Safe, Smart, Step‐by‐Step A Community Approach to Reopening
Safe, Smart, Step‐by‐Step
A Community Approach to Reopening
Executive Summary (p. 2)
Sanitization Methods (p. 3)
Screening Protocols (p. 4)
Contact Reduction (p. 5)
a. Technology b. Food and Beverage Service c. Additional Mitigation Protocols V.
Team Education, Training and Support (p. 6)
Communication (p. 7)
Community‐Based Decision Process (p. 8)
Appendix A: Product Specifications (p. 9)
EXECUTIVE SUMMARY July 2021 Update: In response to the availability and use of COVID‐19 vaccines, a return for spectator sports, and other widespread changes in community practices and CDC guidelines, the reduction to 50% capacity was lifted on July 1, 2021. Advanced sanitization protocols and use of contactless technology will continue. The installation of the air purification system is reported to be one of the best remediation standards available for venues. Feedback from our stakeholders has been overwhelmingly positive in both the demand for product and appreciation for the measures taken as they began returning for shows, classes and social events. The following details current practices at our facilities.
Sanitize effectively Screen those coming on‐site Utilize Touchless Technology Ensure team continues to: Adopt protocols Recognize symptoms Respond to illness and manage isolation and contamination risk Communicate guidelines and monitor adherence Continue to assess public health recommendations, local norms and community demand as a guide in adjusting protocols and maintaining best practices.
Ruth Eckerd Hall Inc. annually serves over 450,000 with 300 events, and provides 45,000 students with arts education. Operations are supported through both earned revenue and contributions. Revenue earned from ticket sales, service fees, concessions, rental fees and tuition fees cover approximately 80% of expenses. The 20% donated by our generous supporters provide for overhead, facility repairs, tuition assistance, scholarships and no‐cost programming for underserved populations.
The impact on our programs and services continues to be devastating with a 99% drop in earned revenue and a 50% drop in contributions. We are deeply grateful to those partners who continue to financially support us during this time. Clearly, their generosity comes from a commitment to our mission and its future. Ruth Eckerd Hall is committed to a safe, smart, step‐by‐step approach to re‐opening our facilities to guests, artists, volunteers and staff. While this document mainly focuses on delivering services to the public, the practices also apply to private areas used by staff, volunteers and tour/artist personnel. During the eight months of closure, we looked to leaders in public health, explored emerging technologies and implemented new protocols to move forward in a responsible, measured manner, always mindful we have been entrusted with a tremendous asset, built for and supported by this community for almost 40 years. Susan M. Crockett President and CEO
HOSPITAL GRADE AIR PURIFICATION SYSTEM MIST SANITATION OF THEATER SEATS
AIR PURIFICATION ‐ A commercial‐grade ultraviolet air purification system* has been installed at both the McMullen‐Booth and Cleveland Street facilities – the same top‐rated system used in health care settings, military hospitals, and other sites where contagion control is critical. Individual units function inside the air handling system to operate safely and quietly during events, killing microbes, viruses, bacteria, mold and other airborne pathogens. Units have been installed throughout, including classroom, studio, backstage and administrative spaces and larger custom units with capacity for expansive spaces such as theater chambers, banquet facilities, lobbies, galleries and lounges. The system is designed to filter the entire space every 6‐8 minutes. PRODUCTS & PROTOCOLS ‐ Sanitation has been augmented both in frequency and efficacy:
High contact areas (counter‐tops, restrooms, door handles, elevator controls, ATMs) are cleaned repeatedly during events and high‐use periods Public restrooms are deep cleaned before events, including sanitizing walls, partitions, and floors, in addition to toilets and urinals Daily sanitization of other areas in use (classrooms, studios, dressing rooms and offices) Surfaces are treated with misting and foaming application of Nisus DSV* disinfectant, EPA approved to protect against SARS CoV‐2/COVID‐19, Hantavirus, E. Coli, Hepatitis B and C, Avian flu, staph, strep, and many other viruses and bacteria. All glass surfaces are treated with an ammonia based glass cleaner Face coverings, disposable gloves, single‐use paper products and other risk mitigation supplies are made available for staff, volunteers and guests to reduce cross‐contamination Hand wipes and/or liquid sanitizer are provided to guest and team members after handling pens, credit cards, etc. Staff and faculty are provided appropriate cleaning supplies to use after client meetings, private instruction, studio lessons and other individual and small group encounters Food preparation areas are restricted to essential personnel, monitored by designated management and inspected regularly by the Department of Health for sanitation protocols Custodial personnel are trained in safe mitigation of possible contaminants Additional hands‐free sanitizer stations are readily available throughout the facility
