COVID-19 | Safety Protocol


COVID-19 | Safety Protocol
2020, year of Covid-19 pandemic and live streaming shootings

Here at Iris Film, we take this extremely seriously. We have implemented very strict protocols in order to ensure the safety of all cast and crew on set, and set up live streaming lines for our clients and partners blocked by the travel restrictions.

CASTING
  • We do remote casting sessions and callbacks with live broadcast capabilities. Remote casting sessions will mean not being able to see a group interact with each other
  • We schedule auditions and callbacks further apart to accommodate social distancing
  • We digitally distribute NDOs, scripts and contracts as opposed to handing out sheets of paper
  • We advise actors to arrive to casting at the assigned time, not earlier (models and dancers are used to “open calls” but they must arrive at the assigned time). We encourage actors to wait in their cars, not in the waiting area of the casting facility. We encourage our casting agency to use the digital apps as much as possible, so when an actor arrives he can check in from outside using their cell phone.
  • One dedicated Casting Assistant will sign all performers in and out
  • During in-person group auditions, actors can wear clear face shields and gloves, or have a partition placed in between them
  • Handling of props will have to be simulated using an actor’s cell phone or other personal item
  • We identify wardrobe specs in the breakdowns to increase the likelihood the actor brings something that can be worn on the shoot.
ACTORS
  • Sometimes a temporary clear barrier between actors while establishing marks and positions may be placed and removed at the last moment
  • Directors will sometimes need to consider alternate shot set-ups, camera angles, lenses, etc.
  • Actors may benefit from extra tender loving care. Remember, they have to give an on-screen performance in the midst of all this

EXTRAS
  • Carefully consider number of Extras required
  • We have enough space and tables and chairs for Extras holding area to be spread out
  • We shall provide one pen for each Extra to execute paperwork and make sure they know to keep it and not share
MINORS
  • Children will require extra attention to ensure they follow safety protocols
  • Whenever necessary we will order adequate PPE that fits the minors
  • No make-up unless absolutely necessary

PRODUCTION

We kindly require anyone who is sick to stay home.
  • We have a designated person on set to observe respiratory etiquette, including covering coughs and sneezes. Also reminding from time to time to the crew in order to prevent any wrong behaviour
  • We use Digital Infrared Forehead Thermometer, and if necessary, COVID-19 IgG/IgM Ab fast tests, with the Sensitivity 97,6%; Specifity 100%; and Acuracy 98,8%
  • We ask our team to use disposable tissues and discard after each use
  • We maintain social distancing of no less than 1,5 meters whenever possible
  • Masks should be worn while on set, as they are required when social distancing is not possible, advised whenever you are in a crowded place
  • Specific areas of worksite limited to only essential personnel
  • One department at a time may “step inn, step out” of a set up, before the next department. We limit the number of people who handle certain items. We try not to use other people’s phones or personal work tools. An item will be put down if someone then needs to pick up, rather than ‘handing off’ when possible
  • We require frequent and thorough hand washing by all personnel, without exception. If soap and water are not available, we use / provide alcohol-based hand cleanser containing at least 60% alcohol
  • It’s important for our team to self-monitor for signs or symptoms of COVID-19 and report to their department head if any signs of sickness is visible or if they are experiencing symptoms. Department head should then report this information to production department
  • We encourage people to bring their own mask – if anyone has any different preference we will try to make them available
  • Wherever required we utilize appropriate Personal Protective Equipment (PPE), including but not limited to gloves, goggles, face shields, masks that cover the nose and mouth, finger cots (good for finger-only touch-points such as copier, microwave). Use of finger cots reduces plastic, compared to gloves. The PPE needs to be properly removed, cleaned, and stored or disposed of to avoid contamination of self, others, and the work environment
  • Use your elbow or knuckle as opposed to fingers when possible
  • We maintain regular housekeeping practices, including routine cleaning and disinfecting of surfaces, equipment, and other elements of the work environment
  • We assigned one individual to be responsible for constant wipedowns of surfaces (in order not to mix chemicals)
  • We make 1,5 meters distance markings on the floor in environments where people need to line up
  • We take time to communicate and plan every part of a project in order to reduce unexpected situations and increase efficiency during the actual shoot
  • We consider who may effectively be able to work from home. Consider prep, shoot, wrap and post
  • We will hand any office supplies for individual use wherever job requires and individuals should keep them
  • We use contactless payment and online payments as much as possible

