TEAM SAN JOSE HEALTH & SANITATION PROGRAM
The San Jose McEnery Convention Center (SJCC) and the collection of San Jose Theaters are committed to implementing safety measures and protocols to help ensure a successful event and visitor experience.
All Team San Jose facilities are GBAC STAR™ facility accredited, currently the industry’s only outbreak prevention, response, and recovery accreditation. GBAC STAR™ establishes requirements to assist facilities with work practices, protocols, procedures and systems to control risks associated with infectious agents. We have several on-site staff members that are individually accredited and are in the process of obtaining accreditation for all Team San Jose venues.
Please note that the SJCC and the San Jose Theaters reserve the right to modify these protocols as needed. As explained in the following Health & Sanitation Program, Team San Jose is taking enhanced health and safety measures for the benefit of our contractors, invitees, guests and staff. Visitors to the San Jose McEnery Convention Center or any one of the San Jose Theater facilities must follow all posted instructions during such visit. Notwithstanding the enhanced health and safety measures described in the Health & Sanitation Program, an inherent risk of exposure to COVID-19 exists in any public place where people are present. COVID-19 is an extremely contagious disease that can lead to severe illness and death. According to the Centers for Disease Control and Prevention, senior citizens and guests with underlying medical conditions are especially vulnerable. By visiting the San Jose Convention Center or any of the San Jose Theaters you voluntarily assume all risks related to exposure to COVID-19.
VERSION 210812 TABLE OF CONTENTS
A MESSAGE FROM TEAM SAN JOSE ...... 1
HEALTH & SANITATION GUIDELINES ...... 2
THE VISITOR EXPERIENCE ...... 3
TEAM SAN JOSE VENTILATION EFFORTS ...... 5 VENUE VENTILATION ...... 6
CLEANING & SANITATION PROTOCOLS ...... 8
PHYSICAL DISTANCING ...... 10
COMMUNICATION ...... 13
FOOD & BEVERAGE ...... 14
SAN JOSE THEATERS ...... 15
TEAM SAN JOSE SAFETY PLEDGE ...... 17
SAFETY & SECURITY ...... 18
INDUSTRY RESOURCES ...... 24
VERSION 2100812 A MESSAGE FROM TEAM SAN JOSE
Welcome to our new reality.
Living in Silicon Valley means that, often times, we are first. As San Joseans, we are accustomed to leading the pack in innovation and redefining industry standards through change. When our county became the first in the nation to ban large-scale public gatherings and issue a shelter-in- place order, our community showed the rest of the nation how to adjust and navigate through recommended best practices for mitigating the spread of COVID-19.
Now, as we work with state and county health experts to welcome back visitors to the San Jose McEnery Convention Center and San Jose Theaters, protecting our guests and employees remains our number one concern.
This document outlines our Team San Jose Health and Sanitation Program, protocols we are prepared to activate across our facilities – the San Jose McEnery Convention Center, San Jose Civic, Montgomery Theater, California Theatre, the Center for the Performing Arts and South Hall. Modified or new protocols will be in place in all areas of business, including our Operations and Production teams, in-house Food & Beverage team, Administrative Offices, and our on-site franchises.
The Team San Jose Health and Sanitation Program is a living protocol and reflects current recommendations at time of publication. As standards and procedures change, so will our practices. Our team is in active communication with industry agencies to receive recommended guidelines from expert health agencies, including:
+ County of Santa Clara Public Health Department + State of California + Center for Disease Control (CDC) + World Health Organization (WHO) + Global Biorisk Advisory Council (GBAC) Team San Jose is leading the way in how we are connecting with one another. Our region is a resource for state-of-the-art technology, world-renowned minds, and life-changing ideas. As we open our doors, rest assured that you’ll be walking in side-by-side, with Team San Jose. The San Jose spirit takes care of each other and you are one of us. Together, we’ve got this.
Welcome back to San Jose. We are ready when you are.
Stay healthy,
John LaFortune President & CEO Team San Jose
VERSION 210812 TSJ HEALTH & SANITATION PROGRAM 1 HEALTH & SANITATION GUIDELINES
Team San Jose is committed to the practice of up-to-date safety protocols as recommended by industry and health organizations. As standards and procedures change, so will our practices. The following procedures are currently recommended at time of publication. This document is continuously updated as new protocols develop.
