11. Outdoor Venues

Preamble

These guidelines deal mainly with warm/hot weather conditions. Future guidelines will be expanded to include conditions in cold weather.

Although weather and environmental conditions present challenges to performances taking place outdoors, outdoor sites are workplaces and must abide by the health and safety requirements set out in the Occupational Health and Safety Act and the applicable regulations.

The Legal Requirements (based on Ministry of Labour website): “Employers have a duty under section 25(2)(h) of the Occupational Health and Safety Act to take every precaution reasonable in the circumstances for the protection of a worker. This includes developing hot environment policies and procedures to protect workers in hot environments due to hot weather. The measures, requirements and limits set out in these guidelines may be considered to be reasonable precautions. In addition, to help facilitate compliance with the Act, the Ministry of Labour also recommends reference to the current edition of Threshold Limit Values (TLVs) for Heat Stress and Heat Strain published by the American Conference of Governmental Industrial Hygienists (ACGIH) as a source of further information. These values are based on preventing unacclimatized workers' core temperatures from rising above 38°C.”

Definitions

Acclimatization: Heat acclimatization improves the tolerance for heat stress, with a reduction in heat strain. Acclimatization develops over a 1 to 3 week period to exposure to hot temperatures and physical activity, in healthy people. Acclimatization is lost after 4 days away from exposure.
Air Quality Advisory: An alert issued when air quality is expected to be poor because of ground level ozone, the main component of summer smog. An advisory is issued when the Air Quality Index is more than 50.
Heat Exhaustion: A condition caused by heat stress. Symptoms include weakness, headache, fainting, sweating, thirst, nausea and vomiting, and muscle cramps.
Heat Strain: The body's physiological response to heat stress.
Heat Stress: The load that heat puts on the body through the environment and activity.
Heat Stroke: A condition occurring when heat causes the body's cooling system to fail, so that the core body temperature rises to critical levels of 41 degrees Celsius or more. Symptoms include confusion, irrational behavior, hot dry skin (usually with a lack of sweating), loss of consciousness and collapse.
Humidex: Humidex values represent the effect which high humidity and high temperature have on the human body. The higher the humidex, the harder it is for perspiration to evaporate and cool the body and the greater the risk of heat strain.

Humidex Advisory: An alert issued when the temperatures are expected to exceed 30°C and the humidex values are expected to exceed 40°C.

Table: Humidex from Temperature and Relative Humidity Readings

Weather Advisory: An alert that actual or expected weather conditions may cause general inconvenience or concern, but do not pose a serious enough threat to warrant a weather warning.
Weather Warning: An alert that severe weather is occurring or that hazardous weather is highly probable.
Weather Watch: An alert that meteorological conditions may result in the development of severe weather.
Wind speed: 1. Light (0-9 km/h)
2. Moderate (10-40 km/h)
3. Strong/windy (41-60 km/h)
4. Very strong/gales (61-90 km/h)
5. Very strong/storm force (over 91 km/h)

