Covid 19
Covid-19 has posed many challenges and has forced us to think creatively in our approach. Productions won’t be the same as they were before, but our enthusiasm and ability to shoot both on location and in the studio hasn’t faltered.
This policy has been developed in line with recommendations from the APA, the AOP and First Option Safety Group.
Overview
We allow more preparation time for shoots. This will therefore ensure that every stage of your shoot, not only runs smoothly but is as safe as possible.
We have digitised the majority of the pre-production and have tried and tested the technology to ensure that it provides an effective way of working.
We will be factoring in contingency plans for your shoot to prepare for every eventuality.
Safety on set is a must and we have developed a strong Covid Safety plan with everything from health declarations and PPE to the break-down of equipment at the end of the day. This will help us to prevent the spread of the virus, whilst ensuring a comfortable and effective working environment for all on set.
Catering has changed, but won’t be any less delicious, and we will continue to provide as much as we can whilst remaining firm on our commitment to running environmentally friendly productions.
We continue to strive to be as environmentally friendly as possible and are finding ways to work Covid-safely whilst reducing waste and our carbon footprint.
Flock is committed to continuing to help the advertising industry become greener and more environmentally aware. Lockdown has provided us all the opportunity to adjust our working processes in order to help reduce the carbon footprint of all shoot productions.
Safety on Set
Risk Assessments
Talent Welfare
Crew Welfare
PPE Effectiveness
Health and Hygiene
We are committed to ensuring the welfare of both those directly involved within our productions and the wider public.
Covid Supervisors
All shoots to have a covid supervisor onset to manage the welfare of crew, client, agency and talent. A Covid Supervisor should have specific covid training and is responsible for the following:
COVID Risk assessment (To be shared with whole team prior to shoot)
• Health declarations 72 hours before each shoot
• Temperature checks on arrival
• Ensuring all protocols are adhered to throughout the shoot • Safety briefing at the start of each shoot day
• Ensuring H&S + Covid signage is clearly visible
• Cleaning all touch points regularly
• Ensuring wash/sanitizing stations are accessible to all
• Ensuring PPE is worn when required.
All Flock producers have been given ‘Covid’ specific training and have passed the APA Covid Supervisor exam. Training is provided by First Option Group safety consultants.
Flock will manage our immediate teams.
If you have a question on the working processes, please contact us and if we can’t answer the question for you, we can pass it onto First option for their advice.
All shoots will have a specific Covid-19 Risk Assessment written and shared ahead of the photo shoot. All heads of department should write a Covid-19 specific risk assessment, detailing their work flow, the risks involved and their resolve to ensure a safe workplace for all.
Example: The stylist, The HMUA and Digital operator (for when handling eq)
Safety Briefings
At the start of any production, the Covid Supervisor and location manager should brief the team on health and safety, location fire regulations and covid specific protocols.
Increased Signage
In order to remind everyone of the protocols, there will be plenty of clear signs on set.
All Talent are vulnerable on set as they are unable to wear PPE whilst shooting. We will ensure that their welfare is considered at all stages in the process.
Minimising Risk To Talent
In order to keep all Talent safe, we have come up with the following solutions and suggestions:
• Use existing cohabiting groups such as real families, flatmates, real couples etc. or to shoot people individually.
• Pencil a backup to our first choice talents. We will allow additional costs within our model fees to cover backup talent.
• Talent requested to self isolate between their approval and the shoot, and to provide their temperatures ahead of the shoot day.
• H&MU and Styling must wear full PPE when in contact with Talent and have strict hygiene protocols to adhere to.
Green Room
Each talent should be provided with their own ‘safe zone’ on set, away from the main shoot and with access to fresh air.
Communication
Talent should be given clear instruction on safeguards, on what they can and can’t do.
PPE
Talent should be provided PPE and be given instruction as to how to wear it and specifically when they should wear it. Sanitiser and cleaning wipes should be accessible in the green room.
Styling Teams
The styling teams/ production should be the main point of contact with the talent.
Signage
Signage should be clearly visible in the green room.
In order to keep yourself and fellow crew safe whilst reducing the amount of waste created, we will be advising everyone to manage their own PPE and carry certain items with them to set. A list of items is sent in advance to all attending the shoot.
Hygiene - Washing Hands Is Your First Defence
Enhanced hygiene procedures should be in place across all departments. Crew are asked to wash hands regularly with soap and water. If this is not possible or practical, then we request you use an antiseptic hand gel. Sanitiser will be made readily available at all locations.
