Safe Set Protocols
COVID-19 Safe Set Protocols
In this unprecedented time of COVID-19, Tracy + David have been working diligently to develop safety protocols to keep our clients, our team, our talent, ourselves, and anyone we may come in contact with safe. We are committed to maintaining safety on set at all times and adhering to all infection control measures outlined by the CDC and state and local government.
As former news photojournalists, we use our backgrounds to be very flexible and nimble, and are happy to roll up our sleeves and take on many roles to keep our productions smaller, and therefore safer. We can accomplish an unbelievable amount with a small team.
As all productions are unique and guidelines are frequently changing, set protocols may differ and change at any time. Different size productions may also require a different set of protocols and procedures, so these guidelines may differ somewhat from shoot to shoot. In coming to set, let’s all remember to respect others, work as safely as possible, be kind, and be flexible.
Tracy + David work to maintain a safe set at all times, and ask that you comply with our procedures and protocols on set or on location. Eliminating all risk of spreading COVID-19 in any group setting may not 100%, but we will do whatever possible to reduce the risk of infection. Plan to have discussions about safety and arrival protocol with Tracy + David and our team prior to coming to set. We strive to have a safe working environment for everyone, and want to be sure all participants fully understand expectations and protocol in advance. Safety protocol signage will be posted throughout the set, and we ask for your full cooperation with the following:
Social Distancing and PPE: All participants on set are required to follow set protocols, including maintaining social distance of at least six feet, preferably further, between others at all times, using proper Personal Protective Equipment (PPE), including wearing a face mask at all times, frequently washing and sanitizing hands, and avoiding all non-essential physical contact with any other members on set. Preferably, only those who are essential to the shoot should be on set, all others should join the set remotely. It is recommended that everyone bring their own PPE, but our team will also provide masks, hand sanitizer, soap, and gloves. More specialized equipment will be available as needed.
Call Times: Crew may have staggered call times to accommodate arrival and check-in policies. Please arrive on time. We will utilize temperature checks upon arrival, require hand washing or sanitizing, and will have each person sign a health waiver and risk waiver. All participants will be asked a series of questions prior to shoot date (and upon arrival), including:
- Have you tested positive for COVID-19 in the last 14 days or been in contact with anyone who tested positive in the last 14 days?
- Have you had symptoms of cough or fever in the last 14 days or been in contact with anyone with these symptoms in the last 14 days?
- Have you traveled out of the country in the last 14 days?
If any of your answers are yes to these questions, Tracy + David ask that you please refrain from coming to set. Please notify Tracy + David if you are feeling unwell. Any participant with a cough, sneeze, or fever, will be asked to leave set.
Sanitization Protocol: Tracy + David and team will follow a standard sanitization protocol, including disinfecting equipment before and after each use, and also disinfecting work areas, props, computer stations, etc. All items that can be issued individually, will be, but any items that must be shared must be disinfected between use, and hand hygiene should be performed after handling. Sanitization protocol will include proper and frequent hand washing by all on set (recommended every hour), keeping hand sanitizer (with at least 60% alcohol) available in multiple locations on set, and wiping down all communal surfaces regularly with disinfectant cleaning supplies.
COVID-19 Transmission: Because people with COVID-19 may have a wide range of symptoms or be asymptomatic, it’s best to always assume that when you’re talking (or coughing or sneezing), you’re spraying respiratory droplets into the air, which can potentially infect others. Always maintain social distance and PPE at all times on set.
Casting: If casting (or at least preliminary casting) can be done remotely via Zoom, that is the preference. However, if in-person casting is necessary, significant safety measures will be imposed by casting director, including staggering call times and having separate spaces for talent to allow for social distancing. For shots with multiple people in which talent will not be wearing a mask, the preference is to cast real families/siblings/and partners, or people quarantining together, if at all possible.
Departments: All departments will be separated, to limit the spread of germs and infection. Only a department who works with specific gear should handle that gear.
HMU and Stylists: All hair and makeup artists will wear proper PPE and will implement safe industry practices, including unique makeup kits for all talent, disposable gloves (replaced for each talent and between applications), disposable brushes (or at a minimum, clean and disinfect all tools and brushes between talent). HMU will minimize contact and talking, while working with talent, and will work to minimize time spent with all subjects. If feasible, stylist will work remotely to style talent, and using pieces from talent’s wardrobe, if at all possible, or from original pre-selected pieces that have been sanitized prior to the shoot.
Catering: If catering or craft services is needed, all food on set will be individually boxed and/or prepackaged, and participants’ eating times will likely be staggered.
Location: We will shoot outdoors as much as possible, though this may not be feasible at all times. Finding locations with extra space/rooms to spread out and keep everyone distanced, and good ventilation and air filtration systems will be prioritized.
Video Conferencing: For preproduction, casting, fittings, and tech scouts, video conferencing is strongly encouraged over in-person meetings whenever feasible. The more that can be planned in advance and the more that can be prepped in advance, the better — being organized and minimizing everyone’s time on set is ideal. If the client or agency are unable to attend the shoot due to travel bans or headcount limitations or other factors, production will offer the option of remote viewing of the shoot, allowing for creative conversations throughout the shoot and ability to view imagery being captured on set.
Forms and Waiver: All clients on-set or on-location will sign a COVID-19 Liability Release Waiver prior to shoot, and all talent and crew will sign an Assumption of Risk form prior to shoot.
Final note: Every shoot is different, and may require a different set of safety protocols. A very small shoot with few people on set, for example, will require a different and potentially simpler set of protocol than a larger group. Our goals are always to create the safest working environment possible to prevent the spread of COVID-19, and lower as much risk as possible of contracting the infection while on our set.