This is a step-by-step guide to assist you in complying with the Occupational Health & Safety (OHS) Program.
Step 1: Communicate with Your Production Safety Representative
- Contact your Production Safety Representative when the production office opens. If you do not know who your Safety Representative is, contact the Warner Bros. Department of Safety & Environmental Affairs (S&EA) at (818) 954-2890.
- Involve in the process as soon as possible.
- Invite to all key events (tech scouts, production meetings, etc.).
- Inform of all schedule and other changes (scripts, locations).
- Involve your Production Safety Representative in all distribution.
- Arrange the following Orientation Meetings with your Production Safety Representative:
- Head of Department (HOD) Safety on the Set Orientation (approximately 1 hour)
- Scripted TV = schedule approximately 2-3 weeks out from first Tech Scout of the season
- Features = schedule approximately 4-5 weeks out from the Tech Scout
- Unscripted = schedule prior to the start of filming
- Crew Orientation Video (approximately 30 minutes) – COMING SOON!
- Schedule online video for crew within their first three (3) days of employment or same time as Production HR Bullying and Harassment training.
- Head of Department (HOD) Safety on the Set Orientation (approximately 1 hour)
Step 2: Complete and Print Out the Production Safety Manual
Features and Scripted Television Productions:
- Print out 3 copies of the Television and Feature Production Safety Manual one each for:
- The Production Office
- Assistant Directors
- Construction Coordinator
Non-Scripted Television Productions:
- Print out 3 copies of the Non-Scripted Television Production Safety Manual one each for:
- Line Producer
- Stage Manager
- Construction Coordinator
Step 3: Distribute Production Safety Responsibilities to All Production Employees
- Print out and distribute the Position Safety Responsibilities for the key positions on your crew.
Step 4: Ensure All Employees are Trained
- Check the Star Program for the training status of every employee you hire to ensure training is up to date.
This includes the status of any employee who will be using the following equipment:
◦ Forklift (Refresher every 3 years)
◦ Aerial Lift
◦ Telehandler (Refresher every 3 years)
◦ Fall Protection - Where training cannot be verified or is not current per the criteria referenced above, contact your Production Safety Representative as soon as possible to assist in arranging crew training during the Prep Phase.
- Tell your crew members that they MAY NOT perform any work for which they have not been specifically trained and authorized!
- Access the Codes of Safe Practices to help train your employees.
- Please have your employees sign a Codes of Safe Practices Acknowledgement Form for any Codes of Safe Practices you give them.
Step 5: Provide Safety Guidelines to Cast and Crew
- Every employee is to read the Production Safety Guidelines. Print these guidelines for your crew.
- All employees (Production and Construction) should sign an Employee Acknowledgment.
For Non-Scripted Television Productions, use:
Step 6: Establish Site-Specific Emergency Response Plans
- An Emergency Response Plan (ERP) describes the actions and procedures that need to be taken during an emergency.
- Production should create an ERP for each worksite and filming location that includes, but is not limited to:
- Site / location plan
- Notes showing paths, areas of egress, muster station/area
- Emergency contact information
- Communicate the Emergency Response Plan to cast and crew so that they are aware of how to react in emergency situation. Production employees should speak to their supervisor if emergency procedures are unknown.
- It is recommended that once an ERP has been developed for the production office, stages, shops, and mills, that an emergency drill or walk-thru be conducted. Contact your Production Safety Representative to coordinate.
Step 7: Department Heads Complete Inspections and Other Forms and Risk Assessments
- Regulations require that your compliance with safety laws be documented. We have provided some simple Safety Forms to help you.
- A space at the top of each form will tell you who is responsible for filling it out, and when it needs to be done.
- The Production Coordinator must fill out:
- OHS Contact List and
- Incident Accident Investigation Form
- Office Inspection Checklist (to be completed at the Start of Prep and at Wrap)
- Distribute and fill out all relevant Safety Forms to all Heads of Department (HODs).
- A Forms Chart has also been provided as a guideline for what forms need to be done, when, and by whom.
Step 8: Include Safety Hotline Information on All Call Sheets
- See that all Call Sheets refer to the appropriate ActSafe Safety Bulletins that apply to the day’s scheduled production activities.
- Attach PDF files of the Safety Bulletins to all Call Sheet email blasts.
- Post applicable Safety Bulletins on set where all Cast and Crew can review them.
Step 9: Conduct Bi-Weekly Safety Talks
- Have your Construction Coordinator and other HODs give a Safety Talk every other week.
- Have employees sign a Safety Talk Attendance Form. Send the original to the Production Office and a copy to your Production Safety Representative.
Step 10: Post Important Safety Posters
- Post important Safety Posters.
Step 11: Report Safety Concerns
Inform everyone on your cast and crew that they can anonymously report all safety concerns by calling the Safety Hotline at +1 (818) 954-2800 or +1 (877) 566-8001 Toll-Free (U.S./Canada) or by submitting an anonymous report online.
Step 12: Maintain Safety Program Records
- Maintain copies of the completed written:
- Production Safety Program
- OHS Program Cover Sheet
- Inspection Forms
- Safety Forms
- Incident Reports
- And other applicable records (e.g. engineering, environmental, drone flight plans, etc.)
- Copies of department specific records, (e.g. inspection, training sign-in sheets) should be maintained at the Production Office and or stages and locations.
Congratulations!
By completing this step-by-step guide, you have put your production on track to compliance with the Occupational Health & Safety Program. If you have any questions at all concerning the safety of any aspect of your production, please call your Production Safety Representative or the WB Department of Safety & Environmental Affairs at (818) 954-2890.
Thank you and have a great season!