Covid Safety Items Provided By The Production Company
A provision should be inplace, to provide general cleaning kits for all departments. Eco products are preferred providing they are fit for purpose. Our kits will consist of:
• Anti bacterial spray
• Blue roll tissue/ Washable Micro clothes
• Alcohol-based cleaning solution for equipment • Alcohol wipes for your electronic devices
• Hand sanitiser
• PPE Bins / Compost bins / Recycling bins
We will also carry supplies of face masks, shields, protective overalls and gloves.
Crew Personal PPE & Sustainability Kit
In order to keep yourself safe whilst reducing the amount of waste created, we strongly advise everyone arriving to shoots to carry the following items with them:
• A ‘home made’ cotton mask is OK to use but must be at least 50% cotton and should be washed at 60* - We advise having several clean masks within your kit.
• Hand sanitiser and moisturiser
• A reusable cup and water bottle
• Flask of hot drinks - Easier if you want decent coffee
• A carabiner to clip your mask to yourself when not wearing it • Alcohol wipes for your electronic devices.
Sanitation Stations
Wherever possible, sanitising stations will be erected at convenient points throughout the production area - to include all points of entry and common areas.
PPE is only effective when used properly. We will advise all persons on set to wash and sanitise hands regularly as a first defence. Wearing gloves is a secondary defence.
We will send all crew a guideline on how to don PPE correctly and ensure that there is signage on set to remind people of how to prevent contamination.
Before putting on a mask, clean hands with soap and water or alcohol based hand wash.
1. Cover your mouth and nose with the mask and make sure there are no gaps between your face and the mask.
2. Avoid touching the mask while using it - if you do you must clean your hands immediately.
3. Replace the mask as soon as it is damp and do not reuse single use masks.
4. To remove the mask, remove it from behind using the elastic - Do not touch
the front of the mask - discard immediately in a closed bin. Clean hands immediately.
Enhanced PPE
Crew who have direct contact with the talent such as the wardrobe stylist, are advised to both sanitise their hands regularly and to wear mask, shield and gloves when in close proximity to the talent (i.e, within the styling room). We are able to provide all PPE needed for this.
We are working closely with the First Option Group, taking into account governmental and NHS advice in order to provide a safe and hygienic working environment.
Health Declarations
A health declaration will be sent to all attending our shoots. This document must be signed and returned before you arrive on set. Anyone with a temperature of 37.8 degrees celsius or higher will be required to return home safely and a contingency plan will be implemented.
Crew Responsibility
It’s extremely important for the safe well being of all involved that if you have symptoms, that you isolate at home.
Personal Protective Equipment
We will recommend that all persons coming to set, do so with their own supply of correctly fitted personal protective equipment.
Production Supplies
Production will carry supplies, to be provided if needed, and sanitiser, anti bacterial sprays and PPE will be accessible at all times.
Overseeing Of Safety Protocol
Wardrobe, Styling and Props
Wardrobe and Makeup are the two departments most impacted by COVID and are areas that offer the most risk of transmission between persons. We have worked with these departments in order to create a workflow that is as safe and comfortable to work in as possible.
Departmental Risk Assessment
We request that all heads of department, share a detailed covid specific risk assessment, ahead of the shoot. This will be shared with/ and incorporated into, our master production risk assessment. Each department must understand the risks to themselves, other crew and specifically to the talent. Along with an RA, we would like a method statement, detailing how you intend to work safely and what new ‘work processes’ we should consider to support you to do your job and to ensure you can work safely effectively and efficiently.
Preparation
We would like all conversations regarding styling and props to be managed and signed off ahead of the shoot itself, allowing only minor creative alterations to be decided on set.
Virtual Fittings
Stylists will work with the creative teams to define a moodboard and then host virtual pre-fittings with all shortlisted talent, to run through what wardrobe they have, and what wardrobe is suitable for us to use.
Clothes purchased will be non-refundable/ non returnable. Our policy is to rehome the wardrobe to a charitable cause once cleaned.
Live Fittings
If required, we will host a live fitting, taking into account all usual social distancing protocols, for three or fewer shortlisted talent which can be shared with our clients. We believe hosting a fitting is a brilliant way to allow these conversations to happen. A fitting will also help ease the pressure on set and enable the styling teams to follow the advice given on best practice.
All conversations regarding wardrobe will take place and be signed off, in advance of the shoot to create a smoother running production. As always, we will allow enough options to ensure we can dress the talent to best suit the locations.
H&MUA
Wardrobe and Makeup are the two departments most impacted by COVID and are areas that offer the most risk of transmission between persons. We have worked with these departments in order to create a workflow that is as safe and comfortable to work in as possible.
Departmental Risk Assessment
We request that all heads of department, share a detailed covid specific risk assessment, ahead of the shoot. This will be shared with/ and incorporated into, our master production risk assessment.
