The Oklahoma Film + Music Office (OF+MO) believes the highest priority to maintain our state’s film industry amid the COVID-19 Pandemic is the safety of Oklahoma’s filmmakers, crew members, talent, vendors, location owners and cities. As such, and in accordance with the State of Oklahoma’s three-phased approach to safely reopen the economy, known as The Open Up and Recover Safely (OURS) plan, OF+MO has released Considerations for Oklahoma Filmmaking during COVID-19 in a printable PDF along with a newly added Reopening Oklahoma webpage (below) with additional related resources for filmmakers at this time.
Additionally, the Industry-Wide Labor-Management Safety Committee Task Force has released and submitted to state governments in California and New York a 22-page document containing guidelines for consideration and adoption for the resumption of motion picture, television and streaming productions in an environment that minimizes the risk of contracting or spreading COVID-19. Members of the task force include representatives from organizations such as Screen Actors Guild (SAG-AFTRA), Directors Guild (DGA), International Alliance of Theatrical Stage Employees (IATSE), Teamsters and the Alliance of Motion Picture and Television Producers (AMPTP), which collectively exercised final control over their content, based on the input provided. Click here to review the White Paper.
As of Monday, June 1, 2020, Oklahoma is in Phase Three of a three-phased approach to open back up Oklahoma’s economy. The Open Up and Recover Safely (OURS) statewide plan is:
- Based on scientific modeling from public health experts.
- Intended to mitigate risk of resurgence.
- Intended to protect Oklahoma’s most vulnerable citizens from the threat of COVID-19.
- Intended for businesses and individuals to utilize in conjunction with guidance from the Oklahoma Department of Commerce, the Oklahoma State Health Department, and the Centers for Disease Control (CDC).
Considerations provided in this document are not exhaustive nor comprehensive in scope. Guilds, Unions, Companies, Studios, local, state, and federal guidelines may be more restrictive. As film productions make decisions about operations while the pandemic persists, they may consider and continue to adhere to local, state, and federal guidelines.
Additional information on Oklahoma’s COVID-19 cases can be found on the Oklahoma State Health Department website and ongoing updates to our state’s response can be found on Oklahoma Governor Kevin Stitt’s website.
FIND A DOWNLOADABLE/PRINTABLE VERSION OF CONSIDERATIONS FOR OKLAHOMA FILMMAKING DURING COVID-19 HERE.
- KEY CONSIDERATIONS + LOCAL RESOURCES
- COVID-19 TESTING + VACCINE RESOURCES
- GENERAL CONSIDERATIONS + WORKPLACE SAFETY
- DEPARTMENT CONSIDERATION
- TRAVEL RESTRICTIONS + SELF-QUARANTINE PROTOCOLS
- MUSIC VENUE RESOURCES
- ADDITIONAL RESOURCES
FILM PERMITTING + GROUP GATHERING RESTRICTIONS BY JURISDICTION
For the latest information on film permitting in the State of Oklahoma, please contact the respective city officials and organizations listed in the PERMITTING tab above.
LOCAL RESOURCES FOR PERSONAL PROTECTIVE GEAR (PPE) + COVID-19 TESTING
For the latest information regarding PPE sources and testing sites in the State of Oklahoma, visit OF+MO’s Production Directory and the Oklahoma Department of Commerce website.
TRAVEL RESTRICTIONS + SELF-QUARANTINE PROTOCOLS
For the latest information on travel restrictions for the State of Oklahoma, visit the TRAVEL RESTRICTIONS + SELF-QUARANTINE PROTOCOLS tab above.
