Ensuring venue safety protocols is a vital part of theatrical production, especially in times of health and environmental risks. As a stage manager, you have a key role in planning, implementing, and monitoring the safety measures for your cast, crew, and audience. Here are some tips on how to do it effectively.
Before you start rehearsing or performing, you need to conduct a thorough risk assessment of the venue and the production. This means identifying the potential hazards, such as fire, electricity, falls, props, costumes, or COVID-19, and evaluating the likelihood and severity of harm. You also need to consider the specific needs and vulnerabilities of your team and guests, such as allergies, disabilities, or medical conditions. Based on your assessment, you can develop a safety plan that outlines the preventive and corrective actions, roles and responsibilities, and emergency procedures.
Risk assessments for any production isn’t a one and done event, they should be redone continuously as you work and especially when changes are made, every time the scene, props, location, people etc. changes. This could prompt a retraining of the safe practices also. Good risk assessments are done continuously and should become part of your unconscious (muscle memory) way of thinking.
* Summary Format * Human performance factors can have as much of a role in a jobsite incident as a physical hazard. It is important to recognize the role they play in our work day today. When these factors interfere with our ability to work safely it is important to stop work and address the issue. Eliminate the hazards associated with human performance just as you such as an unguarded machine hazard or a fire hazard. Good morning all Stay safe Maintain social distance Use face mask *Remember success starts with safety*
While risk assessment is key I do believe one should develop a comprehensive emergency plan. Risks you can reduce and manage, however, if there is a failure, you need to manage that properly.
Ensuring venue safety protocols involves conducting risk assessments, developing and regularly updating emergency plans, complying with safety regulations, training staff, implementing security measures, establishing health protocols, providing first aid services, maintaining reliable communication systems, managing crowds effectively, and continuously monitoring and improving safety procedures.
Conduct a thorough risk assessment to identify potential hazards and vulnerabilities. Evaluate the venue layout, access points, and emergency exits.
Once you have a safety plan, you need to communicate it clearly and consistently to everyone involved in the production. This includes the director, the actors, the technicians, the designers, the front-of-house staff, and the venue owners. You can use different methods, such as meetings, emails, posters, signs, or announcements, to inform them of the safety rules and expectations. You also need to provide them with the necessary training, equipment, and resources to follow the protocols. For example, you might need to teach them how to use fire extinguishers, wear masks, or sanitize their hands.
We used to do alarm rehearsals. On any random day and time the alarm would go off for the safety managers to see if we use the right paths and how we behave. For us this was essentially practicing scenarios in which we would need to evacuate the theatre.
Training should be ongoing and updated or redone as changes are made to the production. For productions that have any high risk events such as fire arms, pyrotechnics, working at heights, working on or in water, fast vehicles etc. a safety review meeting should be held with the safety manager/producer, stunt coordinator, area managers to outline and document the safe practices that will be needed and how they will be managed. Those involved with each scene involving these events should be trained and then specific safety meetings should be held before any scenes are performed as a reminder/review. Another safety meeting should be held if anything changes for a specific scene.
Set up clear communication channels for attendees to report safety concerns or emergencies. Use signage to clearly mark exits, emergency equipment, and restricted areas.
Communicate the Protocols Crew Training: Ensure all staff, including cast, crew, and volunteers, are trained on safety protocols. Audience Communication: Use signage, announcements, or digital methods to inform the audience of emergency exits, restrictions, or evacuation procedures. AI-Enhanced Communication: Leverage AI tools to send real-time alerts and reminders to crew members regarding safety compliance (e.g., reminders on PPE or safety checks).
Communication is not enough; you also need to monitor the compliance of the safety protocols throughout the production process. This means checking regularly that the venue and the equipment are in good condition, that the safety signs and instructions are visible and updated, that the team and the audience are following the rules and wearing the appropriate gear, and that any incidents or issues are reported and resolved promptly. You also need to keep records of your safety inspections, audits, and evaluations, and review them periodically to identify any gaps or improvements.
Ensure compliance with local, state, and federal safety regulations. Obtain necessary permits and licenses. Develop a detailed safety plan covering emergency procedures, evacuation routes, and contact information for emergency services. Include specific plans for fire safety, medical emergencies, and natural disasters.
