January 31, 2024
By Nancy Adams
[Updated 24 June 2024 to add the short version of the policy at the end of this post.]
Goal
LPC’s goal for the 2024 Library Publishing Forum is to encourage the safest possible in-person conference environment through careful planning and mutual care.
Although public concern has waned, COVID-19 is still a serious health risk. Even otherwise healthy individuals are at risk for complications and for long COVID, and those risks increase with repeated infections. For individuals with weakened immune systems or other vulnerabilities, the risks are heightened significantly.
We acknowledge that an in-person event will inevitably carry a higher level of risk than a virtual one, and that even the most careful precautions may not reduce the risk enough for some community members to attend safely. For that and other reasons, we will continue to alternate in-person events with fully virtual ones.
Planning
Our planning team is working to create the safest possible conference environment through attention to the following areas:
Ventilation and air filtration
McNamara Alumni Center was built to meet the codes that prevailed at that time. The original design of the system dictates maximum MERV capabilities, which currently is use of a MERV 13 air filter. Air changes depend on the number of people and the pressure in the building. Spring and fall typically have the highest percentage of outside air in comparison to the coldest or hottest days of the year that the minimum air requirements were designed for.
Spaces within the venue
Because we are planning for a lower number of attendees than the space typically accommodates, we can have fewer tables and ask to have them spread out. Boxed lunches will be provided on both days, so attendees can choose to take their lunch elsewhere. There are about 12-15 small tables located outside the Alumni Center on a first-come first-served basis. Because meals will take place in the same location as the main conference session, risk of transmission will be heightened at sessions immediately following meal and snack times
Provision of masks and tests
We will provide masks and rapid COVID self-tests for all attendees.
Reliable information and clear communication
We encourage attendees and potential attendees to reach out to us with questions and concerns by emailing contact@librarypublishing.org
Mutual care
Mutual care will help provide a safer conference environment. Below, we have laid out a number of strategies for mutual care and we encourage attendees to utilize as many of them as possible. We aren’t mandating particular strategies across the board, because there will be community members for whom any particular intervention isn’t possible (e.g., individuals who cannot be vaccinated or who cannot wear a mask for an extended period of time). However, attendees are encouraged to do as many of these things as they are able and to do their best to care for their fellow conference-goers. Individuals are expected to isolate from other attendees if they are sick.
Vaccination
We will strongly encourage all attendees to receive up-to-date vaccines against COVID at least two weeks prior to the event. According to the CDC (at the time this policy was written), you’re up to date on your COVID vaccine if you received an updated vaccine after September 12, 2023.
Masking
We strongly encourage attendees to wear masks whenever possible. We will make medical-grade masks (KN95 or similar) available throughout the event, and we encourage all attendees who are able to wear them whenever they aren’t eating, drinking, or presenting.
The venue is part of the UMN campus, and it will include staff, attendees of other events, and potentially members of the public who may or may not be masked.
Testing
Although rapid COVID self-tests are not currently a reliable indicator of whether someone is infected (because of the prevalence of false negative results), they are a fairly reliable indicator of whether an individual is contagious on the day they take the test.(1) We will make tests available (one per attendee per day of the conference) and encourage all attendees to test each morning before coming to the venue. Further information will be posted and/or sent to attendees when available.
Isolating
Individuals who test positive or who are experiencing any moderate or severe symptoms of COVID are expected to isolate from other attendees. This means not attending conference sessions in person, and not gathering for social events with other attendees during the conference.
Policy updates
This policy was designed based on conditions during early 2024. We are posting it in advance of the conference so that attendees can make an informed decision about their attendance, and we won’t make changes to it lightly. However, this policy is subject to change based on national trends and/or in accordance with CDC updates to guidelines and regulations. We will notify attendees of any changes as soon as possible.
Contact
Questions about this policy? Please email contact@librarypublishing.org.
(1) Lopera TJ, Alzate-Ángel JC, Díaz FJ, Rugeles MT, Aguilar-Jiménez W. The Usefulness of Antigen Testing in Predicting Contagiousness in COVID-19. Microbiol Spectr. 2022 Apr 27;10(2):e0196221. doi: 10.1128/spectrum.01962-21. Epub 2022 Mar 29. PMID: 35348350; PMCID: PMC9045251. https://pubmed.ncbi.nlm.nih.gov/35348350/
COVID Policy Short Version
LPC’s goal for the 2024 Library Publishing Forum is to encourage the safest possible in-person conference environment through careful planning and mutual care.
COVID remains a serious health risk, especially for those with weakened immune systems or other vulnerabilities. Because of these risks, we feel that precautions for in-person gatherings are warranted.
Some of the precautions LPC is taking include:
- Providing masks
- Providing rapid COVID tests
- Encouraging community members to have up-to-date vaccinations, to test each morning before entering the venue, and to mask when possible
Please see the full COVID Policy for more details on the venue, scheduling, ventilation, and other COVID-related guidance.
An in-person event will inevitably carry a higher level of risk than a virtual one. For that and other reasons, we will continue to alternate in-person events with fully virtual ones.
And we are very excited to announce a Forum affiliated event: PKP will be hosting a Sprint and Pre-Conference Event on Monday, May 13 and Tuesday, May 14, to be held at the University of Minnesota Libraries, Wilson Library. PKP 
To support the community in creating documentation, members of LPC’s Professional Development Committee have created a Library Publishing Documentation Toolkit. It consists of four sections: Getting started with documentation, Planning a documentation day, Suggested documentation projects to tackle, and Sharing documentation beyond your institution. 
“I feel extremely humbled and honored to have been awarded LPC’s Award for Exemplary Service this year. It was a true pleasure to serve on LPC’s Board and while the work I did as the Treasurer over the past two years, and last year especially, was challenging, I am thankful for the opportunity to help serve our community. The care, thoughtfulness, and support that my fellow Board members and the community provided during the challenging season of having to rethink our financial model and increase our dues for the first time was so exemplary and made my job much easier than it could have been. It’s a beautiful example of why I love and value this community so much! I have grown significantly through my service as Treasurer, and I’m thankful that I was given the opportunity to help our community navigate through this change and help to position the LPC for continued success and stability for years to come. Thank you!”