Preamble

EPiQVision is committed to implementing high standards and practices of health and safety training, awareness, and procedures to all individuals in the workplace due to COVID-19, while complying with all applicable government protocols.

All EPiQVision employees, contractors, guests, and any other individual present at our offices, warehouse, or properties must comply with our COVID-19 procedures in accordance with the local public health protocols and company policies. In addition, our venue partners have their own specific COVID-19 procedures if any individual is to be onsite at these locations, which all individuals must comply with.

Any employees, contractors, guests, or any other individual not complying with these procedures, including those of our venue partners, may be denied entry and/or removed from the premises.

The latest version of these procedures is available online at: https://www.epiqvision.com/covid-19

These procedures are in addition to the policies and framework outlined by applicable governments and are subject to change based on direction provided by the local health authority. There is no guarantee of an illness-free workplace if all these procedures are followed and any individual that chooses to enter a workplace accepts this potential risk.

Company Procedures

  1. EPiQVision will provide all of its active employees with information regarding changes in the industry, new/changed procedures regarding COVID-19, and new/changed company policies and procedures.
  2. EPiQVision will make updates to their policies and procedures by reviewing and keeping up-to-date with local government and health authority updates and changes to legislation regarding COVID-19.
  3. EPiQVision will supply gloves at their main workplace properties for employees and contractors. Used gloves must be discarded immediately and placed in the appropriate bins or taken away and discarded properly. It is recommended that employees and contractors provide their own gloves in the event that EPiQVision cannot supply them for all of their smaller unsupervised workplaces.
  4. EPiQVision will supply disposable masks at their main workplace properties for employees and contractors. EPiQVision is encouraging all employees and contractors to provide their own reusable mask as part of the companies Bring Your Own Mask (BYOM) initiative to comply with the companies Sustainability Policy. These masks should be a solid black colour without logos or patterns.
  5. EPiQVision will supply specific sanitation products for its equipment and workers. These will be distributed at their warehouse, offices, and properties.
  6. If an employee or contractor is confirmed to be infected with COVID-19, this will be reported to the company’s Joint Health and Safety Committee (JHSC), Human Resources Department (HR) and to the local public health authority. EPiQVision will complete a thorough assessment that will determine what area(s) this person was in and who they worked with, advise those workers that may have come into contact with the infected person, and comply with any instructions from the local public health authority.

Employee Procedures

  1. All employees are required to complete a Daily Screening Form prior to entering the workplace, which is a self-assessment document that can be accessed by scanning the QR code on the signs posted at our main venues, head office, or warehouse or by going to https://www.epiqvision.com/dsr. The JHSC will actively review the results of the Daily Screening Forms on a daily basis for contact tracing of COVID-19 and will reach out to individuals privately if they have any questions or concerns. Any individual that does not meet the minimum requirements of the Daily Screening Form (potential high risk of having COVID-19) will be sent home immediately . In order for this individual to be permitted to return to the workplace, they will need to provide EPiQVision with negative test results of a COVID-19 test taken within the last 72 hours.
  2. As temporary laid off employees are recalled, they will be required to complete any outstanding training issued by EPiQVision, prior to their layoff, as well as meet with a member of the JHSC to be educated in the new procedures in the workplace regarding COVID-19. If they completed any new training certifications or programs while on leave, copies should be sent to Human Resources at hr@epiqvision.com so their employee file can be updated.
  3. All employees must report to their direct supervisor, the JHSC, or HR if they are feeling unwell, showing cold/flu signs or symptoms or witness another employee showing cold/flu symptoms. The supervisor, JHSC, or HR will take appropriate actions as required and advise the employee to work from home, if applicable, and to seek medical attention as needed.
  4. All employees will use technology for communication (phone call, text message, email, video call) as opposed to in-person meetings, as required.
  5. All employees will avoid sharing supplies and tools. Shared items will be cleaned immediately before and after each use.
  6. Workplace managers are to regularly disinfect areas that workers frequently use and share (ie: tables, desks, tablets, computers, door handles).
  7. Coffee and meal breaks will be staggered to allow distancing in common areas. While consuming food or beverages, employees must remain seated as it is prohibited to be walking/moving around the workplace. Employees are not permitted to consume food or beverages (other than water) in public areas at our properties unless permission has been granted by the venue management staff.
  8. All employees will follow strict hygiene and sanitation practices above and beyond outlined in the Employee Handbook. Proper handwashing techniques are required at the beginning and end of every work shift and before and after consuming any food. Use hand sanitizing products frequently especially if you do not have the opportunity to wash your hands. DO NOT touch your face, mouth, nose, or eyes without washing your hands first. Sanitize your work station at the beginning and end of every work shift, especially if it's a shared workstation.
  9. If you are not able to work from home, practice physical distancing as much as possible. If you work in teams or in close proximity to other people for long periods of time, it is highly recommended that you wear a face mask or face covering over your mouth and nose.
  10. Employees are to sanitize any audio-visual equipment they handle that will be in contact with or handled by another worker, client, or guest before and after each use. While handling large amounts of equipment and loading/unloading equipment from vehicles, workers should wear gloves to avoid surface contamination.
  11. Employees should use designated restrooms, if applicable, and observe physical distancing while inside or waiting for restrooms.

