Introduction
This is COVID-19 Secure working plan for Fotan Productions Ltd - referred to as Fotan in the rest of this document. This plan is based on available government advice at the time of publishing. The government has no specific advice for the media industry so this plan references other industries with relevant similar characteristics. This document will be updated inline with any new Government guidance. The objective is this plan is that client’s can feel confident that Fotan holds the well-being of its clients as a high priority at all times. While it is not possible to remove all risk, Fotan should mitigate those risks as much as it can. It is key to remember that is lives and livelihoods that could be at stake for all parties involved.
Risk Analysis
Fotan’s activities can be split into three main categories: Pre-Production, Production and Post-production.
Pre-production
Pre-production is primarily conducted from the Fotan Offices using telephone or teleconferencing. For some jobs, there may need to be a site visit. Post-production can be categorised as a low risk activity.
Post-production
Post-production is conducted in the Fotan Offices. Each Fotan employee has their own office at their residence with their own equipment. Contact with client’s is primarily remote via phone, teleconference or using cloud-based resources. Source material is also shared between employees using mainly cloud or web-based services. Internal communication is primarily conducted over the phone or teleconferencing. Post-production can be categorised as a low risk activity.
Production
Production is the creation of new source media for productions. This normally involves filming at a client site or their chosen location. Most projects only require a single Fotan employee. However, some jobs do require additional personnel. The additional resource maybe an employee, a subcontracted freelancer, from an agency who has retained Fotan or from the client themselves. Fotan typically no control over the environment at the location - It maybe inside or outside. Maintaining social distancing is dictated by the environment. The majority of typical filming scenarios would allow a 2 metre distanced to be maintained for the majority of the shoot. The most common close contact event is the fitting of audio equipment on the subject. Client review of footage is a potential reason for closer proximity. The most common touch point for clients would be audio equipment if they were required to fit it themselves. Additional personnel, as defined above, may be required to use Fotan equipment. Camera bodies are the biggest potential transmission point as they normally require the operators face to be in close proximity. Due to the changing nature of working environment, an employee needs to assess the risk for each situation and choose the right level of mitigations for the circumstances. The risk level may vary from low to high. As well as the location, risk needs to be judged based on the people on site. Factors like age, gender, ethnicity and under-lying health conditions are all known to increase the health risk of contracting the virus. Employees should be sensitive to the subjects personal privacy and health concerns.
Guidance and Mitigations
Pre-Production
COVID-19 security must be a key topic during the pre-production phase with all parties involved. Fotan needs to avoid situations where employees find themselves arriving on-site into an environment where they do not feel that COVID-19 security cannot be adequately achieved.
As much information as possible on the project location(s), subject(s) and shooting scenarios should be obtained in advance. This includes the potential for alternates should bad weather be an issue or the initial location prove unsuitable. If this involves a site visit then the employee should take appropriate precautions around social distancing, PPE and hygiene for the situation
Client’s should be made aware during pre-production that COVID-19 has the potential to impact our availability in a way Fotan cannot control or accept liability for. Fotan employees will be asked to comply with all Government guidance around virus events.
Should an employee feel any symptoms of COVID-19 they should self-isolate and order a test.
Should an employee be in a household with a suspected COVID-19 sufferer or be contacted by Track and Trace, they will be asked to self-isolate for the time period in the guidance.
These COVID-19 situations may result in Fotan being unable to meet commitments. Fotan will endeavour to communicate any confirmed or potential issues to impacted clients as soon as possible. For time critical projects Fotan will look for an alternative resource but it needs to be clear during pre-production that these events can have little advance notice.
Post-Production
Currently Fotan requires all post work to be carried out in the employee’s own office or by use of remote access and cloud-based resources. Client’s should not visit the offices.Any physical assets requiring to be transferred between offices should be disinfected by the receiver on receipt.
Production
The following covers most typical production scenarios but, as each production scenario is different, employees will be required to make their own judgements on risk and which mitigations to employee. This should be based on the following principles:
Maintain social distancing wherever possible. This should be two metres or one meter with additional mitigations e.g. face coverings, not face-to-face.
Avoid multiple people touching the same equipment wherever possible. Where it is unavoidable, then disinfect both hands and equipment frequently.
Where working with additional resources, Fotan employee’s should make sure that this plan is communicated to them in advance and that they have agreed to abide by it. The employee on site is responsible for ensuring that the guidance is followed.
If Fotan has be retained as a subcontractor then the employee on-site should ensure they have seen the contractor’s COVID-19 Secure plan in advance or that contractor accepts Fotan’s plan. Fotan employees should not accept being pressured into taking risks that conflict with Fotan’s plan while on-site.
Specific Mitigations
The following equipment MUST be taken in sufficient quantities for all external projects:
Face masks and/or visors for employees and additional resources • Sealed face-masks to offer to clients
Disinfectant sprays or wipes for cleaning surfaces and non-electronic equipment
Disinfectant wipes suitable for electronics
Nitrile Gloves
Hand sanitiser
Audio equipment has been identified as a higher risk area due to potential close proximity for fitment. Consider using a static boom-pole on a stand with a shotgun microphone. Where the setup does not allow this, use a radio microphone or small recorder which the subject can fit themselves. Disinfect equipment before and after each use. If fitment by an employee is required, the employee should use a mask and offer one to the client if they do not have their own. Disinfect equipment and hands before and after each use. Be particularly careful where the subject falls in a high risk group.
In indoor shooting situations, wear a face covering if a 2 metre distance cannot be maintained, the shooting time is over 30 minutes, the room is confined or contains additional people.
If a shot requires multiple subjects then the set-up should not require the subjects to break social-distancing guidelines.
An employee or additional resource should not review footage on the back of the camera with other people. Provide a larger screen which can be viewed whilst maintaining social distancing.
Disinfect any surfaces that could be tech areas or where equipment is mounted.
Ensure any equipment which needs to be transferred between offices is disinfected on receipt.
Where possible, try not to bring more equipment than is required for a job into an area where it could come into contact with the virus. Do not mix equipment that has been used with equipment that has not been used unless the used equipment has already been disinfected. If mixing is unavoidable, treat all equipment as having been used and disinfect appropriately.
If equipment is left undisturbed for a period of 3 days it can be regarded as disinfected.