Production Paperwork

TV Production | Filming Risk Assessment (COVID-19 Compliant)       

 

Production Title: Hidden Truths

 

The contents of this risk assessment must be communicated to all students, staff, contractors, actors and persons involved. UCA has the right to terminate a production if we do not feel that satisfactory safety measures are in place.

 

 

Campus:  The Maidstone Studios
Course: BA(Hons) TV Production	Unit	Script to Screen	Year:	1	Group:	1
Student Producer Name & Contact Details (Email & Mobile): Layla O’Callaghan (2101862) +44 7952 436072
Student COVID-19 Supervisor Name & Contact Number: Georgia Thornton 07886296754
Unit Leader(s): Layla, Emily, Marcus, Natene, Georgia, Sam

 

Proposed date(s) and times(s)

Shooting Dates: 1. 24/11/2021 2. 3.		Shooting Times (Start to End) 1. 9:30AM – 4:30PM 2. 3.	Pack down times (non-shooting hours) 1.9AM – 5PM 2. 3.
Exact location of filming, including address & post code.	The Diner Maidstone Studios Vinters Business Park New Cut Rd Maidstone ME14 5NZ
Location Permission			Yes	No	N/A	Explain briefly where you are at with your permission, include the name/role/contact details of who you are liaising with at the location.
	Do you have signed location permission?		/			Permission gained through Laura.
	Does your location require you to complete their own risk assessment? If so, attach it to this risk assessment.			/
	Have you notified the local Council and Police? You must do so if you are doing any of the following: · Filming in a public place · Using weapons · Have cast in uniform				/
Address & phone number of nearest Walk-in Centre or Minor Injuries Unit	Maidstone Hospital Hermitage Ln Maidstone ME16 9QQ 01622 729000 A&E 24/7 Urgent Walk In Centre 8:30 – 18:30
Nearest bus and train stops to location/local taxi phone number	TV Studio Bus Stop (Near Tesco) Maidstone East Train Station 01634 222222
General fire/emergency plan of building/venue	Follow fire exit signage.
Work facilities – food & drink, toilets, secure storage etc	All of these are on site.
Brief summary of set & nature of filming/activity	Two characters having an argument in an american diner.

 

 

 

 

Names and contact details of the production crew/cast/documentary participants. (Add additional lines if required)	Name:	Role:	Contact Number:	Completed Online COVID-19 test? (Y/N)
	Layla O’Callaghan	Producer Director	+44 7952 436072
	Georgia Thornton	Sound Assistant DP COVID-19 Supervisor	+44 7886 296754
	Natene Lartey	Sound Assistant DP	+44 7757 720890
	Marcus Faulkner	DP ACTOR Waiter	+44 7955 752525
	Sam Keel	ACTOR Jax Jones	+44 7908 863849
	Emily Cheesman	ACTOR Liz Summers	+44 7359 011140

 