COVID-19 TESTING RESOURCES
Local resources related to rapid COVID-19 testing (PCR) in Oklahoma as required by the Screen Actors Guild (SAG):
Information on local resources related to COVID-19 testing sites (antigen, antibody):
Local production personnel who have worked on recent film and television productions in COVID-related departments/positions and similar fields:
- Health Safety Supervisors (COVID Compliance) – Oklahoma Production Directory
- Hygiene / Sanitation Crew – Oklahoma Production Directory
- Set Medic – Oklahoma Production Directory
Local businesses specializing in PPE equipment and disinfectant sanitation solutions:
COVID-19 VACCINE RESOURCES
The Oklahoma State Health Department (OSHD) announced an online portal for Oklahomans to submit their demographic details, medical history, COVID-19 history and contact information to gather information regarding your readiness for COVID-19 vaccination, and offer guidance and instruction to ensure your safety. Both the Motion Picture Production and Sound Recording industries are listed on the Oklahoma Essential Industries List, which is set for Phase Three distribution. Follow the links below to access this portal and for more information.
- Prepare an Infectious Disease Preparedness and Response Plan specific to COVID-19 to consider and address the level(s) of risk associated with various departments and job tasks. Adjust plans as necessary.
- Designate a COVID-19 Workplace Coordinator to oversee implementation and maintain safety.
- Establish an emergency communication plan across all areas of production to be utilized during and after principle photography.
- Include COVID-19 protocols, effect on production, and updates in daily safety meetings. Consider meeting in department-specific groups to keep meeting size small and information relevant.
- Notify cast and crew of COVID-19 specific protocols by and/or with distribution of first call sheet.
- Consider daily deep cleans before the start of day and during daily wrap procedures.
- Minimize nonessential travel across or out of state before, during, and after production in Oklahoma to follow CDC recommendations and Executive Orders regarding isolation.
- Include required isolation due to travel into the pre-production & post-production schedule.
- Consider plans for staggered call times for work in phases.
- Before reporting for call time, if an individual has a temperature of 100.4° and/or symptoms (i.e., fever, cough, or shortness of breath), they should consider immediately notifying their supervisor and staying home.
- Consider temperature checkpoints during check-in and before arriving to set.
- During the workday, if someone develops a temperature above 100.4° and/or symptoms (i.e., fever, cough, or shortness of breath), they should consider immediately notifying their supervisor and separate from the group.
- Individuals who have been sick should consider not returning to work until the criteria to discontinue home isolation are met, in consultation with healthcare providers and state and local health departments.
- Practice social distancing by staying at least 6 feet (about 2 arms’ length) from other people and do not gather in groups to increase physical distancing on sets and work spaces.
- Encourage and provide personal protective equipment (PPE) (i.e. gloves, goggles, face shields, face masks, and respiratory protection, when appropriate) to protect crew and talent. PPE sources can be found in OF+MO’s Production Directory and the Oklahoma Department of Commerce website.
- Encourage and provide cloth face cover to cover your mouth and nose when around others on and off set.
- Remove, clean, and store or dispose of PPE properly, as applicable, to avoid contamination of self, others, or the environment.
- Ensure that access to hand washing and sanitation stations are available for crew and talent. Utilize hand sanitizer with 60% alcohol.
- Avoid touching eyes, nose, and mouth with unwashed hands.
- Practice respiratory etiquette and cover mouth and nose with a tissue when you cough or sneeze or use the inside of your elbow.
- Clean and disinfect frequently used items and surfaces as much as possible. Utilize the EPA-approved Disinfectants for all types of cleaning surfaces. Follow directions on the label of products to safely and efficiently disinfect.
- Avoid sharing equipment, tools, and workspaces. Label items to cut down contamination and clean and disinfect between uses.
- Utilize online or other contactless measures for daily call sheets and pages.
- Carry personally preferred writing utensils (pencil, pen, highlighter, etc.).
- Display signs and posters as a frequent reminder of preventative steps against COVID-19.
- Do not congregate in groups larger than 10. Consider the necessity for groups larger than 10 people in confined places.
- Utilize virtual meetings, scouts, casting, and hiring opportunities as often as possible.
- Refrain from handshakes, high fives, hugs, etc. and consider waves for in-person greetings.