Supervise in Real-Time: Appoint safety officers to regularly check compliance with safety procedures before, during, and after performances. AI Monitoring: Utilize AI-powered monitoring systems (such as cameras with safety compliance tracking) to detect issues, such as overcrowding or non-compliance. Incident Reporting: Use digital platforms to record and track safety issues in real time for immediate resolution.
Safety protocols are not static; they may change depending on the circumstances or the feedback. As a stage manager, you need to be flexible and adaptable to adjust your safety plan and practices according to the changing needs and conditions of your production. For example, you might need to modify your staging, lighting, or sound effects to reduce the risk of fire or noise, or you might need to implement new measures to comply with the latest health guidelines or regulations. You also need to communicate any changes to your team and your audience, and ensure that they understand and accept them.
Safety is not an on/off switch. It exists on a spectrum and involves many types of hazard mitigation. Never assume that because you have mitigated one hazard that it is now suddenly “safe”
Stay Flexible: Be ready to update protocols based on changing health and safety regulations, audience sizes, or new production elements. AI Forecasting: Use AI to predict possible future risks or changes in safety needs based on evolving conditions (e.g., weather forecasts, crowd trends). Regulatory Compliance: Adapt quickly to comply with updates from local health and safety authorities or industry standards.
Finally, you need to seek feedback and support from your team and your audience on the effectiveness and satisfaction of your safety protocols. You can use different methods, such as surveys, interviews, or focus groups, to collect their opinions and suggestions on how to improve your safety performance and experience. You can also consult with other stage managers, venue owners, or safety experts to learn from their best practices and challenges. By seeking feedback and support, you can enhance your safety skills and reputation, and foster a culture of safety in your production.
Staff Feedback: Regularly gather input from the production team, security personnel, and venue staff to identify any safety concerns. LinkedIn Community Insights: Tap into the LinkedIn community to share experiences, gather best practices, and seek expert opinions on venue safety improvements. AI-Powered Surveys: Use AI tools to distribute and analyze feedback from attendees, crew, and safety personnel to make data-driven safety improvements.
On your morning walk ensure that you write down any changes that may have occurred over the last shift . Ensure that changes are mentioned in the morning safety meeting at the beginning and at the end of the safety meeting for those who are late or not paying attention.
Crowd behaviour based assessment and precaution is crucial in ensuring the safety and security of large gatherings. Understanding how crowds behave and react to different situations can help authorities develop effective strategies to manage them. Additionally, the geological condition of the location plays a significant role in determining the suitability of hosting events. Factors like terrain stability, flood risks, and seismic activity are considered to ensure the safety of attendees. Furthermore, recent national and international issues are also taken into consideration to address any potential security threats or concerns that may arise during the event.
Monitoring of weather conditions of threat of sever weather is indicated. Knowing how to reach you local first responders. This isn’t an issue for theaters but for film locations especially remote areas it is a hazard. And they should she brought to the location so they know how to find you and they need to know your work schedule. Depending on the location you may need satellite phones vs. cell phones.
The big three will always be TIM: Train- make sure all employees are fully trained on every piece of gear and with every piece of material they are working with including all local fire health and safety codes that might govern their task Inspect- set an inspection schedule for each gear both regular and periodic inspections depending on the material being used. *If you don’t know how often to inspect your gear always refer to the manufacturer* Maintain- once inspected make sure that any potentially damaged gear is removed from service IMMEDIATELY and sent for repairs or to be replaced There should be no excuse for someone working on a piece of gear they might be unfamiliar with that no one has done any regular inspections or maintenance on
Trainings Provide comprehensive safety training for all staff, including emergency response, first aid, and crowd management. Conduct regular drills to ensure staff are familiar with procedures. Security Measures: Implement security measures such as surveillance cameras, metal detectors, and bag checks. Hire trained security personnel to monitor the event and handle any security incidents. Health and Hygiene: Ensure the availability of hand sanitizers, clean restrooms, and proper waste disposal. Implement health protocols, especially in light of infectious diseases, such as temperature checks and vaccination checks if necessary.