4. Identify potential hazards; who could be affected; how they could be affected; and list the control measures that will reduce the risk. University H&S policies can be found here.
Hazards or hazardous activity	Who may be affected? Crew, actors, participants (documentary), crew, helpers, public. How may they be harmed? Type of injury or health problem that might result i.e. cuts, bruises, fractures, electric shock, burns etc.	List the control measures you will put in place to reduce risks from the hazards to an acceptable standard Control measures should ultimately reduce the overall risk. Do not purely rely upon providing Personal Protective Equipment or rely on just ‘being careful’	Evaluate the probability and consequence
	Indicative values for P column (P = Probability) 1 = might happen, but unlikely 2 = could happen 3 = will probably happen	Indicative values for C column  (C = Consequence) 1 = can return to filming work after minor attention 2 = person unable to work for 3 days or longer 3 = permanent injury or death	P	C
Symptoms	Please highlight the risk that will occur if any member of the cast/crew display symptoms of COVID-19   The three common COVID-19 related symptoms according to the official government guidance are: ·   1. A high temperature ·   2. A new, continuous cough ·   3. A loss of, or change to, your sense of smell or taste.		N/A	N/A
Describe the specific Covid-19 controls:	Please see below “Notes for Filming During COVID-19” document below this risk assessment and write out your Covid-19 plan.	See examples below in “Notes for Filming During COVID-19” for details on how to minimise risk of Covid-19 transmission.  Also always refer to Government updates and guidelines: https://www.gov.uk/coronavirus
Covid-19 online learning:	Confirm that all production crew must complete the ScreenSkills online Covid-19 test (link available on myUCA).	All students and crew involved must have completed the online training
Managing distancing:		Students, cast & crew to keep at a 2m distance at all times from each other and event members.  Wear face masks at all times especially if they are conducting filming at 1m+
Shared materials & equipment:		Equipment will be wiped down before and after each person uses it.Equipment sharing will be avoided at all costs. Camera operator will remain the same on each camera. Gloves will be worn. Cast and Crew should avoid sharing equipment where possible. Cast will wear their own clothes and do their own make-up OR make up and wardrobe will be provided to cast by trained professionals who are wearing full PPE and observing hygiene arrangements.
Cleaning arrangements:		Anti-bacterial spray and paper towels will be available to sanitise equipment. Equipment should be cleaned before and after using it. If sharing of equipment is necessary, the equipment will also be cleaned before and after its use and transfer. There will also be an emphasis on cleaning high touch points on set such as door handles and light switches.
Hygiene arrangements:		Ensure regular hand washing is taking place throughout the day and face masks are worn throughout, and replaced as and when necessary in designated waste bins.
Minimising contact with multiple people:		All interviews/ meetings will be conducted online where possible.   Indoor location, all cast & crew to be kept to a minimum and observe social distancing and wearing PPE at all times.   / Outside location with minimal people on site in designated areas so keeping away from crowds should be easy to do.  Wearing masks and keeping a distance 1m+ will mitigate this.
Symptoms response plan:		Students, cast & crew to report to producer & UCA staff immediately if they feel unwell or begin displaying any of the Covid-19 symptoms.  Student to immediately stop work and isolate and return home and follow government guidance.
Please identify any crew or cast members that are at increased risk of contracting Covid-19:		No one has signalled that they are at increased risk of Covid-19
Track & trace arrangements (QR Code needed?):		All students to have NHS app downloaded and activated while on set and respond immediately should their app signal an alert.
Ventilation:		Indoor location, - Windows and doors will be kept open during rehearsals and preparation as well as after filming ensuring that there is sufficient ventilation. If possible, windows and doors will be kept open whilst filming.   Outside location so ventilation is available
Other Covid-19 Controls linked to the Production:
Travelling to/from location	How are you travelling to the location? The journey needs to be included on the RA as it is a major part of your shoot day.	Sam, Emily, Layla, Georgia and Marcus are all going in cars. Natene is using public transport to then getting a lift to the location.   Driving: The driver of the vehicle will adhere to the highway code and obey all speed limits and hazard signs presented on the journey. Our route will be pre-determined before departure and will be reviewed thoroughly to anticipate any potential hazards. All passengers in the vehicle will behave calmly to avoid distracting to the driver. The driver will not be tired or intoxicated; a backup driver will be provided if case this occurs. Face coverings must be worn by all for the duration of the journey when car sharing.   There is a car park on site where the cars will park.
Access/ Egress	This is all about keeping fire exits/doors and corridors free from clutter; evacuation routes must be kept clear at all times.	All exits to be kept clear and bags and belongings to be stored somewhere that doesn’t obstruct the doorways.	1	1
Allergens	If any of the cast/crew have allergies, you must make sure to state this in this section. Be as specific as you can!   (Specifically name any cast/crew that have an allergy and determine what that allergy is and how it affects them, including a list of symptoms)	Layla: Mature Cheese   Ensure anyone with allergies are kept away from anything they are allergic to. If posable avoid bringing the alergy items on set.	1	2
Animal	If you are involving animals in your scene/film, you must use this section to identify any potential hazards associated with that particular animal.	This is not a risk on this set	N/A	N/A
Audience / public	If you are working in a location that is open to members of the public, you must fill out this section. Examples: Public Parks, Libraries, town/city centres, shopping malls etc.	Entire shoot is in studio diner.	N/A	N/A
Boats/Open Water	Use this section if you are shooting at sea/open water or on a boat/ferry/sea vessel.	This is not a risk on this set	N/A	N/A

 