Independent Contractor Procedures

  1. EPiQVision will virtually connect with each independent contractor to update them with our revised company policies and procedures, COVID-19 procedures, and to issue updated independent contractors documents, in addition to our venue partners procedures. We will collect any new training certificates and information they have completed while not working and add to their personal files.
  2. All independent contractors are required to complete a Daily Screening Form prior to entering the workplace, which is a self-assessment document that can be accessed by scanning the QR code on the signs posted at our main venues, head office, or warehouse or by going to https://www.epiqvision.com/dsr. The JHSC will actively review the results of the Daily Screening Forms on a daily basis for contact tracing of COVID-19 and will reach out to individuals privately if they have any questions or concerns. Any individual that does not meet the minimum requirements of the Daily Screening Form (potential high risk of having COVID-19) will be sent home immediately. In order for this individual to be permitted to return to the workplace, they will need to provide EPiQVision with negative test results of a COVID-19 test taken within the last 72 hours.
  3. All independent contractors must report to their direct supervisor, the JHSC, or HR if they are feeling unwell, showing cold/flu signs or symptoms or witness another employee showing cold/flu symptoms. The supervisor, JHSC, or HR will take appropriate actions as required and advise the independent contractor to work from home, if applicable, and to seek medical attention as needed.
  4. All independent contractors will use technology for communication (phone call, text message, email, video call) as opposed to in-person meetings, as required
  5. All independent contractors will avoid sharing supplies and tools. Shared items will be cleaned immediately before and after each use.
  6. Coffee and meal breaks will be staggered to allow distancing in common areas. While consuming food or beverages, contractors must remain seated as it is prohibited to be walking/moving around the workplace. Contractors are not permitted to consume food or beverages (other than water) in public areas at our properties unless permission has been granted by the venue management staff.
  7. All independent contractors should follow strict hygiene and sanitation practices above and beyond outlined in the Independent Contractor Handbook. Proper handwashing techniques are required at the beginning and end of every work shift and before and after consuming any food. Use hand sanitizing products frequently especially if you do not have the opportunity to wash your hands. DO NOT touch your face, mouth, nose, or eyes without washing your hands first. Sanitize your work station at the beginning and end of every work shift, especially if it's a shared workstation.
  8. Practice physical distancing as much as possible. If you work in teams or in close proximity to other people for long periods of time, it is highly recommended that you wear a face mask or face covering over your mouth and nose.
  9. Independent Contractors are to sanitize any audio-visual equipment they handle that will be in contact with or handled by another worker, client, or guest before and after each use. While handling large amounts of equipment and loading/unloading equipment from vehicles, workers should wear gloves to avoid surface contamination.
  10. Independent Contractors should use designated restrooms, if applicable, and observe physical distancing while inside or waiting for restrooms.