HAND WASHING Correct hygiene and frequent handwashing with soap is vital to help combat the spread of the virus. All Team San Jose staff have been instructed to wash their hands, or use sanitizer when a sink is not available, after any of the following activities: using the restroom, sneezing, touching the face, blowing the nose, cleaning, sweeping, mopping, smoking, eating, drinking, entering and leaving the venue, going on break and before or after starting a shift. All sanitary facilities will stay operational and stocked at all times and provide additional soap, paper towels and hand sanitizer when needed.
COVID-19 TRAINING All team members will receive training on COVID-19 safety and sanitation protocols with more comprehensive training for our teams with frequent guest contact, including Facility Operations, Food & Beverage and Security.
PERSONAL PROTECTIVE EQUIPMENT (PPE) Appropriate PPE will be worn by team members based on their role and responsibilities and in adherence to state or local regulations and guidance. Training on how to properly use and dispose of all PPE will be mandatory. Gloves will be provided to team members whose responsibilities require them as determined by medical experts.
DAILY PRE-SHIFT Team member pre-shift meetings will be conducted. Hand sanitizer effective against COVID-19 will be available to all team members throughout the facility. Soap and water will be available in areas that allow for appropriate physical distancing, if necessary. Our management team will ensure proper PPE and sanitation procedures are followed and updated as needed.
VERSION 210812 TSJ HEALTH & SANITATION PROGRAM 2 THE VISITOR EXPERIENCE
The Team San Jose Sales and Events teams take pride in the trademark San Jose experience in our facilities. The following standard guidelines may be scalable to event size to minimize intrusion to the overall visitor experience.
PERSONAL PROTECTIVE EQUIPMENT (PPE) All attendees must follow local face covering guidelines when at a business facility or using public transportation. Guests visiting the San Jose McEnery Convention Center and San Jose Theaters must abide by current PPE protocols applicable to Team San Jose. For added safety, masks that obscure the entire face are prohibited. Disclaimer: PPE guidelines are based on recommendations by CDC, State of California, County of Santa Clara Public Health Department and City of San Jose guidelines.
AMERICANS WITH DISABILITIES ACT (ADA) + Show Management is responsible for ensuring that exhibitors at the event and any other event representative (including employees, contractors and subcontractors) all comply with the ADA + Show Management is responsible to ensure compliance of temporary architectural event features such as registration, information booths and any other services or programs available to exhibitors, attendees or the general public + Show Management is responsible for nonpermanent accessibility requirements such as, but not limited to, seating accessibility, auxiliary aids for the visually impaired, hearing impaired and mobility impaired
+ Team San Jose approval of any aspect of Show Management’s activities is not an endorsement of ADA compliance + Visit www.ada.gov for official ADA guidelines and regulations SIGNAGE Appropriate signage as directed or recommended by the State and County will be prominently displayed at all entrances at Team San Jose facilities and San Jose Theaters buildings.
VERSION 210812 TSJ HEALTH & SANITATION PROGRAM 3 THE VISITOR EXPERIENCE
GUEST STATION AMENITIES
Free standing hand sanitizer units will be available in all public passthrough areas. Individual hand sanitizer units will be placed in locations throughout the facility, with placement and allocation to be determined by the Director of Facilities. Sanitary door openers will also be installed where appropriate.
GOING TOUCHLESS
All public drinking water fountains will be turned off and touchless points of service will be encouraged. In restrooms, sensor functioning sinks, soap dispensers, paper towel dispensers and automatic toilets will be installed. Shared items such as pens and notepads will be removed. No brochure racks will be used in Team San Jose and San Jose Theater facilities.
EVENT REGISTRATION RECOMMENDATIONS
Electronic, badge-less or mail only registration are encouraged. Advanced online registration utilizing digital badges or QR codes for contactless access are encouraged as well as use of mobile apps or registration records to assist proper authorities with contact tracing efforts.
CASHLESS EXPERIENCE
Team San Jose is committed to creating a cashless venue experience at the San Jose Convention Center and San Jose Theaters. Contactless payment systems are available throughout concession stands, ticket offices and other points of sale areas.
VERSION 210812 TSJ HEALTH & SANITATION PROGRAM 4 TEAM SAN JOSE VENTILATION EFFORTS
The following information is for general audiences who may have questions about air ventilation in the San Jose McEnery Convention Center (SJCC) and collection of San Jose Theaters.
According to the CDC, COVID-19 is spread mainly between people who are within about 6 feet of each other for at least 15 minutes. Tiny droplets form in the air when someone coughs, talks, sings or laughs. Droplets from an individual with COVID-19 can contain the virus. Such droplets can be transmitted when others breathe them in or when they land on another’s eyes, nose or mouth and cause infection. There is less airflow to move around and spread out indoors than there is outdoors.
