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Risk Assessment and Safety Planning SOP

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Purpose

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The purpose of this Standard Operating Procedure (SOP) is to establish a structured approach to identifying, assessing, and mitigating potential risks and implementing safety protocols for all productions at F7 Studios. This SOP ensures that all aspects of safety are considered, documented, and communicated to protect crew, talent, equipment, and property.

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1. Risk Assessment Preparation

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  1. Project Overview and Scope Definition

    • The Project Manager will begin the risk assessment by reviewing the project’s script, storyboard, and production schedule to identify specific scenes or activities that may pose potential hazards.

    • A comprehensive Project Overview Document will be created, detailing any planned stunts, special effects, equipment-heavy scenes, and specific locations that could introduce safety concerns.

  2. Identify Key Personnel for Safety Review

    • Key team members involved in safety planning will include:

      • Safety Officer: Responsible for leading risk assessments, enforcing safety protocols, and ensuring compliance.

      • Project Manager: Oversees risk mitigation efforts, coordinates with all departments, and ensures adherence to SOPs.

      • Department Heads: Each department (e.g., Camera, Lighting, Sound) will identify department-specific risks.

      • Medical Officer or On-Set Medic (if required): Provides guidance on medical needs, emergency planning, and basic first aid.

    • These individuals will collaborate throughout the risk assessment process to ensure comprehensive coverage of potential risks.

  3. Gather Documentation and Relevant Data

    • Collect any necessary documentation, such as:

      • Location-specific safety regulations.

      • Safety data sheets for chemicals, smoke effects, or hazardous materials.

      • Manuals for special equipment.

    • This information will be reviewed during the risk assessment process.

 

2. Conducting a Detailed Risk Assessment

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  1. Site Inspection and Hazard Identification

    • The Safety Officer, Project Manager, and Department Heads will conduct a preliminary inspection of all planned filming locations, documenting any potential hazards.

    • Checklist for Inspection:

      • Structural safety (e.g., stability of set structures, props, and platforms).

      • Fire safety (e.g., flammable materials, accessible fire extinguishers, exits).

      • Environmental hazards (e.g., extreme temperatures, wildlife, hazardous terrain).

      • Electrical and equipment safety (e.g., grounding of equipment, exposed wiring).

    • Hazards will be categorized by type and severity for thorough documentation and analysis.

  2. Task-Based Risk Assessment

    • Each scene or task with potential risks will be broken down into specific components (e.g., stunts, water work, pyrotechnics).

    • For each task, the following will be documented:

      • Type of Risk: Physical injury, equipment damage, environmental hazards.

      • Likelihood: Probability of occurrence, rated as low, medium, or high.

      • Impact: Severity of consequences, rated as minor, moderate, or severe.

    • Tasks with medium to high risk will require additional mitigation measures.

  3. Equipment and Material-Specific Risk Assessment

    • Review each piece of equipment or material planned for use on set and identify associated risks.

    • Equipment-specific risks include:

      • Heavy Equipment: Risks related to loading, transport, and set-up.

      • Electrical Equipment: Risks of electric shock, fire, or power overloads.

      • Hazardous Materials: Health risks associated with fumes, toxicity, and chemical reactions.

    • For each high-risk item, safety measures such as grounding, protective gear, or restricted access zones will be planned.

  4. Documenting Identified Risks

    • All identified risks will be recorded in a Risk Assessment Report, organized by category (e.g., structural, environmental, operational).

    • Each risk entry will include:

      • Description of the risk.

      • Assigned risk level (low, medium, high).

      • Recommended control measures.

    • The report will be reviewed by the Safety Officer and Project Manager, with a final review by the CFO to ensure budget implications are addressed.

 

3. Developing Mitigation and Control Measures

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  1. Hierarchy of Control Measures

    • Use the following hierarchy to prioritize risk control measures:

      • Elimination: Remove the hazard if feasible (e.g., substitute safer materials).

      • Engineering Controls: Implement physical changes (e.g., barriers, grounding equipment).

      • Administrative Controls: Establish protocols, signage, and training.

      • Personal Protective Equipment (PPE): Provide necessary protective gear (e.g., helmets, gloves).

