As the conference, districts, churches and members continue to adapt during the COVID pandemic, you may have questions related to the in-person Annual Conference meeting from June 16-18, 2022. Here are some Frequently Asked Questions to help conference members make appropriate plans and to know what to expect.
This document will be updated frequently to reflect current realities and the latest information.
Email questions to the Rev. Dr. Steve Summers, Assistant to the Bishop and Director of Connectional Ministries, at [email protected].

Bishop Lewis, alongside the Annual Conference Planning Team, has and continues to monitor the spread and surge of COVID across the Commonwealth. Safety for all Annual Conference members and guests remains one of the primary considerations for this event and within the conference as a whole.

At this time, there are positive signs the Omicron surge has reached its peak as well as signs that the pandemic is entering into a stage that is more manageable. Some powerful tools to fight against this pandemic such as vaccines, high quality masks, and personal hygiene practices are also now available to us as opposed to our status in Virginia last year and in 2020.

Currently there are also safety protocols in place at the Hampton Roads Convention Center.

This decision is subject to change should the AC Planning Team and Bishop Lewis deem it necessary due to COVID.

The Planning Team and conference leadership have continued to monitor the COVID pandemic: positivity rate, hospitalizations, surges, and new variants.
Of the utmost importance is the health and safety of all members and guests attending conference. The Planning Team remains confident the meeting can proceed forward in-person, but plans for pivoting to a virtual Annual Conference, should it be deemed necessary, are in place.

As a follow-up to previous communications, the Annual Conference Planning Team, in partnership with Bishop Lewis and the conference planner, has continued to monitor the COVID pandemic in planning for the in-person 240th session of the Virginia Annual Conference. 

The health and safety of all members and guests attending Annual Conference 2022 is of the utmost importance and all who are able to are encouraged to be fully vaccinated and boosted prior to coming to Annual Conference. 

If you are having symptoms or if there is a chance you have been exposed to someone who has tested positive or has shown symptoms of COVID in the last two weeks, you should take a COVID test prior to arriving at Annual Conference. If you test positive for COVID, please stay home.

While at Annual Conference members and guests can expect a mask optional environment. Taking into account, differing attendees’ comfort levels, the floor of Annual Conference will allow for mask-required and mask-optional sections as well as greater room for increased social distancing. Areas will be clearly marked when attendees enter the main hall. Detailed information will be provided at registration, including a floor diagram. 

Temperature screening will be available at the Hampton Roads Convention Center  (HRCC) entrances and at the nurse’s station. Nurses and EMTs will be on-site for the entirety of the Annual Conference session.

All high touch areas have been placed on visible continual cleaning and disinfecting routine during event hours and post event. Hospital Grade Sanitization Wipes are regularly used to be less intrusive during event hours. Electrostatic disinfectant sprayers are used to disinfect larger spaces more effectively. Through the partnership of VenueShield, the HRCC is shifting products to Clorox T360 for this higher quality of disinfectant in sprayers. 

Hand Sanitizers have been installed at each entrance area, elevator landings, eating areas, ATM’s and adjacent to restroom locations. Portables stands are strategically placed during events. Touch-free dispensers will be used wherever possible and routine checked to ensure they are filled.

Restrooms are regularly monitored and disinfected as well as sanitized during events. The use of touch free urinals, toilet fixtures and sink faucets. This touch free design aims to reduce cross contamination and encourage better hygiene.

Additional signage has been placed throughout the venue to promote hygiene and reminders are added as CDC/Local direction suggests.

The HRCC is focused on using products on the Environmental Protection Agency (EPA) approved list for use against COVID-19. Workers have been trained on proper PPE/Manufacture directions/OSHA requirements for safe use.

• Water Fountain stations have been recently converted to add a sensor based bottle-filling station.
• HVAC Systems
  • Frequent Air Filter Replacement is scheduled with upgraded filter in all areas of the Center.
  • Bio-ionizing UV Technology has been installed in all units to assist with air purification
• Elevator/Escalators
  • New Technology for cart air purification and self-cleaning button protectors are installed inside the cart.
  • Escalators have been modified to have a UV sterilizer handrail making it clean and safe for riders.

The Virginia Annual Conference will be working in partnership with the Hampton Roads Convention Center (HRCC) on COVID policy procedure for the June event. Learn more about this in the question above. 

The Annual Conference will not logistically be able to facilitate a hybrid model of the annual conference session. Therefore, it will be either all in-person or an all virtual event.  

In either case, the Annual Conference session will be livestreamed for viewing purposes for the general public and non-voting members of Annual Conference.

No, childcare will not be provided at Annual Conference. However, there will be a designated Parents Room and Nursing Room available to parents and guardians on-site.

Housing for Annual Conference members opened on February 23. Conference rates are guaranteed through May 15. Should Annual Conference move to a virtual format, all registrations will be canceled automatically.  Credit cards will not be charged until check-in, so no refunds will be needed.