ART DEPARTMENT / HAIR AND MAKEUP / WARDROBE DEPARTMENT
- Reference Oklahoma’s Hair and Nail Salon and Barbershop Guidance.
- Utilize virtual meetings for tests and fittings when possible.
- Hair, makeup, and wardrobe workstations may be at least 6 feet (about 2 arms’ length) apart.
- Hair and makeup artists, wardrobe personnel, and talent should consider washing hands regularly with soap and water and wearing PPE equipment for all in-person tasks.
- Consider additional prep and strike days.
- Consider increased ventilation for hair, makeup, and wardrobe-designated spaces.
- Stagger hair, makeup, and costume calls to minimize the gathering size.
- Clean and disinfect workstations before and after each talent appointment.
- Consider a daily clean and disinfect of all linens and used costumes and store in a closed container/cabinet.
- Clean and disinfect all hampers that hold soiled linens and be sure to use a hamper that can be lined and closed.
- Grooming tools may be disposable after one use and/or assigned to a specific individual and cleaned and disinfected before and after each use. Consider storing in labeled, closed container.
- Utilize actors’ personal makeup, grooming equipment, and clothing when possible.
- Consider cleaning and disinfecting new items immediately after their purchase and/or store in closed container for duration needed to naturally disinfect surface.
- Set dressers, props, and other on-set hair & makeup personnel wear appropriate PPE and dispose after each use.
- Talent removes makeup and returns costume on their own. Tools and training may be provided, as needed.
- Utilize virtual platforms for remote casting.
- Notify talent ahead of the audition of COVID-19 protocols and expectations upon arrival and provide signage on the audition site.
- Consider virtual or remote check-in, or one person conducting in-person check-in. This individual could wear PPE and clean and disinfect the area between check-ins.
- Maintain social distancing of at least 6 feet (about 2 arms’ length) between casting personnel and talent.
- Consider time between auditions for regular disinfecting and designating one individual to clean.
- Mark specific entrances and exits to minimize exposure exiting and entering the room and casting building.
CRAFT SERVICES / CATERING
- Reference Oklahoma’s Full Service and Quick Service Restaurant Guidance for additional information on food service & dining guidelines.
- Consider hand washing/sanitizing stations before and after craft services and meals.
- Consider only offering packaged and pre-portioned meals and snacks.
- Consider staggered lunches to maintain distance of at least 6 feet (about 2 arms’ length) between diners.
- Mark proper distance between individuals waiting to receive food.
- Sanitize dining stations between individuals.
- Catering services or designated team may exclusively handle meals & distribution to crew. Consider additional designation if quarantined individuals are on set.
- Consider a to-go-style production meal pick-up with crew returning to assigned location.
- All members serving food should consider wearing PPE and practicing respiratory etiquette. After serving food they should consider immediately washing their hands for 20 seconds.
LOCATION / TECH SCOUT
- Utilize virtual scouting whenever possible.
- Connect with location contacts/owners for up-to-date local restrictions for permitting and events in public and private locations.
- Inquire with location owner about location specific restrictions, protocols, and preferences. Plan accordingly.
- Follow CDC recommendations and Executive Orders to declare travel to/from Oklahoma in the last 21 days.
- Disperse relevant documents virtually before, during, and after scouts.
- Utilize/provide PPE when meeting in person, in confined spaces, and if carpooling to and from locations.
MEDICAL PERSONNEL / SET MEDIC
- Medical personnel should consider taking temperatures/check medical credentials/approvals.
- Medical personnel should consider visually monitoring cast and crew for those that look ill and may proactively patrol set to consult personnel.
- Consider PPE size & adjust to sufficiently fit minors.
- No makeup unless deemed necessary.
- Consider social distancing, ventilation, and PPE when planning education time & schedule.
- Consider local guidelines, CDC gathering recommendations, social distancing, and ventilation when planning base camp, department and talent holding spaces, craft services, video village, blocking and rehearsals, and catering.
