Policies and FAQs

Code of Conduct

STC Summit attendees must adhere to a code of conduct to ensure all attendees feel safe and welcome.

Cancellation, Refund, Transfers

All cancellation and refund requests to the 2022 Technical Communication Summit must be submitted via email. Cancellations received on or before 28 February 2022 will be refunded, with a $125 administrative fee.  Cancellations 1 March 2022 or later will not be refunded. Registrations are transferable to another person, with a $50 administrative fee. Requests to transfer must be received via email by 30 April 2022. No-shows will not be issued a refund. No phone calls for cancellations and transfers, please. Rates and policies are subject to change without notification. Email requests to cancel or transfer to summit@stc.org .

Covid-19 Considerations, Guidelines, and FAQs

We recognize that attendees may have questions and concerns related to the COVID-19 pandemic. We are committed to providing our attendees with the latest information about the Summit and preparations as they relate to COVID-19. This policy page will serve as the hub for that commitment. This web page is intended to provide Summit attendees with information and keep attendees updated regarding plans for the Summit. Because the situation is somewhat fluid, the information may be updated frequently.

STC’s 2022 Technical Communication Summit in Rosemont, IL, will take place as an in-person meeting. We are excited about the return to our typical convention format, but we also hear and understand the concerns of  attendees regarding travel, group meetings, and COVID variants. We are committed to following facility, city, state, and federal guidance regarding the health and safety of attendees.

We want all attendees to feel completely confident about joining friends, colleagues, and peers at the Hyatt Regency O’Hare in May. We are tracking all the latest health and safety guidance for large group gatherings from the CDC, the Illinois Department of Health, and the Hyatt Regency O’Hare. We plan to implement all guidelines as requirements for attendance at the 2022 Summit. We will update these guidelines as things change.

The Hyatt Regency O’Hare has partnered with STC to ensure that the 2022 Summit is held in a clean and safe environment. Here are the Hyatt COVID-19 policies and standards.

For Those Attending the Summit:

Know Before You Go!

STC requires all 2022 Summit attendees, speakers, exhibitors, and staff to:

  1. Provide proof of vaccination OR a negative COVID test taken within at least 48 hours of arriving at STC’s Summit registration area.
  2. Wear your Summit badge throughout the event.

Bring proof of full COVID-19 vaccination (physical card or photo of card) as well as a photo ID (driver’s license or passport) with you when you travel to the Summit. For purposes of this event, “full COVID-19 vaccination” is defined as one shot of the Johnson & Johnson vaccine or two shots of the Moderna, Pfizer, or Oxford-AstraZeneca vaccines, preferably with a booster, if applicable. You will also have to show a photo ID to confirm the name on the proof of vaccination.

If you are not vaccinated and still want to attend the Summit, you must show proof of a negative COVID test taken within no more than 48 hours of arrival. Please bring a photo of or actual test results with you to the event.

If you have a medical or religious exemption, please contact STC at summit@stc.org for details about the documentation you will need to provide in advance of attending the Summit.

We plan to make satisfying the requirements as easy as we can. STC is taking steps so you can enjoy the Summit and feel safe, including:

  1. Providing masks and hand sanitizer on-site.
  2. Carefully considering health and safety with food and beverage service offerings.
  3. Designing the event to ensure personal boundaries are respected.
  4. STC will not provide on-site testing.

If you have questions, please contact STC directly at summit@stc.org.

Upon Arrival at the Summit

Once arriving at the Summit, all attendees must go through on-site COVID-19 vaccine/negative COVID test verification in order to receive a badge, lanyard, and other conference materials. Your Summit badge will allow you to attend any conference session.

Verification will take place in the Grand Ballroom foyer of the Hyatt Regency O’Hare. Do not proceed to Registration until you have completed the vaccine/negative COVID test verification process. Please allow extra time to move through the verification and registration processes.

Once verified, attendees will receive their badge and lanyard, which they must wear for the duration of their attendance at the conference.

If seen without your badge and lanyard while in a session room or other Summit-related event, you will be asked to produce it, display your verification, or leave the session.

Bring your mask (and backup masks) as wearing a mask is currently highly recommended in accordance with ongoing CDC guidelines, even for people who are fully vaccinated. Please wear a mask if your home community is at very high risk, you have recently been exposed to or infected with COVID, or a health professional has told you to wear a mask based on your risk factors. STC will have a limited number of masks available in the Summit vaccination area for those without a mask. If Cook County enters a high-risk category, we may reinstate the mandatory mask policy.

Anyone experiencing symptoms of illness on-site should quarantine in their room until obtaining a negative COVID-19 test.

Summit FAQs

Additional questions and answers are on the FAQ page.

Why isn’t the 2022 STC Summit more virtual or fully hybrid?

There are several factors that contributed to the decision to not host another fully virtual or hybrid Summit. First, we received a lot of feedback that people miss the in-person conference experience. Second, the cost of cancelling our contract with the hotel would be $305,800. Last year, hotels were willing to make concessions based on the status of the pandemic. However, with rising vaccination rates and the latest scientific information about COVID, many hotels are, in general, unwilling to waive such terms in contracts.

The STC Summit will offer more than 60 concurrent sessions between Sunday and Wednesday. All of this will happen at the Hyatt Regency O’Hare. Creating and formally supporting any virtual or fully hybrid meeting is more complicated than using a laptop and locating a Wi-Fi signal. It involves equipping every in-person session room with microphones, speakers, projector, screen, video camera, and computer. In addition, a paid technician and additional staffing resources would be needed to run a virtual platform and operate the equipment in each session room. Internet access, which is managed and controlled by a contracted firm at the Hyatt, must also be purchased to wire each room with sufficient bandwidth to host video streaming. The total cost of making the Summit fully hybrid would exceed $500,000, more than double the cost of a typical Summit. Beyond cost, bandwidth capabilities at the hotel are simply not sufficient to support a virtual conference of our size and STC does not have the staffing resources to run two Summit events (in-person and virtual) concurrently.

Recording/Videotaping/Streaming Prohibited

STC has exclusive recording rights to the conference. Recording, videotaping, or streaming of any keynote, STC presentation, or session at the conference is not authorized. Violation of this rule could result in revocation of your Summit registration.

Photography and Recording Notice

By attending the event, you consent to audio recordings, video recordings and their release, publication, exhibition, or reproduction to be used for news, Web casts, promotional purposes, telecasts, advertising, inclusion on websites, or any other purpose by STC and its affiliates and representatives. You release STC, its officers and employees, and each and all persons involved from any liability connected with the taking, recording, digitizing, or publication of interviews, photographs, computer images, video and/or or sound recordings.

By attending the event, you waive all rights you may have to any claims for payment or royalties in connection with any exhibition, streaming, Web casting, televising, or other publication of these materials, regardless of the purpose or sponsoring of such exhibiting, broadcasting, Web casting, or other publication irrespective of whether a fee for admission or sponsorship is charged. You also waive any right to inspect or approve any photo, video, or audio recording taken by STC or the person or entity designated to do so by STC.

For more Frequently Asked Questions and Answers see the FAQ page.