Source: Meteorological Service of Canada

Preparation and Planning

In the early stages of planning and design, tactics for dealing with different weather conditions should be considered and tested. Such alternative measures should include, but not be limited to, wearing hot-weather costumes, amending fight choreography for hot weather or wet playing surfaces, performing a staged reading, eliminating repertoire, protecting musical instruments, changing performance times, using a different venue
In the early stages of planning and design, ensure that all equipment, including back-up lighting, heaters and shelter, is appropriate for use in extreme weather conditions and power failure.
Consider prevailing wind direction and sun position for both rehearsal and performance when planning the stage and audience location.
Adequate lighting should be available for the workers' safety and needs while performing the various activities in the workplace.
The company should recognize that conditions other than temperature and humidity, such as radiant heat (sun, lights), wind, and the kind of activity will affect performers, stage management, technicians, and front of house staff, and should include these conditions in the daily checklist and the policy for cancellation.
The company should create a policy for cancellation of rehearsals and performances, including specific criteria, and for implementing one of the planned contingency measures. The policy should outline but should not be limited to
- the circumstances under which a performance is cancelled (lightning, rain, heat, cold, humidity, radiant heat, wind, air quality, weather watch, weather warning, weather alert, etc.);
- who in management has the authority to make such a decision;
- how long you continue in severe weather;
- how long you suspend the activity;
- a notification process of audience and performers for cancellation of performance due to weather.
The cancellation policy should be posted in a designated area available to all workers.
If possible, a member of management with the authority to cancel should be present at every performance; otherwise, emergency phone numbers should be provided to the supervisor so that a member of the management can be contacted.
Management should assign at least one on-site health and safety officer or designate, who will be provided with a clearly defined set of responsibilities and authority for implementing one of the contingency measures. (See Back Stage, numbers 6, 7 and 8.)
There shall be trained first aid personnel on site at all times, in accordance with Regulation 1101, First Aid Requirements, in the Workplace Safety & Insurance Act, 1997.
The company should put in place emergency procedures for environment-related illnesses: heat stroke, insect or animal bites, etc. These procedures should be discussed and posted in the designated area.^{[ ** ]}
If the company has arrangements to keep emergency health and contact information, it should be kept in a confidential file on site so that it is quickly accessible for emergency personnel. Confidential medical information should be collected and maintained in a manner consistent with the Personal Health Information Protection Act, 2004.
Check with appropriate authority for information on grounds-keeping, evacuation procedures, lighting, pyrotechnics, etc.

^{[ ** ]}Note that not all areas have the 911 emergency number. The health and safety officer should confirm the number to use.

Prevention of Heat Stress

(adapted from the Professional and Specialized Services of the Occupational Health and Safety Branch, Ministry of Labour)

Increase the frequency and length of rest breaks.
Provide cool drinking water near workers and remind them to drink a cup every twenty (20) minutes or so.
Train workers to recognize the signs and symptoms of heat stress and start a “buddy system”, since people are not likely to recognize their own symptoms.
Provide a cool (if possible, an air conditioned) area for rest periods.
Where hot weather conditions warrant, workers should be permitted to acclimatize themselves through progressively increased exposure to the heat. Heavy costumes can compound the risk of heat stress, and this should be taken into account when planning an acclimatization schedule.
Instead of reducing the exposure times to the hot job, allow workers to become acclimatized by reducing the physical demands of the job for a week or two.

Environment

The health and safety officer should have a daily checklist for weather conditions. The checklist should include but not be limited to temperature and relative humidity readings to determine humidex^{[ * ]} (see chart in Definitions), radiant heat (sun, lights), work activities, and weather conditions. This checklist will be the basis on which decisions will be made for any changes to the day's performance (see Preparation and Planning, #1).

^{[ * ]}Inexpensive thermometers that measure both temperature and relative humidity are available at science storest.
Workers should be advised of the presence of potential environmental allergens at the workplace e.g. poison ivy, bees etc. Workers should be encouraged to provide relevant information on any environment-related allergies.
Workers should inform the company as soon as possible about any environment-related allergies. Epi-pens, inhalers and similar medical equipment are the responsibility of the individual workers and should be kept easily accessible for their use. First aid personnel on site should: be made aware of workers' allergies; be familiar with the appropriate emergency response in the event of an incident or development of symptoms.
Workers should be advised to bring any of the following, if necessary to the outdoor venue: sun hats, insect repellent, sunscreen.
Cleaning and maintenance of costumes, footwear and props should include inspection of items for outdoor hazards - dead (or live) insects, bird droppings, etc.
Costume and footwear designed for ease of movement should consider the specific, non-traditional playing area.
The weight of costume fabric should take into consideration the need for warmth or coolness.
Costumes, including footwear, should be able to be modified for extreme weather conditions--layering in the cold, removing layers in the heat or humidity.
Costumes, including headgear, should be designed to allow the body the ability to cool or warm when necessary.
The backstage, performance, and audience areas should be kept as clear as possible of animals. All droppings, animal hair and debris should be removed before rehearsals and performances
Bird droppings should be cleared from all walkways, performance areas, scaffolding and grid as soon as possible. Appropriate personal protective equipment should be worn by those doing the cleaning.
Grass should be mowed and raked to cut down on insects, and to help with absorption and evaporation. Mowing and raking should be done as early in the day as possible, as cut grass can trigger allergies.
Standing water should be drained.
Any streams in the area should be checked for blockage to ensure a free flow. Contact the local authority for policy.
The strength and direction of the wind should be taken into consideration when live flame or pyrotechnics are used. The local department should be consulted for a fire safety plan for workers and audience members.

