43RD NATIONAL SELECTION CONFERENCE OF EYP GREECE
SAFETY PROTOCOL
Athens 2022 - 43rd National Selection Conference of EYP Greece
@athens43rd
schools@eypgreece.org
Basic information Organisation of the Conference
2 2
Number of Participants Scheduled Number of Participants
2 2
Protective measures against COVID-19 Protective gear Reduction of dispersion during the Session Detection of cases Treatment of cases General observations and behaviour Arrivals Accomodation
2 3 3 3 4 4 5 5 6 5 6 6 6 6 6 7 7
Venues Transportation Hygiene Officials Delegates and Safety Team Building Committee Work Data Collection
1.
Basic information
1.1. Organisation of the Conference The Conference will take place in person with the physical presence of all participants, observing all the necessary measures to protect them and avoid the spread of viral load COVID-19.
Scheduled dates: April 15-18, 2022 (April 14-18 for Officials)
1.2.
Number of Participants 1.2.1.
Planned Number of Participants
The planned number of participants in the Session, based on the bid to Organise the event, is as follows: ●
120 Delegates, divided into 10 committees (12 people / Committee),
● ● ● ● ●
22 Members of the Organising Team, 21 Members of the Academic Team, 14 Members of the Media Team, 5 Members of the Jury Team, 5 Members of the Executive Board of the National Committee of EYP Greece,
●
4 Μembers of the Safety Team
●
Expected guests (Speakers in Expert Talks/Opening & Closing Ceremony), as well as the Teachers.
Total: at least 190 participants, of which: 120 delegates and 70 Officials.
2.
Protective measures against COVID-19 2.1.
Protective gear
-
Hand sanitiser
-
Masks
-
Gloves
-
Sprays and disinfection cloths 2
In addition to the abovementioned gear, special information will be provided to the participants both on the current health measures and on the necessary equipment that is recommended to have with them. The briefing will be donevia the Welcome Booklet that will be sent to them before the start of the conference.
2.2.
Reduction of dispersion during the Session 2.2.1.
Detection of cases
From now on, the reference to self-diagnostic tests (Self Test), which can be carried out by the participants individually, as well as to rapid tests (Rapid Test), which are carried out with the help of medical personnel will be made under the term “RapidTest”, while where an accurate molecular test (PCR) is required, explicit reference will be made. In regard to the tests to detect cases, we will follow the two (2) RapidTests strategy per participant. A RapidTest will be carried out:
0. To the Officials on the day of preparation of the CJO’s, day 0) after their arrival at the venue where it will be held. 1. To the Delegates before the start of the conference (Team Building, Day 1) and at the venue. 2. To all the Participants in the conference before entering the venue of the second day of Committee Work (Committee Work II, Day 3). The total amount of RapidTests for this strategy that we intend to follow is 456 and will be covered either through purchasing them or through sponsorship.
2.2.2.
Treatment of cases
In the event that one of the participants in the conference shows a positive RapidTest, the following steps will be followed: 1. Isolation of the case and direct communication with the doctor of the conference to examine the possible case and indicate our next steps, 2. Repeat the control with a second RapidTest and, in case of a positive second RapidTest, re-check with a molecular (PCR) test. 3. In case of a positive molecular test, the instructions of the conference doctor and EODY (ΕΟΔΥ) will be followed, taking into account the information of the following link, 4. At the same time, the case will be tracked, starting with their team by conducting a RapidTest, in 3
case the participant that tests positive is an Official, or their committee, in case the participant that tests positive is a delegate. It is noted that in the event of a case, the conference rooms will be notified, in order to properly comply with the state protocols and the health instructions followed by the individual units, while the existence of isolation rooms in the above-mentioned areas has already been provided. Finally, we understand that there might be participants that show symptoms a few days before their arrival. In this case, the consent form imposes: 1. Communicating any and all symptoms to the Organising team, 2. And proof of the results of the COVID-19 test that was conducted.
2.2.3.
General observations and behaviour
A Behaviour and Protection from COVID-19 guide shall be compiled, with instruction which must be followed for the duration of the Session. The instructions will pertain to: 1. Maintaining the mandated distance for the duration of the session, 2. Upholding the hygiene directives, such as but not limited to, hand washing, disinfecting, and sneezing on the elbow, 3. Supplying -whenever possible- enough protective gloves, protective masks, and antiseptic fluid, 4. Informing the Organising Team and/or the Safety Team in case of tiredness, weakness or developing symptoms, 5. Mandatory use of protective masks for the duration of the session (including on Team Building Day).
2.2.4.