*See product information in Appendix A
WALK‐THROUGH THERMAL BODY CHECKS
SCREENING PROTOCOLS RISK ASSESSMENT & VOLUNTARY COOPERATION Self‐assessment guidelines provided by public health sources are distributed to team members and communicated to those entering upon property. Information is readily available on the website, during the purchase process, before the day of event and upon entry. In addition to self‐assessment, all
persons will be notified that entry involves risk of exposure despite mitigation efforts, and that they enter at their own risk Following current CDC guidelines, the use of masks is optional for guests who are fully vaccinated against COVID‐19 and we ask unvaccinated individuals to self‐regulate, along with the community norm. Our service staff continue to wear masks when interacting with the public at events. POLICY ACCOMMODATIONS – A good number of our stakeholders may identify as being in a high risk class for severe infection. With that in mind, we are relaxing policies related to work leave, volunteer inactivity and compensation for unused tickets, when possible. Employees are encouraged to speak with their manager and/or human resources if they have concerns about reporting for work. We will continue to make every effort to accommodate ill or high‐risk ticket holders and ask their cooperation in notifying us as soon as possible of changes in their plans to afford us the opportunity to resell the ticket. Flexibility on both sides will be key to recovery as we work through solutions together.
We have implemented precautions to reduce the spread of contagion in our facility. Guests are required to follow all facility guidelines. COVID‐19 can cause a serious and fatal infection and the CDC reports that the elderly and those with pre‐existing conditions are at higher risk. If you experience within 14 days of the event, symptoms such as fever, coughing, shortness of breath, or new loss of taste or smell; OR have traveled to a highly infected area, been exposed to someone with COVID‐19, or tested and are awaiting clearance to leave quarantine, please notify us before the event. An inherent risk of exposure exists in any public place. By entering onto the property and utilizing our services, guests voluntarily assume all risks of exposure and hold Ruth Eckerd Hall Inc. and the City of Clearwater free of liability or related damage caused by exposure. Purchasers are required to share this information with their party. Your consent is required to purchase.
TOUCHLESS TECHNOLOGY IN‐SEAT REFRESHMENT ORDERING
The vast majority of services may be transacted on the RuthEckerdHall.com website including ticket purchasing, print‐at‐home or mobile tickets, membership renewals, donations, and customer service requests For entry, touchless scanning or ticketless entry (depending on the activity) will eliminate the need for passing tickets. Tickets printed or pulled up on a cell phone can be held up for scanning Walk‐through screening gates use radar and artificial intelligence to detect concealed weapons on moving targets. This reduces the need for bag checks, emptying of pockets and secondary screening which translates to quicker entry and less contact with personal belongings Contactless payment is encouraged wherever possible
FOOD & BEVERAGE SERVICES
WiFi has been enhanced and a mobile app will allow patrons to order beverages before they arrive or from their seat for quick pick‐up at a designated location Self‐serve buffets have been replaced with attendants to minimize sharing serving utensils. Plexiglass protection is added to service stations Service and kitchen staff are reminded to wash hands frequently and change gloves when serving and bussing tables Hospitality services backstage will be adjusted based on specific needs and preferences of the artist and crew, which can include separate dining areas, single serve products, etc.
ADDITIONAL MITIGATION PROTOCOLS
Only self‐parking is available with valet service suspended at the current time The use of face coverings is self‐regulated with appropriate signage. Coverings are optional for individuals who are fully vaccinated against COVID‐19. At the current time REH service staff will continue to use face coverings when servicing guests at events, with the exception of the enclosed ticket office. Mask protocols for education activities will follow the guidelines of the public school system for classroom participation and the protocols of the hosting facility when conducted off‐site. Purchase and enrollment records will be maintained and available to public health officials for contact tracing if needed.
