Production Specific - Departmental Guidance
- Allow the appropriate amount of time for pickups and dropoffs.
- Make decisions on the tech scout, and get approvals from Agency / Client as early as possible.
- Consider the potential value of art department prep and strike days. The time may be coordinated with location cleaning requirements.
- Allow for time to switch out and sanitize props as necessary.
- Coordinate between Art and Wardrobe departments with regard to handling of jewelry, bags, etc.
- After a prop has been cleaned and prepared for use by a performer, only members of the property department will touch the item before it is used. If someone who is not a member of the property department touches the item after it has been prepared, it should be cleaned before being used by the performer.
- Set pieces, props and surfaces on which or with which performers are working should be cleaned before and after use.
- Applicable food safety protocols for COVID-19 prevention must be followed when preparing food and beverage items for use on set.
- Stunt department or other appropriate personnel should disinfect stunt mats between users, per manufacturer protocols.
- Members of the property department must have clean hands to handle any costumes, accessories, props and other items
- Consider whether show-and-tell of a property should be done virtually (e.g., by photos) or at a dedicated table separate from the main property storage area.
- Click here to view detailed information recommended by IATSE Local 44 Set Decorators.
- Click here to view detailed information recommended by IATSE Local 44 Food Stylists.
- Click here to view letter from IATSE Local 44 to our member companies.
- Schedule pick-up from camera house if necessary.
- Handling and cleaning of camera equipment should be done only by members of the camera department.
- Review procedures of camera houses to minimize the number of handlers.
- Click here to view detailed recommendations from IATSE Local 600.
- A member of the camera crew should disinfect the eyepiece of a camera or any viewing mechanism before the eyepiece or viewing mechanism is used.
- Consider remote casting sessions and callbacks.
- Schedule in-person auditions and callbacks further apart to accommodate social distance.
- Require that talent honor their specified appointment time.
- Distribute scripts digitally.
- Check talent in from outside the casting office.
- Sign talent in and out digitally if possible, otherwise assign one individual to do so.
- Minimize the number of personnel working with talent.
- Consider having talent bring their own personal items to simulate props (phone, etc).
- Place partition between or provide appropriate PPE for talent during in-person group auditions.
- Include wardrobe specs in the breakdown to increase the likelihood of being able to use the talent's personal wardrobe.
- Consider backups for each role when making final cast selections.
- Limit the number of Agency / Client personnel attending a callback due to social distancing requirements.
- Provide adequate tables and seating (outdoors when possible) to allow for social distance.
- Provide only single-serve packaged condiments.
- Provide individual, prepackaged snacks and other food items such as fruits that naturally require peeling.
- Refill reusable water bottles without person-to-person contact, and without contact between bottle and dispenser.
- If there is no access to running water in close proximity to the entrance of any designated eating area, handwashing facilities and/or hand sanitizer must be readily accessible and shall be used when entering and leaving the area.
- Wear PPE at all times when preparing or handling food.
- Follow all public health regulations regarding the delivery, handling, preparation, and distribution of food, including use of appropriate food service PPE, safe food temperatures, etc.
- Stagger meals times when possible.
- Serve food from the truck window or from individual boxes.
- Assign one person to distribute drinks.
- All eating surfaces shall be cleaned and disinfected before and/or after use to ensure appropriately cleaned area.
- Personnel should not leave the job site to obtain food during the course of the workday.
- Off-production offices, meeting rooms and other workspaces should have infection control protocols for use, especially when used for providing impromptu meals, snacks and coffee. Likewise, break rooms, microwaves, dishes and food deliveries will require regular cleaning and physical distancing.
- If food is to be delivered to the job site, one or more individual(s) should be designated to receive the delivery. Appropriate PPE should be worn when interacting with the delivery person and hand hygiene should be performed after handling the delivery.
- Consider options for cast and crew to place orders ahead of time to minimize the amount of time they must wait in line. Consider addition of plexiglass (or similar) barriers between servers and cast and crew.
- Avoid using or sharing items such as menus or condiments such as salt and pepper shakers. These items should be disposable and single serve.
- Director scout virtually when possible.
- Self-drive when possible.