- Consider designated entrances and exits to minimize face-to-face exposure of departments/individuals entering and exiting.
- Utilize and provide hand washing/sanitation stations throughout set. Include signage to encourage regular and proper protocols. Consider hand washing/sanitation in creating the shooting schedule.
- Consider additional time for additional cleaning and sanitation in set dressing, props, between set-ups, and other natural breaks in the shooting schedule.
- Consider cleaning and disinfecting the entire location and set at the start of every workday.
- All on-set personnel wear PPE. On-set personnel should consider disposing of, changing, and cleaning PPE as needed when handling equipment and after completing face-to-face tasks.
- Consider essential on-set personnel and staggered department times to cut down over crowding and face-to-face exposure.
- Electric, Grip, Camera and Sound Departments may consider additional equipment needs to reduce sharing.
- Electric, Grip, Camera and Sound departments may consider cleaning and disinfecting equipment after each use and high-touch surfaces regularly.
- Electric, Grip, Camera, and Sound Departments may consider avoiding sharing or passing equipment between individuals.
- Electric, Grip, Camera, and Sound Departments may consider labeling equipment for use by a single crew member and/or talent.
PRODUCTION OFFICE / TRAILERS / TENTS
- Clean and disinfect surfaces daily. Consider designating one person to clean high-touch points at regular intervals.
- Arrange for more ventilation by utilizing open windows and doors, a/c and heating units, and exterior options.
- Consider spacing workstations at least 6 feet (about 2 arms’ length) apart.
- Consider staggered work shifts and telework options when possible to maximize space.
- Arrange for pick-up and/or deliveries outside of office/building/trailer/tent.
- Limit community areas to avoid group congregation.
- Consider specific entrance and exit points to minimize face-to-face exposure entering and exiting.
- Production may consider social distancing and PPE for actors, stand-ins, and extras in holding spaces, blocking, and rehearsals.
- Provide talent with individual writing tool for notes, paperwork, etc.
- Consider CDC recommendations, local restrictions, and social distancing as Extras are deemed necessary.
- Delegate a person to clean a transportation vehicle at the beginning, between use, and end of the day.
- Consider CDC gathering recommendations when planning and scheduling transportation capacity and trips to/from set.
- Utilize PPE and increase ventilation during transportation.
Additional cities are being added regularly. If your area of interest is not currently listed, please contact Yousef Kazemi, Outreach + Production Manager, at Yousef.Kazemi@TravelOK.com for further information.
Maria Swindell Gus
Executive Director, Bartlesville Chamber of Commerce
Director of Marketing/Public Relations, City of Edmond
Tourism Director, City of Guthrie
City Clerk’s Office
City of Oklahoma City – Special Events
Executive Director, Pawhuska Chamber of Commerce
Communications Coordinator, Sapulpa Chamber of Commerce
Stacy Cramer Moore
Director of Tourism, Visit Shawnee
Exec. Director, Tulsa Office of Film, Music, Arts + Culture
VP Marketing + Communications; Tulsa Regional Tourism
Productions are highly encouraged to adhere to the travel advisories and recommendations by the CDC, as follows:
- Public health officials encourage anyone who returns from a country with travel restrictions to self-quarantine for 14 days and report any concerning symptoms to health care provider or a health department in advance before presenting at a medical facility.
Shuttered Venue Operators Grant
The U.S. Small Business Administration’s Shuttered Venue Operators (SVO) Grant program was established by The Economic Aid to Hard-Hit Small Businesses, Non-Profits and Venues Act, signed into law on December 27, 2020. The program includes $15 billion in grants to shuttered venues, earmarked for live music and comedy venues, agents, promoters, theaters and festivals, to be administered by the Small Business Administration’s Office of Disaster Assistance.
Eligible applicants may qualify for SVO Grants equal to 45% of their gross earned revenue, with the maximum amount available for a single grant award of $10 million. $2 billion is reserved for eligible applications with up to 50 full-time employees.