  2. Implementing Control Measures for Key Risks

    • Structural Safety: Ensure all set structures are reinforced, tested, and approved by qualified personnel. No unauthorized personnel should access structures before inspection.

    • Fire Safety: Position fire extinguishers in accessible areas, implement fire watches if required, and conduct fire drills before filming.

    • Electrical Safety: Ground all electrical equipment, inspect cords and outlets, and establish no-water zones near power sources.

    • Heavy Equipment: Only certified operators will handle heavy equipment. Clear designated areas around equipment to minimize risk of accidents.

  3. Emergency Action Plans (EAPs)

    • Develop Emergency Action Plans for scenarios such as fire, severe weather, medical emergencies, and equipment failure.

    • EAPs should include:

      • Emergency contact numbers and protocols for contacting local emergency services.

      • Designated evacuation routes, assembly points, and procedures.

      • Roles and responsibilities for crew members during emergencies.

    • EAPs will be distributed to all crew members and reviewed in pre-production safety meetings.

  4. Personal Protective Equipment (PPE)

    • The Safety Officer will assess PPE needs based on identified risks, ensuring that each team member has the appropriate PPE for their task.

    • PPE requirements may include hard hats, safety glasses, gloves, harnesses, and fire-resistant clothing.

    • All crew members will be trained in the proper use and maintenance of PPE, and the Safety Officer will ensure PPE compliance on set.

 

4. Pre-Production Safety Meetings and Training

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  1. Safety Briefing and Protocol Review

    • The Safety Officer will conduct a mandatory Safety Briefing with all crew members before production begins.

    • Topics will include:

      • Overview of identified risks and safety measures.

      • Instructions on EAPs, evacuation routes, and emergency contacts.

      • PPE requirements and usage.

    • Attendance will be recorded, and crew members will sign an acknowledgment form confirming their understanding of safety protocols.

  2. Job-Specific Safety Training

    • Additional training will be provided for specific roles or high-risk tasks (e.g., stunts, pyrotechnics).

    • Each department head is responsible for ensuring their team is properly trained in safety practices specific to their tasks, including equipment operation and risk-specific PPE requirements.

  3. Emergency Drills

    • Conduct emergency drills for fire, severe weather, and medical emergencies, rehearsing evacuation procedures, and response roles.

    • Emergency drills will be documented, noting any issues and adjustments needed to improve the response plan.

 

5. On-Set Safety Monitoring and Enforcement

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  1. Daily Safety Inspections

    • The Safety Officer will conduct daily inspections before filming begins, checking that all safety measures are in place, PPE is being worn, and hazards are controlled.

    • Any new hazards identified will be added to the Risk Assessment Report, and immediate corrective actions will be taken.

  2. Safety Incident Reporting

    • Any accidents, near-misses, or safety violations must be reported immediately to the Safety Officer.

    • The Safety Officer will investigate incidents, document details, and submit a Safety Incident Report with recommendations for future prevention.

    • All incident reports will be reviewed by the Project Manager and CFO and filed for future reference.

  3. Enforcement of Safety Protocols

    • The Safety Officer is authorized to enforce safety protocols, including stopping production if a serious safety violation occurs.

    • Crew members who fail to adhere to safety protocols may be subject to disciplinary action, up to and including removal from the project, depending on the severity of the violation.

 

6. Post-Production Safety Review and Continuous Improvement

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  1. Post-Production Safety Review Meeting

    • After production wraps, the Project Manager and Safety Officer will conduct a debrief with department heads to review safety protocol effectiveness.

    • Discuss any incidents, safety violations, or unexpected risks encountered during production and gather feedback for improvement.

  2. Safety Performance Evaluation Report

    • The Safety Officer will prepare a Safety Performance Evaluation Report summarizing:

      • Effectiveness of safety measures.

      • Analysis of any incidents or near-misses.

      • Recommendations for improving safety protocols.

    • This report will be reviewed by the CFO and CEO and stored in F7 Studios’ safety documentation archive.

  3. Updating SOP and Safety Protocols

    • Based on feedback and the Safety Performance Evaluation Report, the Safety Officer will recommend any necessary updates to the Risk Assessment and Safety Planning SOP.

    • SOP revisions will be reviewed by the CEO and implemented in future productions, ensuring F7 Studios continually improves its safety practices.

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