Performance Space

All structures should be erected on firm ground to ensure stability and prevent shifting/movement. Care should be taken to ensure that all structures are securely fastened to the ground and are properly electrically grounded. These structures include but are not limited to tents, scaffolding, trussing, and power supply. Care should be taken that the structures can support the weights and loads placed on them.
Take into consideration the effects of rain, lightning, and wind when erecting, dismantling and working on a scaffold or other high, elevated working surfaces or structure.
Structures (including guy ropes and supporting poles) and rigging shall be designed by a professional engineer, and inspected and maintained by a competent person. Structures (including guy ropes and supporting poles), rigging and scenic elements should be capable of supporting all loads they may be subject to including very strong wind (61-90 km/h).
All electrical equipment shall be suitable for use and certified by CSA (Canadian Standards Association) or ESA (Electrical Safety Authority).
Cables and wiring should be routed safely away from public areas. If this is not possible, the cables and wiring must be appropriately protected to avoid damage and tripping hazards. (See Electrical Guidelines.) In the event of rain or high humidity, all non-weather proofed electrical and electronic equipment shall be covered to prevent rain or moisture from entering the unit and ballast.
Entrance and exit routes must be clearly identified, adequately illuminated and kept clear of obstructions. Where exit routes are located on uneven ground, temporary flooring or ramps, additional care should be taken to mark and illuminate the routes.
All walkways--including performance areas, ramps, exit and entrance areas, paths to dressing rooms and washrooms--should be kept as dry as possible. Open walkways should be covered with material that will allow water to drain away and afford a non-slip surface. All ramps should be covered with a non-skid surface.
The playing surface, including rakes, platforms and trapdoors, should be rendered safe for performances in wet weather.
In the case of deteriorating weather conditions (potential rain/wind storms, unexpected temperature change), all possible equipment, including but not limited to back-up lighting, heaters, fans, and shelter, should be available and ready to improve conditions.
Wing space should be wide enough and kept dry/sheltered for dancers to change into their dance shoes.

Backstage

Cool drinking water should be provided.
If possible, the dressing rooms should be air-conditioned. If air conditioning is not possible, dressing rooms should have extractor fans to reduce humidity.
The distance from the dressing rooms to the rest rooms should be kept to a minimum.
The total number of washrooms should be at least that specified by the current edition of the Ontario Building Code. Washrooms should be cleaned and maintained regularly. Where suitable water is not available for wash-up, an alcohol-based hand cleaner shall be made available.
If possible, showers should be provided.
A telephone or cell phone should be available to the designated on-site health and safety officer.
A first aid area should be provided with a first aid kit, cot, and a quiet, shaded protected area for resting.
The first aid equipment should include cold and heat packs.

Concert Performances

All stage areas should be stable and level.
Musicians should be seated on a stage, risers or equivalent structure.
Measures should be taken to prevent chairs and other equipment from tipping or running off the edge. Musicians should not be seated directly on unsupported plywood sheets, grass, dirt, straw, gravel, or other non-stage surface.
Entrance/exit stairs to and from any performance platform must have a handrail and be wide enough for musicians to carry their instruments.
Lighting at adequate reading level should be provided. In the event that the existing overhead light may fall below reading level, two 40-watt stand lights (or the equivalent) should be made available, upon request, to those musicians affected. Lighting for safe passage to and from the stage should be provided.
The producer should provide non-collapsible music stands and microphone stands in good condition and sandbags to anchor the stands in case of gusting winds.
The producer should provide proper, stable seating for each performing musician in the form of a well-maintained chair of medium to low height with a flat back and a level seat.
Sound shields should be stabilized and secured in case of gusting winds.