PRODUCTION OFFICE / MOTORHOME
  • In the office or remote production office we love good ventilation. We open the windows and doors whenever possible and on a general rule we open them periodically to refresh the air
  • We limit people entering the office to essential personnel. All deliveries will be transacted outside the entrance whenever possible. Pathways are one-way (clockwise) in order to avoid people having to pass each other going opposite directions in a narrow hallway
  • We have a good plan in function about how to serve food, coffee, etc. responsibly
  • We use disposable, ecologically-friendly flatware, plates, and cups. Paper cups are our friends for so many years
  • We have an office manager assigned to turn lights on and off, manage thermostats, disinfect remote controls or any office administrative conditions
  • We have tissues and disinfectant wipes everywhere
  • We minimized our decorative items that people may touch
  • We utilize department printers and scanners whenever possible
  • All our staff shall move their own car rather than have someone else move it
  • We have sensor-activated soap dispensers, hand dryers, and hand sanitizer dispensers
PAPERWORK
  • Petty cash, petty cash envelopes, mail, contracts, POs, agreements, pick-up and return paperwork will go into digital era as much as possible
HANDLING OF EQUIPMENT
  • We use gloves and change regularly
  • Members of each department are advised to disinfect gear during breaks in activity
  • We minimize the number of people having to touch the same items even if this may require additional gear
  • We strive for consistency regarding which pieces of equipment are handled by whom
SHOOTING SCHEDULE / STAFFING
  • We anticipate things taking longer to accomplish than we’re used to, so it may be that sometimes our estimations seem longer than usual: shoot days required, call times may be staggered depending on department, we allow time for one department to “step inn, step out” at a time, some locations may only allow limited truck parking resulting in the need to cross-load and drop off gear
  • We consider how much the path of the sun dictates when and how much time we have to shoot a specific area or room at a location
  • We may sometimes consider whether a prep or pre-light day will be required
  • ‘Making the day’ will require efficiency and enough personnel. This will be challenging with caps on the number of people at a gathering
  • We strive to keep the same individuals on an entire job (as opposed to individuals swapping in and out), thereby minimizing the number of individuals overall
DIRECTOR SCOUTING
  • We consider virtual director scouting via a streaming app
  • We advise local directors to be selfdriven
  • We use walkie-talkies whenever possible
  • We share location position via smart phones
  • We remove shoes before entering a location when practical or put on plastic covers whenever possible
  • We give consideration to size and space when deciding among location options
  • We carefully consider the number of locations that get director scouted in-person
TECH SCOUT
  • We schedule the tech scout as early as possible
  • Tech scout packets will be digitally distributed
  • Crew will be self-driven as much as possible
  • If in a peoplemover, everyone will be in masks, gloves, etc. We are renting multiple vehicles to allow distance between seats
  • While at location, we have as much conversation outside as possible. Finally directors will have their peace on sets.
  • We try to maximize space and air flow when designating spaces for a shoot (video village, lunch, equipment staging, placement of monitors, etc.). We consider whether we have to relocate any of these areas at some point during the day, in order to accommodate different camera positions
PREPRO MEETING
  • We schedule the prepro meeting as early as possible
  • We advise that we finalize as many creative decisions as possible no later than the prepro meeting so there will be fewer last minute changes on shoot days
LOCATION DEPARTMENT
  • Some locations may require pre and post cleaning
  • We carefully choose disinfectants in order to avoid damage
  • Permit applications should go in as early as possible, so a short list of locations as soon as we share options is highly recommended
  • We consider permitting backup locations in the event that a location pulls out or otherwise becomes unavailable
  • Location contracts will be executed as early as possible
  • We bring sensor-activated soap dispensers to locations
  • Provide washing station with sensor-activated hand drier when there is no access to running water
  • We will have one individual put up and take down all location signs
  • Locations are ‘closed sets’. No non-essential visitors are allowed.
TRANSPORTATION DEPARTMENT
  • We limit number of people in a passenger van at one time
  • We consider a higher-capacity bus for shuttling, to allow for social distance inside
  • We allow time for people who prefer to walk from crew parking to set rather than be shuttled
  • We add signage to van exterior identifying maximum capacity and reminding people to wear masks and gloves
  • We keep windows down to promote ventilation
  • We offer additional shuttle trips if necessary
  • We have one driver per vehicle
ART DEPARTMENT
  • We minimize touching items native to a location