TEAM EDUCATION, TRAINING and SUPPORT
Managers will continue to provide training for operational procedures specific to their work area in addition to the general protocols issued in this document. This includes what to do if illness is suspected and how to respond to illness on the job Modifications to the plan will be made available to all team members through written communication Staff, volunteers and contracted labor continue to be required to self‐assess upon arrival for a work shift All custodial and event personnel are trained in best practices for safe mitigation of possible contaminants Staff and volunteers are reminded to be sensitive to personal space for one another and guests and avoid touching people or their property Non‐essential personnel will be prohibited in backstage and food preparation areas Staff is encouraged to disinfect personal work areas and wash hands frequently Staff will be reminded not to come to work if symptomatic for a flu‐like illness Management will monitor and hold team accountable for complying with safety guidelines
Website includes latest safety guidelines and face covering requirements This plan is available for download on RuthEckerdHall.com
Purchasers must acknowledge the COVID‐19 screening and risk waiver to complete sale Information is included in the Know Before You Go email sent to ticket holders emphasizing self‐ screening and mitigation measures in place On‐site signage reiterates protocols, assumption of risk and face covering policy When advancing shows, the production manager will notify artist and/or road manager of protocols in place for their arrival on‐site. Artist needs and preferences will weigh heavily on backstage protocols for the event. Appropriate signage and sanitation will be present backstage.
Safety protocols will be communicated to participants prior to arrival Students (or legal guardians) will be asked to self‐screen and sign a waiver prior to entrance Faculty and signage will remind students to comply with guidelines
Safety protocols are communicated to the lessee in advance of the event Contracts include provision to comply with all guidelines and government mandates at the time of the event, up to and including cancellation or postponement The lessee is responsible for notifying their guests of restrictions Signage at entry reiterates protocols and face covering requirement
COMMUNITY‐BASED DECISION PROCESS Recovery is determined by the community and we will continue to cycle through these steps, applying new information as it becomes available, and maintaining best practices as we move forward.
Consult public health, legal, and economic resources for sound planning Research leading technologies and processes for moving forward Maintain Board of Directors approval Communicate plan to all stakeholders Implement and monitor protocols Listen to stakeholders via feedback and behavioral trends
APPENDIX A: PRODUCT SPECIFICATIONS NISUS DSV DISINFECTANT Q. What exactly is Nisus DSV? A. Nisus DSV is a disinfectant, sanitizer and virucide. It is a concentrate of four active ingredients (quaternary ammonias) diluted before use: Octyl Decyl Dimethyl Ammonium Chloride 1.65% Didecyl Dimethyl Ammonium Chloride 0.825% Dioctyl Dimethyl Ammonium Chloride 0.825% Alkyl Dimethyl Benzyl Ammonium Chloride 2.200% Q. Is Nisus DSV effective against SARS‐CoV‐2 virus, the cause of COVID‐19? A. The EPA has designated certain products for use against SARS‐CoV‐2 based on their proven efficacy against human coronavirus. These products can be found on the EPA’s List N. The chemical formula for Nisus DSV, 10324‐80 was added on 3/13/20, meaning the EPA has determined it qualifies for use against SARS‐CoV‐2 virus, the cause of COVID‐19. It performs as a disinfectant on hard surfaces and sanitizer on soft surfaces. www.epa.gov. Q. How is it applied? A. Surfaces are first cleaned to remove any substances that would block contact. Nisus DSV is then applied directly with mop, sponge, foam sprayer or by wet misting. It remains wet for 10 minutes and dries without residue. Source: Nisus Corporation Technical Services Bulletin • Nisus DSV and Coronavirus at a Glance • April 14, 2020
HVAC PHOTOHYDROIONIZATION® (PHI) PURIFICATION TECHNOLOGY by RGF® Air purification has become the gold standard in controlling exposure where people gather. A double blind study using PHI technology in a sneeze simulation chamber reported an 88% reduction in microbials three feet from the source. Third party laboratory and university studies report an inactivation rate up to 99+% elimination for:
H1N1 (Swine Flu) Avian Influenza (Bird Flu) Norwalk Virus Methicillin‐Resistant Staph Aureus (MRSA) Group A Streptococcus Streptococcus Pneumonia
Sources: Center for Disease Control and Prevention US Food & Drug Administration US Department of Health & Human Services Midwest Research Institute Kansas State University California Microbiology Center
Listeria Escherichia Coli (E. Coli) Clostridium Difficile (C. Diff) Tuberculosis Legionella Mold (90‐95%)