CENTS & COMMON SENSE  [PART 1]   SLIP AND FALL

When it comes to insurance, one thing is abundantly clear. When things are safe (no injuries or property damage) everyone wins. When things are unsafe (injuries or property damages occur) everyone loses. If a submitted claim is paid, and most of them are, costs go up. For every unsettled claim that goes to court, win or lose, the costs are higher still. If your group incurs too many losses, you may end up paying the ultimate cost; increased premiums or outright cancellation. The cents of it, as well as the sense of it, therefore, leads us to something called Loss Control.

Loss Control is any combination of actions taken to reduce the frequency or severity of losses. Battery operated emergency lights reduce the chance of injury during an emergency evacuation. A dead bolt lock reduces the chance of burglary. Glo-tape on step edges reduces the chance of a slip and fall accident.

If you own your theatre, your liability is obvious. You are responsible for all care and maintenance. If you lease or use someone else's theatre, you liability is less clear so you have the added obligation of determining who is responsible; you or the owner.

There is a general rule to consider when leasing.  Your insurance is intended to deal with claims as respects your negligence; not the owner's.  If your agreement with the owner says that an area is under your care custody & control, then you are liable for what happens in that area.  Whatever agreement you have with the owner should, therefore, clearly spell out and limit what areas of the performance facility are your responsibility.  For example, if the owner is responsible for snow removal and one of your patrons falls in the snow-covered lot, it should be the owner's negligence; not yours.

Loss Control for community theatres covers a multitude of topics, so this article will be divided into these segments: Slip and Fall,  Life/Safety Issues, Emergency Preparedness.  All three topics deserve your attention whether you own your theatre or lease/use someone else's performance space.
 
 

SLIP AND FALL The vast majority of community theatre claims involve some kind of slip and fall accident.  According to one insurance survey, 70% of all slip and fall accidents occur because of a structural or constructed defect that reasonable maintenance could have reduced or eliminated.  With this in mind, consider a thorough review of your performance facility using the following general recommendations:

STAIRS  If the height of stair risers or depth of stair treads is non-standard, the probability of a slip and fall increases significantly.  A standard rise is 6 1/2" - 7 3/4".  A standard tread is 9 1/2" - 10 1/2".  If your stairs are non-standard, alert people by using glo-tape, signs, better lighting, contrasting colors.  Most stair accidents occur because of non-standard geometry so it makes sense to let people know about "long steps", "steep risers", "short landings".  Treads should be non-skid. DO NOT use portable, unanchored stairs during rehearsals to provide access between the auditorium and the stage.

HANDRAILS  If there is anything approaching a fail-safe factor, it is handrails on both sides of the stairs.  Handrails should be 34" - 38" high.  An ideal handrail has a diameter of no more then 2 inches, is smooth and uninterrupted in length.

RAMPS  The maximum slope for a ramp is 1' of rise for every 12' of length.  A non-standard ramp increases the risk of a slip and fall.  A good safety measure is strip lighting along both sides of a ramp.  Alert people as you would stairways.

FLOOR COVERING  Use floor coverings with a high friction coefficient such as brushed concrete or sand impregnated paint.  Use only non-slip waxes. Changes in floor covering should be smooth and clearly marked with contrasting colors.

SPILL PATROLS  Any liquid will significantly reduce the coefficient of friction making any surface more slippery.  Develop and rigorously enforce regular spill patrols for common areas such as the lobby, bathrooms and kitchen.  Clean up spills immediately.  Place a "Caution-Wet-Floor" sign over any spill that cannot be cleaned up immediately.  Correct chronic wet-floor areas in a timely manner.

ENTRANCES  (1) Ideally, a grate system with catch basis should be installed to collect snow/water.  An alternative is to use "slop rugs" to absorb tracked-in snow and water.  BE CAREFUL!  Snow/water on bare floors near an entrance should not simply be mopped up.  This can leave behind a thin film that instantly freezes and creates even more danger.  (2) Large plate glass doors/windows should be marked with etchings or decals.  (3) Mark all elevation changes with contrasting colors.

SNOW REMOVAL   Parking lots, sidewalks, curbs and entrances should be kept clear of snow and ice.  Determine who is responsible and inspect; particularly if you are using someone else's facility.  Check for Certificates of Liability and Workers' Comp coverage if this work is subcontracted.  Have subcontractor's phone number readily available.

PARKING LOTS  Wheel stops should be placed so parked cars cannot extend into designated walking areas.  Wheel stops, speed bumps, etc. should be painted yellow so people do not trip over them.  Traffic patterns should be plainly marked and speed limit signs posted.  Adequate lighting is essential for safety and security.  Minimize potholes.  If you are using someone else's facility, determine who is responsible for the conditions of the parking lot.

SEAT MAINTENANCE  Seats should be inspected prior to each performance.  Broken or unusable seats should have an "Out of Order" slipcover.