- Minimize the number of locations requiring in-person scouting.
- Consider size and space when reviewing location options.
- Handling of grip and electric equipment should only be done by members of those departments (stingers, apple boxes, stands, etc. often support other departments).
- Coordinate specific needs of Art and Camera departments well in advance.
- Full PPE must be worn by hair and make-up artists at all times while in proximity of performers (i.e., masks and face shields, gloves as appropriate).
- Special attention shall be given to ensuring proper ventilation in hair and make-up workspaces.
- Provide space between make-up stations or provide a partition in between.
- Use single-use brushes and applicators if proper disinfectant cannot be guaranteed.
- Schedule time to perform applicable disinfecting protocols between performers. Mix foundation, powders, lipstick, etc. on a separate clean palette for each individual.
- After each use, non-disposable hairbrushes, combs and make-up brushes should be cleaned with appropriate disinfecting solutions. All supplies for performers should be kept in individual cast bags.
- Have talent wear a mask when possible (e.g. while having their eyes or hair done).
- Talent shall only remove their PPE when essential.
- Artists involved in quick changes and continuity re-sets shall plan their touch-up procedures before approaching the performer, including by consulting with the performer.
- Hair and make-up should be planned so as to minimize the amount of time an actor is required to remove PPE.
- Production should schedule make-up/hair tests to avoid overcrowding.
- Once made up, talent may consider a face shield (as opposed to a mask) to not disturb completed make-up.
- Click here to view detailed recommendations from IASTE Local 706
- Click here to view detailed recommendations from IASTE Local 798
- Assign work tools to individuals or have them use their own tools whenever possible.
- Require individuals to sanitize their own equipment.
- Limit the number of people who handle certain materials and/or equipment.
- Check gear in a separate space to avoid cross contamination, when possible.
- Avoid direct handoffs (one person puts an item down, another person picks it up without proper sanitization).
- Do not allow for shared walkie talkies.
- Sanitize replacement batteries in between uses. No one should carry replacement batteries for others on their belt.
- Hands should be cleaned before and after handling props, accessories, and other items.
- Stunt body pads should be assigned for use by a single stunt performer or cleaned before being assigned to another stunt performer. A stunt performer may choose to bring his/her own stunt body pads for his/her own use on a production.
- Provide a clean work environment.
- The location shall provide sufficient space for performing planned production activities while adhering to physical distancing recommendations.
- Prioritize locations with access to hand-washing facilities. Provide ample mobile hand hygiene stations.
- Productions should avoid locations that recently have been occupied or used by people thought to be infected with COVID-19, if possible.
- If an occupied private home or building location is required for shooting, the non-production occupants should be asked about signs/ symptoms of COVID-19 and should vacate the premises for proper cleaning and sanitizing prior to pre-production crew and production cast and crew entering the facility.
- Productions shall select buildings that can be easily and effectively cleaned and that provide sufficient space for performing planned production activities while adhering to physical distancing recommendations.
- Allow adequate ventilation of indoor locations.
- Utilize locations repped by agents / services (as opposed to cold scouting) when possible.
- Assign one individual to handle (post and remove) location signs.
- Close every set (Union Representatives shall have access). No non-essential visitors. This must be actively monitored.
- Require the owner of a location to reduce personal belongings prior to shooting.
Apply for permits as early as possible.
○ Neighbors or neighborhoods may have a diminished desire for the presence of film crews for the time being.
○ Acquiring signatures will be logistically more difficult.
○ Fewer people may be eager to provide signatures for filming activity on their street. Consider electronic methods to gather permissions.
- Execute location contracts as early as possible.
- Anticipate providing alternative lodging to house occupants for the duration of the shoot (may be best for them not to return home in between crew call times).
- Anticipate possibility of having to board animals.
- Set medics should be trained to recognize symptoms of COVID-19 and procedures related to individuals who show symptoms.
- Wear appropriate PPE for the duration of person-to-person contact.
- Observe the set and consult with personnel on safety measures.
- Schedule the pre-pro meeting as early as possible in order to have time to plan properly.
- Finalize as many creative decisions as possible no later than the pre-pro meeting in order to reduce last minute changes on shoot days, and to plan for all sanitary accommodations.