Venue Security

The backstage area, including dressing rooms and toilet facilities--and the routes between these areas and the performance space--should be secured from public access. Where this is not possible, a buddy system should be implemented.
The company should have a procedure to deal with intruders. No one should work in isolation. Ensure that there are at least two workers in all parts of the site.
Adequate lighting, or portable lighting implements, should be available backstage.

Animals

(from the Safety Guidelines for Film and Television)

Only designated performers or professional trainers should be permitted to work with animals.
Anyone not directly involved in the activity with the animals should not distract the animals.
The trainer or person supplying the animal(s) shall be responsible for obtaining all necessary inoculations, permits, applicable licenses and medical safeguards.
An easily accessible area shall be available for loading and unloading animals.
An opportunity shall be given to the trainer to address the workers (including the parents or guardians of any children in the production) about safety precautions while animals are present.
Tranquilization or sedation of performing animals should be accomplished only where circumstances warrant upon advice of the trainer and a qualified veterinarian.
Horses should be properly shod for the working surface.
The trainer shall ensure that all animals required to work in an outdoor “theatrical” venue are well prepared for such situations.

Vehicles

Any vehicles or motorized equipment used in performance must have a qualified driver or operator.
Ground over which the vehicle or motorized equipment is to be driven should be checked for obstructions.
The vehicle or motorized equipment should be taken for a trial run to test the ground, particularly after a rainfall.
The driver/operator should adjust the speed of the vehicle to reflect the ground conditions.
There should be adequate rehearsal time for any stunts, such as jumping from a stationary or moving vehicle.

Resources

Websites that have information on Humidex, Weather Reports and Smog Alerts:

Environment Canada
http://www.msc.ec.gc.ca/

Environment Canada Fact Sheet: Summer Severe Weather
http://www.on.ec.gc.ca/severe-weather/summer.html

Environment Canada Humidex Calculator
http://lavoieverte.qc.ec.gc.ca/meteo/Documentation/Humidex_e.html

Environment Canada Weather Office
http://www.weatheroffice.ec.gc.ca/canada_e.html

Air Quality Ontario Smog Advisories
http://www.airqualityontario.com/

Additional information on methods to monitor and manage workplace heat exposures:

Construction Safety Association of Toronto
http://www.csao.org/uploadfiles/magazine/vol11no2/heat.htm
http://www.csao.org/images/pfiles/251_heatstress-datasheet.pdf [ 821 kb/21 pages ]

The Canadian Centre for Occupational Health and Safety
http://www.ccohs.ca/oshanswers/phys_agents/heat_control.html
http://www.ccohs.ca/oshanswers/phys_agents/heat_health.html
http://www.ccohs.ca/oshanswers/phys_agents/hot_cold.html
http://www.ccohs.ca/oshanswers/phys_agents/humidex.html

City of Toronto
http://www.city.toronto.on.ca/health/beatheat.htm

U.S. Occupational Safety and Health Administration (OSHA)
http://www.osha.gov/SLTC/heatstress/
http://www.osha.gov/Publications/osha3154.pdf [ 35 kb/2 pages ]

The following website has information on water inspection:

The Ministry of the Environment
http://www.ene.gov.on.ca/water.htm

Also see:

Workplace Safety Insurance Board (WSIB)
http://www.wsib.on.ca

Ontario Ministry of Labour
http://www.labour.gov.on.ca/english/index.html

Information on West Nile virus
http://www.labour.gov.on.ca/english/hs/ua_wnv_faq.html

Website addresses may change. These links are accurate as of August 2005.

Links to external websites are offered for the convenience of users in accessing related information. These links do not constitute an endorsement of the websites or their contents. The Ministry of Labour takes no responsibility for the views, contents or accuracy of the information presented by an external website.