Camera movement	If you are using a Steadicam system, dolly, track or handheld camera work (if the camera isn’t mounted on a tripod, it’s camera movement) then you must fill out this section	The director will be the DP’s eyes to help guide them and to allow them to concentrate on what the camera sees. Any movement will be rehearsed before a take to ensure DP is familiar with it.	1	1
Confined spaces	Attics, pantries, cupboards, toilet cubicles; these are some examples of ‘confined spaces’.	This is not a risk on this set	N/A	N/A
Cranes, hoists, lifts & access platforms	Unless you are using a camera crane or cherry picker, skip this section.	This is not a risk on this set	N/A	N/A
Derelict buildings,  dangerous structures	If your location is not structurally sound, you must complete this section	This is not a risk on this set	N/A	N/A
Electricity	If you are using powered lights or electrical equipment, you must fill in this section.	All equipment must be PAT tested. If any equipment is found to be faulty do not use.   Do not overload plug sockets and ensure no personal items such as chargers are plugged in on set unless recently PAT tested.	1	2
Falling objects	If an objected is being dropped or thrown as part of a scene, you must complete this section.	This is not a risk on this set	N/A	N/A
Fire (if using naked flames)	Candles, campfires and paraffin lamps are examples of use of fire. If you are planning on using fire in your film, you must complete this section.	This is not a risk on this shoot.	N/A	N/A
Glass	Only applicable if you are using glass as a prop, or if there could be broken glass/debris on the ground at your location.	The milkshake glass may be made from glass. All cast and crew to handle with care to avoid dropping it.   If breakages occur then all cast & crew should be made aware of the area to avoid until the glass is cleared away.  This should be done using thick gloves and with a dustpan & brush/broom and disposed of into a clearly marked bag and put into a recycling bin.  No glass fragments should be handled.	1	1

 

Hand tools	If you are using hand tools to build a set/as a prop in the film, please make sure to complete this section.	This is not a risk on this shoot.	N/A	N/A
Heat / cold	Only applicable if you are shooting in hot or cold conditions.	This is not a risk on this shoot.	N/A	N/A
Inexperienced / children / vulnerable persons		This is not a risk on this shoot.	N/A	N/A
Location Lighting	Cast/Crew – could get burns from mishandling the lights, and could burn retinas from looking into the lights.	Using hot lights. Always use gloves when adjusting lighting. Always fully uncoil extension leads due to the light wattage. Dont plug multiple into 1 extension lead. Wait at least 20 mins for lights to cool down before handling.	1	2
Lone working	Not permitted (unless in own home)	No lone working on this shoot.	N/A	N/A
Manual Handling	Only applicable if you are lifting heavy objects (tables, sofas etc.) at any point during your shoot	Some of the equipment may be heavy. Apply correct lifting techniques whenever moving heavy objects (bend knees, straight back). Ensure that heavy loads are lifted/moved by multiple crew members. Crew members should be made aware that they must ask for help if an object is too heavy or awkward to lift by themselves.	1	1
Noise	This can be for noise levels generated by your production or working in a loud environment (factory, airfield, shooting range etc.)	This is not a risk on this shoot	N/A	N/A
Physical Exertion	Running, fighting, dancing; anything that increases your heart rate/physically draining through excessive motion.	This is not a risk on this shoot.	N/A	N/A
Poor visibility / night shooting	Only relevant if you are shooting at night time or in an area with poor visibility (no street lighting, heavy fog etc.)	This is not a risk indoors.	N/A	N/A
Roadside working, traffic, vehicles	If you’re working along side a busy road or in a town/city centre with lots of traffic, complete this section.	There is none in this shoot.	N/A	N/A
Psychological and emotional vulnerabilities (e.g. stress)	If you are filming emotionally vulnerable-making content such as intimacy (nudity, simulated sexual content or sexual violence) or other intense violence, you should fill out this part of the risk assessment.       For guidance on working with intimacy, please use the following links:   https://www.directors.uk.com/campaigns/directing-nudity-and-simulated-sex   https://www.directors.uk.com/news/intimacy-in-the-time-of-covid-19	There are none in this shoot.	N/A	N/A
Stunts	Smashing props/scenery, parkour, gymnastics, choreographed fight scenes; these are all stunts and come with their own set of risks.	There are none in this shoot.	N/A	N/A

 

