer hospitals. In an emergency, always contact emergency services immediately [LOCAL CONTACT - TBA]

Useful Links to Consult
  World Health Organization: https://www.who.int/health-topics/coronavirus
  European Center for Disease Control: https://www.ecdc.europa.eu/
  National Health Commission of the People’s Republic of China: http://en.nhc.gov.cn/


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