AACRAO IS COMMITTED TO MEETING SAFELY

UPDATED October 29, 2024

• Conference Security

  As the election period approaches, we understand that tensions may occasionally lead to unpredictable events in cities nationwide. Your safety remains our highest priority, and we have worked diligently with our hotel partners in Boston to implement a comprehensive safety plan. We aim to ensure your conference experience is secure, enjoyable, and worry-free.

  • Security in Boston: Our hotel partners communicate closely with local law enforcement. Currently, law enforcement is unaware of any planned protests or civil unrest in Boston. Should that change, the Westin Boston Seaport has assured AACRAO they will work with law enforcement, plan accordingly, and communicate these plans to AACRAO.

  • Emergency Communication System: SEM Conference attendees will receive text messages, app notifications, or emails from AACRAO with updates about potential unrest or any disturbances in the area. Please ensure that your contact details are current with the registration team so you can stay informed.

  • Venue Safety Protocols: The Westin Boston Seaport District has controlled access points; all entry and exit points are under camera surveillance. Their staff has undergone extensive training in emergency procedures, including evacuation and shelter-in-place plans, and will be ready to guide attendees should the need arise.

  • Travel and Transportation Advisory: Should unrest occur in areas near the venue, we encourage you to avoid using public transit during potential unrest. 

     

  We encourage all attendees to stay vigilant, follow guidance from our team and security personnel, and take personal precautions, such as traveling in groups if you choose to explore Boston.

  Thank you for your understanding and cooperation. With your support, we are confident that we can ensure a safe and successful conference experience in Boston.

• WiFi

  WiFi will be available at the SEM Conference in the meeting rooms.  The sponsor for Wi-Fi is Ellucian. Information about the WiFi network will be available at the Registration counter and in the Whova App.

• Hotel Update

  Please note there is currently a workers' strike at some Boston hotels, including the Westin and Omni Boston Seaport. Given our advance planning, relocating or postponing the conference is not feasible.
  
  The strike involves Unite Here (Local 26), which represents various hospitality workers. We anticipate no significant disruption to the conference itself, although you may see picket lines on public property outside the hotels. Hotel security and local police will be present for safety.
  
  Please remember to bring your room keys and conference badges for access. Hotels will provide information about available services during your stay.

• Accessibility

  Seating with extra room between chairs for those who need it, and space for scooters and wheelchairs will be available in the last row of each session room. If you do not require either of these accommodations, we ask that you please NOT sit in the last row.
  
  Captioning will be provided for General Sessions and assisted listening devices will be available for General Sessions.
  
  A lactation room (Marina Coatroom) will be available on Monday - Wednesday. Refrigeration will be available in this room.

• Dietary Restrictions

  All food containing allergens disclosed by attendees will be clearly labeled, as well as vegetarian, vegan, and gluten-free items.  AACRAO has selected menu items to satisfy a wide array of dietary preferences for our group. If you are on a very specialized diet, we recommend planning to supplement what is provided in the breakfast, break, and lunch events with food you bring or purchase upon arrival.

• Overflow and Room Capacities
  Interest in the SEM Conference has been high and we are expecting a full house. When planning your schedule and attending sessions please:
  

   

  • Arrive early for sessions you have a high interest in attending
  • Make use of all available seats in the meeting rooms, leaving the back row for those with accessibility needs
  • Do not use chairs to store inanimate objects
  • Do not expect an empty chair between every attendee in breakout sessions. Every chair may need to be utilized so that all interested may attend
  • Do not stand along the walls in full session rooms; this creates a safety hazard and is not allowed by the fire marshal
  • Have alternate sessions planned in case a room is full

Daylight Savings ends at 2:00 a.m. on Sunday, November 3. Please remember to set your clocks back one hour on Saturday night; all Sunday sessions (and for the rest of the SEM Conference) will be on Eastern Standard Time.