Trailing cables	If you are plugging devices into the wall (cameras, lights etc.) then you will need to manage the cables correctly to ensure that no cast/crew members are injured.	All cables to be tucked out of the way and not across main walkways. Cable locations will be pointed out to crew to avoid trips. Tape will be brought to stick cables down if necessary.
Messy environment (equip / props)	If you are shooting in a cluttered environment such as an attic, bedroom or any area where you cannot see the floor, this is classed as ‘messy environment’.	This is not a risk with this shoot.	N/A	N/A
Violence, aggression, public disorder, war, terrorism	If you are shooting scenes at a rally or protest for example, you will have to consider the cast/crews personal safety.   See Foreign & Commonwealth Office in relation to the Terrorism Risks for your destination.	This is not a risk with this shoot.	N/A	N/A
Visual effects: smoke, snow, fireworks, fake blood	If you are using a smoke/fog/snow machine, fake blood or flares/fireworks, you must complete this section.	There are none in this shoot.	N/A	N/A
Water	If you are working in or nearby a body of water (river, lake, pond, sea, swimming pool etc.) then you must complete this section.	This is not a risk with this shoot.	N/A	N/A
Weapons	If you are using imitation weapons in a public place, you must fill out this section.	There are no weapons on this shoot.	N/A	N/A
Weather	If you are shooting any scenes outdoors, you are likely to be affect by the weather and must therefore complete this section.	Entire shoot is indoors.	N/A	N/A

 

Working at height	If you are using ladders or shooting from a height (i.e. from a roof or tree), you must complete this section.	This shoot involves no working at height.	N/A	N/A
List ALL items of UCA –owned equipment on loan for this project or report if you are using your own kit		UCA Kit: Tripod Boom and mic 3 Lights and Light Stands External Sound Recorder (TASCAM) Clapperboard   Personal Kit: Neewer Shoulder Rig 2 Nikon DSLR’s 1 tripod

                                                         

	Mark an X next to your choices
5. With control measures in place what is the likelihood of an injury or health effect?	Minor 1		Moderate 2		Major/Fatal 3
6. How likely is the most significant hazard to cause harm?	Unlikely 1		Likely 2		Very Likely 3
7. Calculate the risk score (use the figure which represents the highest risk of all present hazards)	Low 1-2		Medium 3-4		High 6-9

 

8. Signatures

The names below are confirming the date that they have read and discussed this risk assessment with the production team.  Based on the information supplied on this form it is noted that the control measures are considered appropriate and proportionate to the hazards identified.  At all times, students retain responsibility for their own safety and for those around them.

Student Producer: Layla O’Callaghan	Date:  17/11/2021
TVP Production Coordinator: laura coull	Date:  22.11.21
Covid-19 Supervisor: Georgia Thornton	Date:17/11/2021

 

Notes for filming during COVID-19

 

Any questions/issues please email Laura - lcoull@uca.ac.uk

 

The health and safety of all Cast & Crew members is paramount.

It is crucial that no one comes to class/ work if they are experiencing symptoms. Each unit will need its own WhatsApp group in order to find cover and someone to stand in case we have a student ill/ absent on the day of filming.

 

Please make sure you do a personal risk assessment based on your current health status. We don’t want to place any cast/crew members that are clinically vulnerable at increased risk of contracting COVID19. We will be able to have you reallocated for a less risk-adverse role if you share this information with us in confidence.

 

It is important for the COVID-19 Supervisor to remind cast and crew that they must not come to set if they or a member of their household is displaying COVID-19 symptoms. (Keep up to date with the U.K. Government Guidelines).

 

In order to keep everyone safe and healthy, the guidance is that if anyone in the crew or cast shows these symptoms (fever, cough, loss or change in smell/taste), they will immediately self-isolate for 10 days, inform 1st Assistant Director & Line Producer/ Unit leader and prepare to go for a testing. Anyone in the same household would self-isolate for 14 days as a safety measure, and would also immediately inform 1st AD & LP. Please follow further government guidance.

 

For the film shoots, all cast & crew members should purchase a personal thermometer. All cast & crew is required to take temperature every morning and at lunch time, and report if significant changes to the previous time. Anything greater than 37.8C is considered as temperature.

 

We all need to make sure that:

-    Everyone (cast & crew) who will work on set will have completed and passed a Coronavirus basic awareness on production training which can be found at:

https://www.screenskills.com/online-learning/learning-modules/coronavirus-basic-awareness-on-production-training/

This training can be done independently and confirmed on the first day of Screen unit (students and staff will receive a certificate upon completion).

-    Each production needs to include added COVID-19 risk on this Risk Assessment in which risk has been evaluated and taken into account in regard this particular production.

-    Every production needs to assign a designated Covid-19 Supervisor. This role in our Screen scene productions can be assigned to the Assistant Director. The COVID-19 Supervisor’s primary function is to ensure that the measures outlined in the COVID-19 Risk Assessment are communicated effectively and being adhered to.

-    Call sheets should clearly display details of available mental health support across the campus and online, as well as include the contact details of the unit leader.