  • We consider asking owner of location to reduce personal items before we take occupancy
  • We try to minimize prop pickups per day, per truck
  • We make decisions on the tech scout, then get approvals from Agency / Client as early as possible
  • We consider potential value of prep and strike days. This may be combined with location cleaning requirements
ELECTRIC, GRIP DEPARTMENTS
  • We have in mind that more gear may be required, but try to keep our good equipment deals.
  • Grip gear will only be handled by the grip department (apple boxes and stands often support other departments)
  • Art departments will communicate support needs in advance
HAIR AND MAKE-UP
  • PPE must be worn for duration of person-to-person contact
  • Make-up stations will be placed apart from each other between workstations
  • Our makeup team will use only one brush, applicator, etc. per actor, no double-dipping, mix foundation, powders, lipstick, etc. on a disposable palette for each individual, they will clean hairbrushes and combs and reusable make-up brushes with appropriate disinfecting solutions
  • Kits will need to include multiples for most make-up
  • Actor may be able to wear a mask while having their eyes or hair done
  • Face shield must be worn by Make-up Artist or Hair Stylist
  • Only remove the actor’s mask when essential
  • Once made up, actor may consider face shield (as opposed to mask) in order to not disturb completed make-up
  • Make-up Artist or Hair Stylist may place and remove face shield for the actor (if the actor prefers)
  • Whenever possible we consider having the actor show up having done their own make-up
CAMERA DEPARTMENT
  • Camera equipment is being brought by camera technicians from rental house so no additional interaction is necessary. Only camera personnel will handle camera gear including carts, cases, tape, etc.
SOUND DEPARTMENT
  • We disinfect Comteks before and after each use, label Comteks with the name of the user, disinfect Lav mics and transmitters before and after each use, replace Lav mounting components that can not be thoroughly cleaned
  • PPE will be worn for duration of person-to-person contact
  • We utilize boom-only audio (as opposed to rigging Lav mics)
  • Some multitalent scripts under the boom-only scenario may require a second Boom Operator
CATERING
  • We consider lunch will take longer to decrease number of people getting food and seating simultaneously, so we will send out to lunch whoever can take a break even if official is not yet lunch break
  • Food will be served to people (as opposed to self-serve)
  • Flatware will be handed out one by one
  • Some scenarios will benefit from individually boxed meals
  • Wherever possible we provide plenty of tables and seating to spread out safely
  • Hand washing station will be present
  • Choice may be that some may prefer to bring their own food or some may prefer to eat in their car, however the case, we respect each person’s choice.
CRAFT SERVICES
  • We buy only individual, prepackaged portions
  • Everyone must wash their hands before entering the craft services area
  • Table will be set up so that people can take individual portions and only touch what they are taking – you touch it, you own it
  • Craft services will have capability to refill an individual’s reusable water bottle brought on set without contact between refill source and bottle
  • We try to reduce and streamline variety of beverages
  • No bowls or canisters of snacks to reach into will be available
MEDIC
  • Medic will patrol the set and proactively consult with personnel
  • Medic can help identify surfaces that need to be wiped down
WALKIE TALKIES
  • Walkies will be signed out the day before for quick distribution on the shoot day
  • Walkies will be individually bagged and handed to the user in its bag
  • No sharing of walkie talkies is permitted
  • Replacement batteries must be disinfected in between uses, bagged, and handed to crew as needed
VIDEO VILLAGE
  • Clients will prefer plastic chairs over director chairs or sofas (easier to wipe down)
  • Clients will understand things done for purposes of caution and safety
HOSTING CLIENTS
  • We will only buy individual orders and portions
  • Clients will understand use of disposable items
  • People will be kindly asked to move their own cars
WARDROBE DEPARTMENT
  • In-depth planning of wardrobe will be done ahead of shopping and pulling from rental houses
  • Only the wardrobe department will touch clothing, etc. until it’s decided what the actor will actually try on
  • Fitting photos will be taken by one person, not multiple people touching the same phone, tablet, etc.
  • We use gloves when looking through garments in rental houses and retail stores
  • There may be delays at rental houses and retail stores, therefore we advise that talent shall be booked as early as possible, and get sizes as early as possible
  • Costumes and outfits will be bagged up individually, by performer
  • Clients are kindly asked to allow actors to keep purchased wardrobe
  • Sometimes it may be better to have actors arrive in their own wardrobe
  • We disinfect jewelry and glasses with disinfectant that will not cause damage
Provided by us at their arival, our guests have to make the COVID-19 IgG/IgM Ab fast test with at least 48 hours before meetings and shooting days.