ACCOMMODATIONS OF DISABLED  The Americans With Disabilities Act [ADA] outlines specific requirements, but even if your group is exempt from some ADA requirements, you should have a reasonable plan to accommodate disabled persons that appropriate personnel know about and are capable of carrying out.  Having a specific plan goes a long way toward preserving dignity while minimizing risk of injury or disruptions.

GENERAL BUILDING MAINTENANCE  Your group should have a written general maintenance program to identify and correct typical safety matters on a regular basis.  Are there rips in the carpeting, loose tiles, loose handrails, chronic leaks, broken seats?  Is debris collected and removed regularly?  Do warning signs, glo-tape, etc. need to be replaced?  Are sidewalks kept clear of debris?  Are there repairs needed to sidewalks or parking lots?  Have trees grown so that they now pose a threat to your building?  Do light bulbs or batteries need replacements?  These are just a few of the things that need to be checked regularly.

While nothing you do will guarantee the complete elimination of all slip and fall accidents, it is obvious that there is much you can do to reduce their frequency and severity.  A regular inspection of your facility is essential.  These recommendations are general in nature.  If you have specific questions or concerns regarding your particular performance space, please contact my office at the toll free number [800-259-6720].
 
 

CENTS & COMMON SENSE [PART 2] LIFE/SAFETY ISSUES

LIFE/SAFETY ISSUES  In my last column, I discussed slip and fall loss control issues.  There are a number of other important life/safety issues that go beyond slip and fall.  Whether you own, lease or use a theatre, timely inspections and regular maintenance regarding these issues are crucial to the success of any loss control program.

EXITS/EGRESS  Some critical safety requirements to consider include:

The number of exits required is based on seating capacity.  Over 1000 seats requires at least 4 separate exits.  Over 600 requires at least 3.  Under 600 requires at least 2.  All exits must always remain unobstructed and unlocked for scheduled performances.  All exits must open out.  If a door open in, change it; now!

Panic Hardware is an essential requirement.  While they obviously cost money, it is really not possible to overestimate the importance of panic hardware in minimizing the risk of serious injury or even death in an emergency evacuation situation.

Emergency Lighting is the other invaluable life/safety requirement.  Battery operated, these lights illuminate exit routes when regular electricity fails in an emergency.  For about $100. you can buy a battery operated, combination exit sign/emergency light.  Your house manager/usher should check them before every performance.

FIRE ALARM"systems" can be simple smoke detectors to elaborate fire alarm systems keyed to emergency receiving stations with fully automated sprinkler systems.  Review your facility with your local Fire Marshall to establish required/recommended protection levels.  To be effective, any fire alarm system should be inspected regularly.

FIRE EXTINGUISHERS  Your Fire Marshall can also help you determine the proper type, size, number and placement of fire extinguishers.  Extinguishers need to be readily available; not cleverly disguised so no one will notice them.  Inspect regularly.

SMOKING  The ideal is no on-premises smoking.  If this is not possible, clearly identify and enforce limited designated areas.  Provide metal containers for disposal.

ENERGY SYSTEMS  Heating and air conditioning systems need regular expert care.  Because I change my home furnace filter yearly does not make me a heating/cooling expert.  Get them inspected and serviced regularly.  Keep a written log of all inspections and services.  Never use the furnace area to store flammable materials.

MECHANICAL THEATRICAL EQUIPMENT  The type and variety of mechanical equipment used by theatres is extensive.  Follow these general rules:

Wiring-not frayed, intended use only, not excessive for load capacity, not jury-rigged, inspected regularly, minimize extension cords.

Safety features-installed by the manufacturer on various mechanical equipment, these features should never be removed or circumvented.

Operations-people who do not know how to operate mechanical equipment should not be allowed to do so unless someone knowledgeable and experienced has shown them proper operating and safety procedures.

Lighting-safety chains on hanging lights; especially if they extend over the audience.  Blinded by the dark-actors get injured exiting a stage because the off-stage area is totally blacked out.  Use strategically placed blue lights to ease the transition.

SECURITY  Community theatre typically depend on lots of volunteers having easy access to theatre properties.  While total security may not be possible, there are things you can do.  Your local police can inspect your premises and make specific suggestions.

Deadbolt locks.  Record who has keys. Secure basement/ground level windows.

Adequate exterior lighting to discourage crime.

Computer inventories of your costumes, lighting/sound equipment, tools, props are invaluable and easy to update.  Use labels that cannot easily be removed.  Limit access.  If you loan properties, establish an effective checkout/return system.

Expensive electronic equipment is a favorite target. Sadly, a lot of this theft is internal.  Keep equipment in locked areas and limit access.  Loss claims typically involved sound equipment, computers and power tools.

Musical instruments, especially electronic items, are another target.  Musicians should take their instruments with them unless you provide a locked storage room. Never permit instruments to be left in the orchestra pit; especially when you are performing in a leased facility.  You have no idea who else has access.

Limit access to your box office.  Establish reasonable accounting procedures and security measures.  Your local police can assist you in training box office volunteers regarding robbery attempts and other threats to security.