Other Contractors, Guests, and Clients

  1. All other contractors performing work onsite, guests, or clients visiting our offices or warehouse for appointments or meetings are required to complete a Daily Screening Form prior to entering the workplace, which is a self-assessment document that can be accessed by scanning the QR code on the signs posted at our main venues, head office, or warehouse or by going to https://www.epiqvision.com/dsr. The JHSC will actively review the results of the Daily Screening Forms on a daily basis for contact tracing of COVID-19 and will reach out to individuals privately if they have any questions or concerns. Any individual that does not meet the minimum requirements of the Daily Screening Form (potential high risk of having COVID-19) will be not permitted to enter the workplace.

Onsite Workplace Procedures

  1. Surfaces and objects that are touched frequently while workers are onsite should be regularly disinfected using approved products by the venue operations manager. These surfaces and objects are only those in the back of house/storage areas that are only used by AV personnel as the venue management teams will oversee all public areas:
    • Door handles/knobs
    • Phones, keypads, lockboxes, safes, keys, keycards
    • Light switches and thermostats
    • Cabinet handles
    • Laptops, tablets, system panels that control AV equipment
  2. Practice social distancing while onsite working with other people. Wearing a face mask or face covering is mandatory at all times when working indoors and any appropriate PPE as needed to complete onsite work and to comply with health and safety regulations.
  3. During the run of an event, commonly used items (ie: microphones, headsets, remotes, etc) should not be shared and sanitized before and after each use. Common places that people gather at (ie: lecterns, FOH/BOH tables, etc) should be sanitized frequently. Show Operators should be set up at a 6’ table for themselves and use communication equipment to connect with other operators and clients. It is recommended that Show Operators provide their own headsets but if not, all shared headsets should be thoroughly sanitized before and after each use.

Warehouse Procedures

The company’s warehouse should follow the same procedures listed under the Onsite Workplace Procedures section. In addition, it will be restricted to essential personnel only (only those scheduled to work in the warehouse or a part of the warehouse management team).

Client Information

  1. All payments can still be made in a contactless format either through our online portal at https://www.epiqvision.com/payments or by cheque sent to our accounting department located at 100 Sunrise Avenue, Unit 152, Toronto, ON, M4A 1B3.
  2. Our venue partners with some assistance provided by our staff will continue to provide floor plans of your event via email.
  3. We encourage all event planning communication to be done with the use of technology (phone call, email, video call) as opposed to in-person meetings.
  4. We own live stream and recording equipment for all of your virtual and hybrid events. For more information, check out our EPiQLive page at https://www.epiqvision.com/epiqlive or inquire with one of our sales/account managers.
  5. Any AV Equipment that will be handled by event clients, presenters, or guests will be sanitized before and after each use. We encourage that these items (ie: microphones, headsets, presentation remotes, etc) not be shared and lecterns that multiple people will gather at will be frequently sanitized throughout the event.

General Public Guidelines from the Local Health Authority

  1. Avoid going out in public
    • Limit your time outside and with people you do not live with to slow the spread of COVID-19
    • Stay at home as much as possible
    • Avoid public transit unless you must use it
    • Work from home (if possible)
    • Go grocery shopping once a week or less
    • Only visit pharmacies and banks when absolutely necessary
    • Place orders over the phone or online
    • Avoid large groups
    • Do not invite people over to your home or socialize in person
  2. Monitor your health
    • Take an online self assessment if you start feeling sick or come into close physical contact with someone who has difficulty breathing, a fever, or new cough - https://covid-19.ontario.ca/self-assessment
    • Roommates and family members you live with should monitor their health too
    • Young children might have less specific symptoms like sluggishness or lack of appetite

Resources

For current and updated information regarding COVID-19, please follow the links below.