Each department must understand the risks to themselves, other crew and specifically to the talent. Along with an RA, we would like a method statement, detailing how you intend to work safely and what new ‘work processes’.
We would like all conversations regarding HMUA to be briefed/ managed and signed off ahead of the shoot itself. Where required, our MUA will have a video call ahead of the shoot to discuss the approach with the talent to ensure they are happy with the level of contact.
Physical contact
Limit the time spent in a hair and make-up chair whenever possible. Position hair and make- up stations to allow appropriate social distancing.
HMU department to utilise disposable kit where possible .Kit should remain unique to each artist. Follow appropriate barbicide, sterilization and other disinfecting processes for all equipment after each application and immediate surfaces.
Ask performers to manage their own hair and make-up / touch-ups where appropriate. Request cast and supporting artists remove their own make-up where possible. If HMU crew need to break social distancing, limit face-to-face positioning where possible.
Keep HMU separate from Wardrobe. Provide sufficient space for both departments to maintain two metres distance.
We would like all conversations regarding HMUA to be briefed/ managed and signed off ahead of the shoot itself. Where required, our MUA will have a video call ahead of the shoot to discuss the approach with the talent to ensure they are happy with the level of contact.
Photo Team and Equipment
Equipment is normally handled by many. Our protocol for photo teams, allows them to continue to work effectively as a team, whilst preventing cross-contamination by handling the same equipment or getting too close to one another.
Specific Job Assignments
Assistants will be given specific jobs to manage and will have sole responsibility over those roles, for example, only the lighting assistant will set up and move lights and light stands.
Extra Equipment For Safe Working
In order to work safely, we will need to provide extra equipment, such as extra keyboards for the photographer and digi, or extra monitors on set so that a safe 2m distance can be maintained between crew.
Radios
The need for radios will be analysed on a shoot by shoot basis. Radios to be correctly sanitised, labeled and given to crew to manage.
Hired & Owned Equipment
Hired & photographers equipment will be cleaned prior to the shoot.
Managing Your Own Equipment
All crew are to manage their own equipment and to keep their belongings in their personal ‘safe zone’. Photographers are advised to manage and clean their own equipment.
Locations
Location houses offer the most risk and as such should have strict policies and clear instruction to ensure a safe working environment
Unit base
Where possible, production companies should set-up their crew unit outside the location, using POP-ups or production vans allowing only minimum crew into the house. Houses should be zoned off into departments, shoot spaces and hygiene facilities.
Facilities
Crew should sanitize hands before and after using the toilet. Masks should not be left on surfaces. If removed, they should be placed in a PPE bag, and remain on your person. Toilets and bathrooms should be cleaned after every use. Crew should be advised and signage should be clearly visible.
Catering
Catering can no longer be buffet-style, however we will not compromise on quality and are still able to provide hearty, individual meals. As a part of the producer’s shoot briefing, all crew will be told how meal times will work and how to get hot and cold drinks.
Meals and Snacks
Catering will be provided in individually packed compostable boxes labeled with the name of each crew member. All those attending are advised to bring snacks to set for personal consumption.
Tea and Coffee
If serving tea and coffee on set, we have a protocol for one member of our trained production team to be able to safely serve tea and coffee to crew in their own cups.
Sustainable Catering
All persons attending the set will be asked to bring their own water bottle, travel cup and reusable cutlery. This prevents cross contamination and has a big impact on the amount of waste we produce on set. Production will have some additional supplies if required.
Movement of People
We are following the advice not to move around unless necessary and are able to use the technology we have to effectively navigate working together whilst physically apart.
Virtual Communication
All communication in the run up to a shoot, including castings and fittings will take place virtually, using the available technology.
Appropriate Crew Sizes
Our crew numbers will be designed around the needs of the shoot and what is best suited to deliver the creative output effectively and efficiently.
Across all shoots, both large and small, we will request that only those who are required on set attend and we will ensure we have a remote viewing system in place for both client and agency unable to attend.
Live Streaming
We will advise that technology is used to share the creative, in real time, to our agency and clients. We have tried and tested this technology with great success.
Travel
Public transport is a high risk way to travel. Where reasonable, we will suggest that crew members travel to set on foot or by bike.
Travel Advice
All those attending the shoot are advised to avoid public transport.
Preferred Modes Of Transport 1. Walk
2. Cycle
3. Personal car
4. Private hire
5. Public transport*
*All drivers MUST wear face masks.
Louise Turner
Director
1.2.24
Registered Address: 64 Southwark Bridge Road, London, SE1 0AS
Company. Number: 7313848