INFLAMMABLE MATERIALS  While there are exceptions, no doubt, most theatres do not have too much in the way of hazardous materials other then various paints and perhaps gas for the lawn mower.  Flammable liquids should be stored properly.  There are recommended metal storage cabinets for flammable liquids available.  Check you local sources.

The recommendations outlined above are necessarily general.  If you have specific questions or concerns regarding your particular performance space, please call me at the toll free number [800-259-6720].
 
 

CENTS & COMMON SENSE [PART 3]  SAFETY/EMERGENCY PREPAREDNESS

SAFETY/EMERGENCY PREPAREDNESS  In my previous two columns, I discussed a wide range of safety/loss control recommendations. Most of these are designed as preventive measures and if attended to properly and regularly, they work.  What do you do, however, if a real emergency situation arises?  The keys to success are ADVANCED PREPARATION and REGULAR REVIEW.

ADVANCED PREPARATION

EMERGENCY NUMBERS  Maintain a current lost of emergency numbers.  911 does not always produce the fastest result.  In addition to the police, fire, EMS, include numbers for snow removal, tow truck, plumber, heat/cooling.  Post numbers at each phone, ticket booth, stage manager's station, kitchen, dressing room and green room.

EMERGENCY EVACUATION PLAN  Develop a floor plan that clearly marks the exits and easiest route to the exits.  Include location of the house manager and stage manager.  Indicate driveways and cross streets.  Make sure the police, fire and EMS have a copy of this plan so they know where to go in an emergency.  In fact, most local emergency services will gladly assist you in developing your plan.  In a real emergency an exit may not be available, so plan alternate routes.  The house manager must review the evacuation plan with ushers before every performance and assign clearly defined emergency tasks; particularly posting ushers at emergency exits.  This is one reason why ushers should wear usher tags.  People in authority should speak firmly, slowly and calmly.  If there is a power failure you will lose your sound system.  Have an alternative plan in mind such as a portable bullhorn.  Have the actual evacuation announcement printed so it can simply be read aloud.  The key point is that you have a potentially serious situation (regardless of the cause) and for everyone's safety, you are directing people to exit the building calmly, quietly and without rushing.  Ushers at each exit will be able to assist.

A suggested message, which should be printed so all one has to do is read it aloud, might say, "Ladies and gentlemen, may I have your attention please.  We have been informed of a potentially serious situation.  Remain clam and quiet and follow our ushers as they direct you to the nearest available exits.  Please exit in a calm, quiet and orderly manner."

EMERGENCY MEDICAL PLAN  Time is critical in almost any emergency situation, so advanced planning is again the key.  Your emergency numbers are already posted, but who is responsible for calling EMS?  To what entrance should EMS come?  If it is going to interrupt the show, who tells the stage manager?  All ushers and other house personnel should be trained in first aid.  There are local sources that offer free seminars.  A first aid chart should be posted at key locations showing what to do in various medical situations.  In an emergency situation, your priority is the safety and well-being of the victim.  If the seriousness of the injury is unclear, repeatedly ask the victim if they want you to call for medical assistance.  Once that matter has been attended to, you need to begin thinking ahead.  Accident report forms?  Witness statements and contact numbers?  Diary account?  Keep a diary with brief entries showing the progression of events from the time of the accident/emergency to follow-up to filing and following up on a claim.  Alert your insurance agent to a possible claim. They can advise you on what to do and not do.

HOUSE MANAGER'S PRESHOW CHECKLIST The House Manager or Head Usher should be required to complete, date, sign and file a pre-printed, PRE SHOW CHECKLIST for every performance.  Every "house" is different, so your most experienced people should develop your list.  Some of the most common elements include: flashlights, usher tags, check exit lights, door obstructions, spill patrol (continuous), snow/rain water removal (continuous), other dangerous debris on the floor, emergency numbers posted, first aid kit, fire extinguishers, any broken seats, broken seats taped or covered, caution tape, caution wet floor sign, clipboard, pens, accident report and claim forms, portable bullhorn, disposable camera, evacuation plan available/reviewed with ushers, pre-printed emergency announcement, emergency first aid procedures, handicap patrons expected.
 
 

REGULAR REVIEW

Everything you do in the way of ADVANCED PREPARATION will eventually become useless in preventing accidents or expediting your response in an emergency situation if someone does not complete a REGULAR REVIEW of the information, procedures and equipment that make up your loss control plans.  Flashlights with dead batteries; assuming anyone knows where they are.  A great evacuation plan that no one has seen in two years.  Out of date emergency numbers.  A near empty first aid kit.  No accident report forms.  The posted emergency numbers have long since been torn down.  The disposable camera got used to take pictures at the spring picnic and never got replaced.  ETC! ETC! ETC!

To be effective, all your ADVANCED PREPARATION must be
REGULARLY REVIEWED, UPDATED, REPLENISHED AND REPLACED.

This is the last of my three-part series on Loss Control so let me remind you one last time.  The information and recommendations provided are necessarily general in nature.  If you have specific questions or concerns regarding your particular performance space, please contact my office at any of the numbers listed below.

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