Specific guidelines and application window have not yet been released, but applications could open at any point. Because these details have not yet been announced, venues across the state who would like to apply for the Shuttered Venue Operators grant can prepare for the application process by taking the steps listed here.
Event Safety Alliance Reopening Guide
The Event Safety Alliance, headed by ESA vice president Steven Adelman and operations director Jacob Worek, have released official safety guidelines for live music venues in order to prepare for their eventual reopening, according to Billboard. This news is certainly exciting, as it if the first step toward returning to live music that has been taken since the coronavirus pandemic shut down the live music world.
Adleman and Worek reportedly spent the past month or so crowd-sourcing more than 400 tour promoters, managers, Ticketmaster employees, caterers and Irish-fair organizers in order to release a 29-page guide that was put out this past Monday. The wording shows differences and inconsistencies among states.
A massive list of recommended guidelines were released as part of the guide, which included this following list of guidelines:
- Hand-washing every hour, as well as after sneezing, mopping, smoking, eating, drinking and other select activities.
- Required masks.
- Sanitizing door handles, sink faucets, soap dispensers, elevator buttons, phones, water fountains, vending machines, trash bins and computers, among many other things.
- Stagger lines into venues so patrons don’t have to cluster in lines.
- Temperature screening for every customer.
- Clear protective shields for will-call and box-office windows.
- Employers must provide paid sick leave.When employees can’t stay six feet away from others, they should form work teams “in which people routinely work together, but they keep their distance from everyone else.”
- Educate fans “in a word, everywhere,” including mobile apps, ticket-selling sites and social media.
While the guidelines have been released, tours and concerts are still being cancelled and postponed.
Please review for your consideration The Event Safety Alliance Reopening Guide here.
Listen here to the Event Safety Alliance podcast for additional news and guidance on reopening safely during the COVID-19 pandemic.
Open-air Nightlife and COVID-19: Managing Outdoor Space & Sound
In response to the severe and increasing vulnerability of global nighttime economies and cultures caused by COVID-19, a global collaboration of some of the foremost minds on nightlife governance and urban planning, spearheaded by nightlife advocacy agency, VibeLab, has created the Global Nighttime Recovery Plan (GNRP).
Resources to Help Ensure Accessibility of Your Virtual Events for People with Disabilities
Since the start of the current COVID-19 crisis, artists and arts and culture organizations have been proactive in reaching out to their audiences and communities through webinars, livestreamed performances, virtual classes, and virtual visual art collections and museum tours. Cultural organizations should remember to ensure that these invaluable resources are fully accessible to people with disabilities, including those with vision, hearing, and learning disabilities.
Click here for some ways to create an inclusive experience for your virtual and digital events.
- White House Guidelines for Opening Up America Again
- Environmental Protection Agency (EPA) & Center for Disease (CDC) Control Guide for Workplaces
- CDC Workplace, Personal Protection, and Social Distancing
- World Health Organization (WHO) Advice for Workplace
- Occupational Safety and Health Act (OSHA) Guidance on Preparing Workplaces for COVID-19 from the US Department of Labor
- Oklahoma’s Opening Up and Recover Safely (OURS) Plan
- Oklahoma Department of Commerce (ODOC) Business and Organizations Guidance
- COVID-19 Vaccine Info Page on Oklahoma State Health Department Website
- COVID-19 Vaccine Questionnaire from Oklahoma State Health Department
- COVID-19 Advisory for Productions Using Animals
- PGA’s COVID Safety Protocols (Aug. 31)
- Screen Actors’ Guild COVID-19 Safety Tips
- Sundance Institute: Safe and Secure Guidelines for Documentary Filmmakers During COVID-19
- Task Force White Paper
- The Safe Way Forward – a joint report of the DGA, SAG-AFTRA, IATSE and Teamsters’s Committees for COVID-19 Safety Guidelines