- Stagger call times by department, when possible.
- Build in time for each department to “step in, step out” at a time.
- Decide whether a prep, pre-light, or strike day will be required.
- Strive to keep the same individuals on an entire job (as opposed to individuals swapping in and out), thereby minimizing the number of interpersonal contact.
- Provide a separate monitor when possible.
- Provide an earpiece when required.
- PPE must be worn for the duration of person-to-person contact.
- 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 cannot be thoroughly cleaned.
- Consider utilizing boom-only audio (as opposed to rigging Lav mics).
- Headsets, ear-pieces, IFB, hand mics and all communication equipment should be dedicated to a specific person or cleaned prior to a change in users.
- Click here to view detailed recommendations from IASTE Local 695.
- Investigate requirements for cast/crew entry to stages.
- Plan for extra security/screening time for gate entry.
- Discuss sanitary practices performed or provided by studio operations staff.
- Understand all differing requirements of staffing, catering and access for each facility.
- Prepare for quarantine measures at a multi-stage facility where other productions may be taking place.
- Consider a temporary barrier between actors while establishing marks and positions.
- Consider alternate shot set-ups, camera angles, lenses, etc. to allow for maximum separation.
- Consider the number of Extras required.
- Provide ample space and infrastructure for Extras holding areas.
- Manage paperwork digitally. If not feasible, provide a pen for each Extra to keep while completing paperwork.
- Prep and execute talent paperwork digitally when possible.
- Provide actors with extra tender loving care. Remember, they have to give an on-screen performance.
- Allow ample time for permitting.
- Notify guardians to not bring non-essential persons.
- Provide ample space and infrastructure for schooling.
- Confirm you have PPE that fits minors.
- Provide PPE for teachers and guardians.
- Provide extra attention for children to ensure they follow safety guidelines.
- Limit number of people in a passenger van at one time.
- Consider a higher-capacity bus for shuttling, to allow for social distance.
- Allow time for people who prefer to walk from crew parking to set rather than be shuttled.
- Add signage to the van exterior identifying maximum capacity and requiring all personnel wear masks.
- Keep windows down to promote ventilation (weather permitting).
- Additional shuttle trips will be necessary.
- Commit to one driver per vehicle when possible.
- Stakebeds may be required to transport cross-loaded equipment from crew parking to the location.
Consider type of vehicle when determining number of persons allowed:
○ One person per row
○ Truck cab with a second row: Driver plus passenger in back on opposite side
○ Cube Truck: Driver only
○ Golf Cart: Driver plus one person in back.
- Vehicles should have non-toxic disinfectants and appropriate disposal readily available.
The following high-touch surfaces should be cleaned:
○ Door handles (inside and out)
○ Steering wheels, gear shift levers, signaling levers, air conditioning controls, and any other items the driver touches regularly
○ Seats, if they are made of a wipeable material such as vinyl. Fabric surfaces should not be wiped.
○ Seat belt buckles
- If physical distancing cannot be maintained and/or a trip of more than 15 minutes duration is anticipated, consider use of face shields (in addition to masks) for passengers and driver.
- Passengers should not sit in the front seat next to the driver.
- Passengers should not sit directly next to each other in a vehicle whenever possible. If spacing allows, ideally only one passenger should be in a row and should stagger seating diagonally, so they are not directly in front of or behind the passenger in the next row.
- Adjust practices to encourage physical distancing, such as staggering start times for drivers, to prevent crowding at pickup/drop-off locations.
- If staff need to travel between workplaces in vehicles such as vans, maintain physical distance wherever possible. Larger vehicles may be able to accommodate physical distancing by using a seat configuration that maximizes distance between people.
- One person per seat row in all vehicles (e.g. 5 including driver in 15 pass).
- In multi-passenger vehicles such as vans or buses, load the vehicle from back to front, and unload from front to back. The driver should be the last one to board.
- PPE should be worn for the duration of person-to-person contact.
- Employer shall notify employees as to any quarantine orders in effect.
- Employer shall review individual airport and airline requirements for the use of face coverings or other PPE.
