ArtSpring – COVID-19 Safety Plan
(Created using the ActSafe Guidelines and Worksafe BC COVID-19 Safety Plan)
written: May 29 2020 (updated: June 18 2020, July 8, 2020, July 10, 2020, July 16, 2020)
WorkSafeBC deals with employment safety issues across all sectors. ActSafeBC deals specifically with employment safety issues in the arts and entertainment industry.
Employers are required to develop a Covid Safety specific to their organizations using the reference guide from WorkSafeBC (COVID-19 Safety Plan). ArtSpring’s safety plan will outline the policies, guidelines, and procedures that have been put in place to reduce the risk of COVID-19 transmission. This plan follows the six steps outlined in the WorkSafeBC Safety Plan. We have involved our frontline workers, and supervisors in identifying protocols for their workplace. A formal plan does need to be in place to begin operation, and we will continue to assess the situation and make any changes to our safety plan while protecting the safety of our workers. This document is a work-in-progress.
This safety plan is an overall guide to protecting the safety of workers, clients, and patrons. Further guidelines dealing in more detail with work in the theatre, performers, audience, etc are in the process of being developed with reference to the ActSafeBC guidelines as listed below:
- Audience Services Guidelines
- Equipment Guidelines
- Industry Relaunch Framework
- Live Event Relaunch Reference
- Live Streaming Guidelines
- Loading and Unloading Guidelines
- Make-Up Guidelines
- Performer/Client Guidelines
- Rehearsals Guidelines
- Reporting and Communications Guidelines
- Risk Assessment Guidelines
- Shop Guidelines
- Sound Check Guidelines
- Wardrobe/ Wigs Guidelines
- Worker Health Declaration (fillable form)
- Working Remotely Guidelines
ArtSpring is looking forward to welcoming back our rental clients. Please note that rental clients will be required to write their own safety plan specific to the work/project they intend to carry out at ArtSpring. Their plan will be reviewed and approved prior to their event. Several of our clients have already written completed their documentation with success and ease.
NOTE: The word “workers” means anyone who works in our facility, employees and volunteers.
- Fill in a Covid-19 worker health declaration each day you are at work (DOCUMENT).
- Patrons should not enter building if they have symptoms (SIGNAGE)
- Occupancy signs to be posted in all areas of building (SIGNAGE)
- If you are sick, stay home and notify your supervisor.
- Maintain physical distance of 2m, if you cannot maintain physical distance wear a face mask.
- Know how to put on a facemask (TRAINING – watch video)
- Wash your hands often.
- Do not touch your face.
- Cough/sneeze into your elbow.
Assess the risk at your workplace
Accessing the building
- Touchpoints – door handles
- narrow passageways in lobby
- passage between kitchen and doors to gallery
- Lower lobby in front of elevators
- Stairway to upper lobby
- Stairway to sound booth
- Stairway to upper offices (shout “coming up”/”coming down” when you travers the stairs)
- Upper entrance to theatre
- Sound Booth
- Highest lobby/hallway
- Access to bathrooms
Where do people congregate, such as break rooms, production lines, or meeting rooms?
Measure all spaces and post limits using sign, see General Guidelines.
Technical Director (theatre) and Building/Grounds Manager to assist in measuring and posting limits.
- Offices – one person per office, use only your own equipment, sanitize before and after use
- Sanitation packages will be available in all workspaces (Building/Grounds Manager)
- Staircase to offices limits use to one person at a time (pinch point)
- Hallways – maintain 2 m distance
- Lobby – maintain 2 m distance
- Bathrooms – closed until building is fully reopened at which time limit will be one per bathroom, one single stall bathroom open for staff.
- Dressing Rooms – closed until building is fully reopened. When we reopen users will have to maintain physical distance or be part of the same pod. Users may not linger in the hallway outside of dressing rooms because it limits staff access to janitorial/custodial office and cleaning closet.
- Theatre/backstage (once theatre/backstage is sanitized all doors will be posted with “sanitized” notice – effective when open to the public).
What job tasks or processes require workers to come into close proximity with one another or members of the public?
- Rental process (contract signing, etc) – do remotely by phone or zoom meeting.
- Box Office – limited box office hours, push all ticket sales online or by phone.
- Ticket Taking – limited to 50 patrons, use list to verify ticket holders and seating rather than taking tickets.
- Meetings – staff – move all meetings to zoom or where 2m distance possible.
- Concession – no concession.
- Use of bathrooms – one person at a time (will need additional usher to monitor 1 person at a time).
- Certain narrow lobby areas and doorways – limit use, entry for patrons from exterior door rather than through lobby.
- Artist load-in/out – if staff assists all to wear masks.
- Sound Booth narrow workspace – limited to staff only-2 people max.
- Loft access/narrow workspace – staff only – 1 person max.
- Showing rental clients rental spaces – all to use mask.
- Printer in upper office and box office – sanitize touch points.
- Assisting box office volunteers – assist by phone or use mask.
What tools, machinery, and equipment do people come into contact with in the course of their work?
Sanitize as per manufacturer’s instructions or leave unused for three days if unable to sanitize.
Most equipment should have unique users.
Technical Director (theatre equipment), Building/Grounds Manager, and Custodian to establish sanitizing protocols.
- Security Panel (unable to sanitizer completely)
- Water fountain – turn off and post sign
- Water cooler – not being used
- Keyboards (disinfect with alcohol wipes)
- File cabinets
- Lighting & sound board
- Theatre lights
- Theatre sound equipment (i.e. microphones, there is currently no recommended way to truly disinfect microphones instead ensure that there are three days between each use)
- Headsets backstage
- Theatre curtains (legs)
- Credit/debit machine
- Radios/flashlights/name tags/aprons
- Sennheiser hearing aid system (will temporarily remove from use)
- Wheelchair (bag over that states “sanitized”)
- Audio trolley (gallery space)
- Hanging cords
- Office stationery (ensure staff/volunteers have personal set of stationery where possible)
- Box office communications book (to be maintained online)
- Event posters for display in lobby window (to be received in an envelope)
What surfaces are touched often, such as doorknobs, elevator buttons, light switches, equipment, and shared tools?