 

COVID-19 - SAFETY PROTOCOLS

 

BEFORE

-    All meetings that are possible to be had online, should be had online via Teams/ Zoom/ Collaborate/ Skype/ WhatsApp etc.

-    Cast & crew should make plans to avoid public transport where possible. Use private self-drive transport where possible.

-    Travel from abroad: ensure UK Government guidance on quarantine is adhered to immediately upon arrival

-    Hold auditions online where possible.

-    Plan filming to take place outside where and when possible.

-    Rehearsal space should allow 4 m per person. (4 x 4 = minimum 16 m2)

 

DURING

-    Students must ensure hands are recently washed, sanitised before collecting and setting up equipment. Sanitisation stations need are available in the baseroom.

-    A “Hygiene Station” is in place in the baseroom. Make PPE available for all cast & crew

-    Staggering call times to allow enough time for departments to prepare on set while following Social Distancing rules

-    Limiting access to the set and other communal work areas to one department at a time

-    Only allow visitors in exceptional circumstances

-    Cast will wear own clothes and do own hair and make-up.

-    Number of supporting artists will be restricted where possible.

-    Doors and windows will be kept open during rehearsals and preparation.

-    When filming, we will ensure participants retain the required social distancing, and preferably do not sit or stand directly face-to-face.

-    Cast & crew should avoid the need for sharing or passing around items, e.g. pens, printouts, iPads 

-    Work that can be done remotely should be, e.g. briefings, rehearsal viewings

-    Use radio, phone and video link where possible, for communication between set and rehearsal performers

-    Keep cast and stunt performers in place for as little time as possible

-    Try to avoid performing in a face-to-face position

-    Consider a testing regime for cast and stunt performers if essential close   proximity working is required

-    Cast members will be on set only when required for their scene and to avoid unnecessary contact with other crew at all times

-    Allow only key performers, integral to the scene, on to set at a time

-    Ensure that a “Hygiene Station” is in place, where cast & crew can wash their hands & collect/dispose of PPE.

 

AFTER

-    Measures should be taken to clean and disinfect all working, waiting and other communal areas. Extra care should be paid to disinfecting high-risk areas such as door handles, and everyone’s own technical equipment.

-    Ensure waste is removed daily. A clear waste management process needs to be set up, taking into account safe handling and disposal (or recycling where applicable).

-    Keep all sets, props and other work spaces secure when not in use.

Executive Producer: Producer: Layla O’Callaghan Director: Layla O’Callaghan Production Manager: Production Coordinator:	HIDDEN TRUTHS	DATE: Wednesday 24th November 2021
WEATHER: N/A       First Aid kit Location	CALL TIME 09:00 Check grid for individual call times	LUNCH 12:00

 

 

 

 

Production Office Address			Nearest Hospital to Set
Maidstone TV Studios   Maidstone Studios Vinters Business Park, New Cut Road, Maidstone Kent, ME14 5NZ			Maidstone Hospital   Hermitage Ln, Maidstone ME16 9QQ
LOCATIONS
#	Location	Address		Parking			Contact
1	Maidstone diner	Maidstone Studios Vinters Business Park, New Cut Road, Maidstone Kent, ME14 5NZ		On site, Free			01622 600 000 info@maidstonestudios.com hello@maidstonestudios.com
Scene and Description					Cast	Pgs		Loc
Conversation in diner, Jax is grabbing Liz’s arm. They are standing then move to sit at a booth. The conversation is heated.					3	3,4,5		Diner
						TOTAL PAGES:		3

#	Cast	Role	Call Time	Pick Up Time	MU/WD	Set Call
1.	Emily Cheesman	Liz Summers	9:00		Own
2.	Sam Keel	Jax Jones	9:00		Own
3.	Marcus Faulkner	Waiter	9:00		Own

 

 

Extras/Background

N/A

Transportation

Self-transportation, Local bus route available

Catering

Canteen on site

SET REQUIREMENTS

Props: 2 Backpacks, Milkshakes, Waiters tray

Special Effects: N/A

Vehicles: N/A

Wardrobe: Actors dressing themselves

Makeup: Actress doing own makeup

Set Dressing: Location is already fitting

 

Producer Layla O’Callaghan + 44 7952 436072

DIRECTOR Layla O’Callaghan + 44 7952 436072

CAMERA Marcus Faulkner +44 7955 752525

SOUND Natene Lartey +44 7757 720890   Georgia Thornton +44 7886 296754

ASSISTANT D.P. Natene Lartey +44 7757 720890   Georgia Thornton +44 7886 296754