Arrivals of Participants
At the time of writing, the Government of the Hellenic Republic requires travellers who enter the country to:
1. Have either completed their COVID-19 vaccination, 2. Have tested negative on a molecular (PCR) test for COVID-19 conducted in a laboratory 72 hours prior to their arrival, or a Rapid Test 48 hours prior their arrival or, 3. Have a valid COVID-19 Recovery Certificate
4
We aim to ensure the same level of protection for arrivals from both abroad as well as the country’s interior, which will be ensured via a special vaccination form during registration, which will be accessible to and checked by the Safety team: we request a completed vaccination certificate or a COVID-19 Recovery Certificate, valid up to 3 months prior to entering the country or a negative PCR test valid for up to 72 hours prior to arriving to the session.
Regarding healthcare regulations of the Ministry of Education as stipulated by the relevant issue of the Government Gazette “student conferences and competitions are permitted. Attending such requires the presentation of a vaccination certificate or a certificate of recovery issued in the past six months, or a written confirmation/statement of a negative self-test, valid up to twenty four (24) hours or any other testing means (Rapid Test or PCR Test), valid up to forty eight (48) hours, signed by the attendee, if they are an adult or by their parent/guardian if they are a minor, following all protective measures (mandatory use of protective mask, greatest possible distance, following rules of proper hygiene).” Respecting the aforementioned guidelines and choices as well as the degree of validity in terms of healthcare, we aim to accept, of the mentioned preventative measures, the presentation of a COVID-19 Vaccination Certificate or a COVID-19 Recovery Certificate or a negative PCR test (valid up to 72 hours prior to attending), whilst conducting checks via quick-tests on each student, as mentioned. The reasoning behind not accepting being presented with a negative self-test or Rapid Test is the limited accuracy of such testing, in tandem with our wish to ensure the safety of all attendees to the highest possible degree.
2.2.5.
Accomodation
The hosting of the Officials and students that don’t reside in Athens will take place in a common domicile and shall be thoroughly coordinated based on the healthcare measures of the hotel. As for students from the Prefecture of Attiki, their place of stay will be their permanent residence as is the case every year. Therefore, upholding the protective measures outside the session’s locations, is something beyond our capabilities, and we rely on the constant reminder of proper hygiene rules as well as individual responsibility.
2.2.6.
Venues
The Organising Team, being in contact with the venues, will raise awareness of their protocols and provide access to those wishing additional information.
2.2.7.
Transportation 5
In contact with the responsible party, the Organising Team will inform of their protocols, and will provide access to those wishing to further inquire.
2.2.8.
Hygiene
We will ensure, on the specific agreements made with the venues, that it will be understood that the venues will be frequently disinfected from specialised personnel, as stipulated by government decrees.
2.2.9.
Officials
With regards to the preparation of the Organising Team and the rest of the Officials, a seminar with the session’s doctor will take place. Within the structure of the Organising Team, the sub-group “COVID-19 Task Force” (comprised of members from the Safety Team, the Organising Team and the Board), which will receive specialised training from the Safety Team and offer assistance on the relevant procedures, whenever necessary.
2.2.10.
Delegates and Safety
When we are informed about the hours and days of arrival of the participants, the pick-ups program will be created, so that the sRapidTests can be scheduled. There will be a strict recommendation that the Officials arrive in the country on the dates they should and not earlier than the ones we recommend.
2.2.10.1.
Team Building
The use of various materials for games and activities will be exclusively for the following activities: ●
CJO’s training,
●
Committees (Teambuilding & Committee Work),
●
Possible afternoon activities.
In case there is a need for different use of the material, in addition to the abovementioned, it will be examined and included in the above plan. For the management of the material, a precise pre-sessional plan will be drawn up that will determine exactly the piece of material that each team and/or activity will use separately, as described above. This 6
material: ●
It will be sanitised before and after its use for the selected activity,
●
It will be transported to and from the committees only by the members of the organising team, using masks and gloves,
●
It will be recorded in detail by the members of the organising team to identify and trace possible cases,
●
It will remain with the group and/or committee that uses it for the longest time, while avoiding its sharing by more than one group of committees,
●
It will be picked up and returned, after disinfecting their hands, by the members of the organising team at the “refill station” of the Session at the end of the program to be thoroughly disinfected, unless there is an extreme need for reuse due to reduced availability, in which case it will be disinfected within the day.
2.2.10.2.
Committee Work
it will be mandatory for all participants to wear masks (type KN95) indoors as well as outdoors, where there may be even minimal overcrowding.
2.3.
Data Collection
The human resources sub-group will be in collaboration with the COVID-19 TASK Force responsible for the certification of the negative tests of the participants, the sending of the necessary forms as well as the tracking of a possible case.
7
Athens 2022 - 43rd National Selection Conference of EYP Greece
@athens43rd
schools@eypgreece.org