Technical Director (theatre equipment), Building/Grounds Manager, and Custodian to establish sanitizing protocols.
- Filing cabinets
- Desk surfaces
- Crash bars
- Light switches
- Bathroom stall doors
- Bathroom stall locking mechanism
- Toilet handle
- Toilet paper dispenser top
- Counters (box office & concession)
- Lobby tables, benches, furnishings
- Theatre stair railings
- Theatre seat backs and armrests
- Theatre stage edge
- Elevator buttons
- Chairs – soft black in stacks
- Chairs – hard burgundy plastic in stacks
Implement measures to reduce the risk
Maintaining physical distance
- maintain 2 m distance physical distance at all times
- reduce overall number of workers in the building at one time, one person per office space, stagger staff in the office so some work from home.
- post occupancy limits with sign, see General Guidelines (Building/Grounds Manager to implement)
- offices – upstairs, box office
- theatre technical booth
- theatre loft
- theatre stage left and stage right
- theatre stage
- theatre audience
- lobby (upper, main, jankura)
- conference room
- dressing rooms
- back service area
- Janitors closet
- Building/Grounds Manager and Custodial office/storage
- dressing rooms -1 person per dressing room unless in pod
- cloak room/conference room – 2 people
- lobby – maintain 5 square meters (Building/Grounds Manager to determine)
- sound booth – 2 people
- bathroom – 1 person per bathroom
- gallery – 15 people
- theatre – 50 people (sitting down)
- theatre – on stage/backstage
- offices – 1 person per office
- box office – 1 person
Where physical distance cannot be maintained
- Plexiglass barrier in box office
- Plexiglass face masks for Front of House and Ushers.
- Implement scanning hardware for box office payments, with cover on number pad for sanitizing
- consider the use of non-medical masks if distance cannot be maintained and barriers cannot be installed.
Cleaning and Hygiene
- Add hand hygiene stations with SIGNAGE
- At back door
- At front door
- Hygiene protocol, wash or sanitize hands:
- upon arriving,
- before and after breaks,
- after handling cash or other materials,
- before and after handling common tools and equipment
- Before donning a mask and after removing
- When you arrive home
- Sign in bathroom – “Please let us know if the bathrooms need attention.”
- Cleaning kit for each floor/section of the building to empower each worker to clean their space and feel comfortable and safe.
- Implement a cleaning protocol following WorkSafeBC cleaning protocol for all common areas and surfaces, including washrooms, equipment, tools, common tables, desks, light switches, and door handles. Ensure those engaged in cleaning have adequate training and materials.
- Remove any unnecessary tools or equipment that may elevate the risk of transmission, including items like coffee makers and shared utensils and plates. Rental clients will not have access to the kitchen.
Develop policies to manage the risks in the workplace including:
- Who (of the staff) can be in the workspace – one per office, some work at home, stagger work in buiding.
- Prohibit or limit visitors – building currently closed, when we reopen there will be a limit on the number of visitors as per posted limits.
- When building re-opens rental clients/performer will be required to write their own COVID safety plan to be reviewed and approved by ArtSpring.
- How to address illness – stay home and inform supervisor
- How workers will be kept safe in the workspace – see General Guidelines
The provincial health officer and the BC CDC have issued the following guidance around self-isolation, which must be reflected in your policies:
- anyone who has had symptoms of COVID-19 in the last 10 days must self-isolate at home; symptoms include fever, chills, new or worsening cough, shortness of breath, sore throat and new muscle aches or headache.
- anyone under the direction of the provincial health officer to self-isolate must follow those instructions
- anyone who has arrived from outside of Canada, or who is a contact of a confirmed COVID-19 case, to self-isolate for 14 days and monitor for symptoms
- What if you start to feel sick at work? Notify your supervisor and go home. Monitor your symptoms, if you have Covid-like symptoms, call 811.
- To reduce risk some workers are working alone. Those workers must review and follow working alone or in isolation procedures.
- To reduce risk some workers are working from home. Those workers must review and follow work from home WorkSafeBC procedures and ActSafe guidelines to ensure workers are working safely.
Develop communication plans and training
You must ensure that everyone entering the workplace, including workers from other employers, knows how to keep themselves safe while at your workplace.
- Be sure everyone is trained on the measures you have put in place and the policies around staying home when sick.
- Post signage, including occupancy limits and effective handwashing practices. Signage should also be posted at the main entrance indicating who is restricted from entering the premises (including visitors and workers with symptoms).
- Ensure supervisors have been trained on monitoring workers and workplace to ensure policies and procedures are being followed.
Monitor your workplace and update your plans as needed
- Things may change as we develop experience and we need everyone’s experience and expertise to be reflected in this plan. If you identify a new area of concern, or if it seems like something isn’t working, discuss with your colleagues and help to change the process. Discuss with your supervisor.
- Always feel free to raise safety concerns. Patrons can contact us through firstname.lastname@example.org. ArtSpring staff should speak to their supervisor.
Assess and address risks from resuming operations
If your workplace has not been operating, there may be risks arising from restarting your business that you need to manage. Consider the following:
- Review policies/processes for workers (especially volunteer workers) and assess if any need updating in the current situation.
- All volunteers who are returning will need at least one training session before they will be permitted to return to work (Coordinator of Volunteers to review and discuss requirements with EAD)
- New equipment – How much lead time do we need before we open the theatre? – Technical Director to address.