- Identify local medical personnel in advance that could assist with care of cast and crew in the event of COVID-19 symptoms.
- Production shall monitor local outbreaks and trends, including local public health guidance and restrictions on travel to and from the U.S., and keep cast and crew informed as appropriate.
- Whenever possible, those traveling for productions should not bring family members or other non-essential personnel.
- Air travel shall be booked only on aviation suppliers (airlines) whose policies comply with the Federal Aviation Administration’s regulations with respect to COVID-19.
- The Employer shall provide state guidelines for travel restrictions or quarantine requirements. Links to state COVID-19 websites and information on travel, quarantine, and other orders are available via the Association of State and Territorial Health Officers.
- The Employer shall provide CDC guidelines and considerations for domestic travel.
- The Employer shall provide the U.S. State Department Travel Advisory for your intended destination, as well as the COVID-19 Country Specific Information.
- The Employer shall provide the U.S. Embassy website of the country you plan to travel to in order to determine if there are any entry restrictions or quarantine requirements for U.S. citizens.
- For travelers returning to the U.S., review U.S. Department of Homeland Security guidelines, entry restrictions, and quarantine requirements.
- The Employer shall provide CDC health advisories and travel recommendations by country.
- The Employer shall provide CDC guidelines for returning from international travel.
- The Employer shall provide any World Health Organization (WHO) specific guidance for countries/regions you will be visiting.
- Encourage the use of a remote video village to be used whenever possible.
- Locate the physical video village in a designated area that is only accessed by the Agency / Client team.
- Provide for audio feedback between video village and set.
- Set up chairs 6 feet apart (when a physical video village is required).
- Consider easily cleaned furnishings.
- Wear appropriate PPE for the duration of person-to-person contact.
- Members of the costume department must have clean hands to handle any costumes, accessories and other items.
- Wear PPE when preparing the wardrobe.
- Advance planning should be employed to avoid overcrowding in costume and wardrobe areas.
Plan wardrobe ahead of shopping / pulling from rental houses.
○ Use PPE when looking through garments in rental houses and retail stores.
○ Anticipate delays at rental houses and retail stores.
○ Review current retail return and exchange policies.
- Book talent as early as possible, and get sizes as early as possible.
- Encourage remote alternatives to stages for selecting wardrobe.
- Stagger talent appointments for fittings.
- Whenever possible, performers should maintain appropriate physical distancing from other performers and costume staff when receiving a costume or item.
- Sanitize jewelry and glasses with appropriate, non-damaging cleaning solutions.
- Assign one person to take fitting photos.
- Costumes and outfits should be bagged up individually, by performer.
- Seek permission from Clients to allow actors to keep purchased wardrobe.
- Use of antimicrobial floor mats and surfaces treated with bio-barrier coatings.
- Personal clothing items used as costumes, or personal items of above-the-line personnel should not be prepped (e.g., steamed, ironed, etc.) without first being cleaned, if practical. Background actors who are asked to bring personal clothing to be used on camera must bring clean clothing.
- All wardrobe items must be properly disinfected with appropriate EPA-registered disinfecting methods and supplies with a claim against SARS-CoV-2 before they are provided to a performer; however, items with unique cleaning requirements that cannot be disinfected with such methods or supplies will be cleaned in the customary manner before being provided to the performer.
- When dealing with items likely to be degraded by steam/hot washing, production may "quarantine" the item for an appropriate period of time as an alternative disinfecting method.
If working with Union or Guild represented employees, be mindful of requirements as outlined in any agreement(s) you are signatory to. Reasonable discussions should lead to practical solutions when analyzing new scenarios in these unprecedented times. Submit a set of your company guidelines, procedures, and/or protocols to applicable unions, prior to employing personnel.
The Union will be notified promptly when employees test positive for COVID-19 or are being asked to return to a worksite that was shut down due to COVID-19 and shall be given the opportunity to address any concerns.
This information is designed as a service to AICP Members and is intended only to provide general information on the subject covered and not as a comprehensive or exhaustive treatment of that subject, legal advice or a legal opinion. Members are advised to consult with legal counsel and other professionals with respect to the application of the subject covered to any specific production or other factual situation.