FAQs

This symposium is designed as a hybrid event so those at high risk of COVID-19 or who live with vulnerable people have a remote participation option. Precautions will be in place for those attending in-person. 

CLIR asks that participants wear masks at all times inside the conference rooms, unless giving a presentation or actively eating/drinking at a sufficient distance from other guests. A mask must cover the wearer’s entire mouth and nose. Masks must not be sheer or have holes in them that are visible to the eyes. KN95 and KF94 masks will be available at the registration desk. Outside of the conference rooms (i.e. hallways, hotel lobby, etc.), CLIR will follow the St. Louis Union Station Hotel’s mask policy, where masking is optional for vaccinated individuals; unvaccinated individuals are asked to wear a mask.

• Currently 100% of registered participants have self-reported as vaccinated; all CLIR staff who will be in attendance are also vaccinated. 
• Two rapid COVID-antigen tests will be offered at registration to all fellows attending the symposium. Fellows are encouraged to take one test before joining the symposium and one upon returning home. In the event a registrant receives a positive result on either test, CLIR requests that the registrant self-isolate and notify CLIR immediately so that other participants can remain informed about their risk of exposure. CLIR staff will be available to help participants locate a nearby PCR testing sites in case participants need to verify a positive result.
• Considerations will be made to facilitate taking meals and refreshments in a safe manner and outdoor space will be accessible during breaks.
• Hand sanitizer will be available in the conference area.
• The conference rooms are large with high ceilings and HVAC units are equipped with Merv 7 and 8 micron rated filters.
• If you have questions about the symposium’s COVID protocols email mellon@clir.org.

CLIR will continue to monitor current recommendations from the Centers for Disease Control and Prevention (CDC) and OCLC’s REopening Archives, Libraries, and Museums (REALM) Project, and local case numbers to inform this COVID policy . These FAQs will be updated as needed (last update on 5/16/22).

CLIR is committed to making all our events and activities inclusive, safe, and equitable spaces for all and we are dedicated to providing collaborative and conference experiences that are free from all forms of harassment. Small actions you can take will help us meet this goal. For instance, we suggest: 

CLIR will cover three nights at the symposium hotel for all participating fellows. We will also reimburse travel costs up to $750 in line with our travel policy. Most meals will be provided onsite as part of the symposium.

If you require more than two nights at the hotel, or anticipate travel expenses over $750, please let us know. A limited amount of additional funding is available to cover additional hotel nights or travel costs exceeding $750 Preference for this additional funding will be given to presenters, but we want to support everyone’s participation to the fullest extent possible.

Participants attending in person should register here then request the travel and lodging support using this form. When booking travel, please consult CLIR’s travel policy for guidance.
Program staff will process receipts submitted through the aforementioned form. You will receive an email from CLIR’s finance office within 7-14 days of completing it with instructions on receiving your reimbursement in a secure fashion. If you would prefer that CLIR book your travel directly, contact mellon@clir.org.

The reunion symposium will have both an in-person component and an online component. The in-person component will be organized along the lines of a traditional symposium, with sessions and social opportunities held in an onsite venue, in this case the St. Louis Union Station Hotel. In response to COVID-19 and the climate crisis, CLIR is also offering a remote participation option. Remote presenters can pre-record their sessions, which will be available online. Similarly, some of our discussion sessions will be held in person and others will be held online over Zoom, presuming both session types are proposed. Both in-person and remote presenters will be considered for publication in the symposium proceedings.

Yes! Remote presenters can also attend the in-person event in St. Louis and will be eligible for travel and lodging funding. In-person presenters may opt to also record a version of their presentation for the YouTube and podcast feed. Anyone in the program may attend in person or listen to the prerecorded talks without presenting, although only those attending in person will be eligible for travel funds.

This event is designed as a hybrid meeting, with sustainability and COVID safety in mind. By including remote participation options, CLIR hopes to reduce the number of people traveling and the overall carbon emissions caused by the event.

CLIR has recently revised its travel policy to better support more climate-friendly travel approaches. The policy now expressly covers sleeper cars and berths on trains/buses to help make travelers less dependent on airplanes. The policy also covers use of alternative-fuel vehicles, such as electric cars, and supports bicycle rentals. Carbon offsets are an allowable expense for travelers who need to fly. Participants may apply symposium travel funds to these expenses, up to the $500 total limit.

The St. Louis Union Station hotel has implemented some environmentally conscious efforts including a recycling program for cardboard, batteries, and paper. Rooms come equipped with water-saving showerheads and old lightbulbs are being replaced with efficient LEDs. The hotel and aquarium also have a water reclamation program using rain barrel and run-off capture systems for watering the garden and irrigating the property.

The hotel is located in an old train station and is within walking distance (less than 0.5 miles) from the current Amtrak station, to facilitate travel by train and bus.

Proposals will be reviewed by an editorial group of CLIR staff and program partners in late March and early April, to ensure the proposed topics are relevant to the symposium’s themes and are likely to provoke meaningful discussions. CLIR plans to include the perspectives of as many fellows as possible in the program.

Fellows presenting papers should plan to write between 500-1250 words (2-5 pages double spaced) and present the paper in a 5-10 minute presentation.
Will there be an opportunity to publish the papers and findings that come out of the symposium?
Following the symposium, CLIR will produce an edited online publication to share the lessons from two decades of research in original sources. The publication will include submitted papers, as well as findings and takeaways from the discussion sessions. (Fellows who do not want their papers included in the proceedings can opt out if desired.)