Managing indoor air will not stop the spread of COVID-19 by itself, but it can lower the number of people infected when combined with face coverings, physical distancing, good hand hygiene, clean and disinfected common surfaces and other recommended steps to stop the spread of infection. Team San Jose will follow the local guidelines recommended by public health officials.
We know how important safety is to you, your leadership and attendees. We share your interest in providing a safe environment in which to meet and network. Rest assured that our property operation personnel are highly trained in HVAC systems operation and maintenance.
This section outlines our ventilation efforts to help reduce the possibility of infection from the virus that cause COVID-19 by implementing a comprehensive strategy for heating and ventilating systems (HVAC) and air cleaning to maintain indoor air quality (IAQ).
Should you have any questions about our HVAC ventilation systems as they relate to your upcoming event please feel free to contact us.
We are ready for you when the time is right.
Rob Paglieri Director of Property Operations Team San Jose
VERSION 210812 TSJ HEALTH & SANITATION PROGRAM 5 VENUE VENTILATION
VENTILATION OVERVIEW
These considerations were written to not be prescriptive in nature, but rather to provide general information and areas for special attention. Regularly reviewing the guidance in the Centers for Disease Control and Prevention (CDC), Environmental Protection Agency (EPA), American Society of Heating, Refrigeration and Air-Conditioning Engineers (ASHRAE) and the World Health Organization (WHO) is strongly advised.
Ventilation is an important factor in reducing the possibility of infection from the virus that causes COVID-19 from spreading indoors. Below are steps Team San Jose considers, which can improve indoor ventilation.
Ventilation is a controlled introduction of tempered fresh air into an interior space while the interior exhaust air is removed. It is done to maintain the indoor air quality (IAQ).
HVAC AIR HANDLING ENHANCEMENTS
Good air flow can help reduce the possibility of viral infection. That is why the risk of transmission through air borne pathogens is much lower outdoors than indoors. Heating and ventilating systems (HVAC) and air cleaning strategies have the potential to reduce the risk of infectious aerosol dissemination. Team San Jose has implemented the following strategies:
1. Enhanced filtration filters over code minimums in occupant dense spaces will be utilized at the San Jose McEnery Convention Center and the San Jose Theaters 2. Increased outdoor air ventilation (disable-demand controlled ventilation and open outdoor air dampers to 100% as indoor and outdoor conditions will permit) 3. Team San Jose has the ability to keep the ventilation systems running 24/7 (on demand) to maintain controlled air flow and the temperature set points within the premises
CURRENT ACTIVATIONS
+ System upgrade to MERV 13 air filters, based on a suggestion by ASHRAE for a non-healthcare facility. This utilization complies with the GBAC HVAC suggestion.
MERV stands for minimum efficiency reporting value – a MERV 13 filter will catch 90% of particles in the 3 – 10 particulate matter (PM) range, 85% of particulates in the 1 – 3 PM range, and 50% particles in the 0.3 – 1 PM range.
VERSION 210812 TSJ HEALTH & SANITATION PROGRAM 6 VENUE VENTILATION
HVAC EQUIPMENT
+ San Jose McEnery Convention Center: A chilled water loop system with a cooling tower, redundant chillers and steam boilers
+ San Jose Civic: A chilled water loop system with one chiller and steam boilers + Montgomery Theater: Roof top package units + California Theatre: A chilled water loop system with one chiller and steam boilers + The Center for the Performing Arts: A chilled water loop system with one chiller and steam boilers
DATA POINTS
At this time, confirmed data cannot be provided for ACH (air changes per hour) as we have no means to gauge or record this metric.
Team San Jose’s HVAC system can disable-demand controlled air frequency and open its outdoor dampers to 100% to introduce outside air dependent on indoor and outdoor conditions.
Team San Jose has the ability to provide and keep the ventilation systems running 24/7 (on demand) to maintain controlled air flow and the temperature set points within the premises.
Team San Jose maintains building ventilation systems according to state/local building codes applicable guidelines and with reoccurring preventative maintenance and R&M.
RESOURCES
+ World Health Organization (WHO) Ventilation and Air Conditioning in Public Spaces and Buildings + Center for Disease Control (CDC) Ventilation in Buildings + American Society of Heating, Refrigeration and Air Conditioning Engineers (ASHRAE) Guidance for Building Operations during the COVID-19 Pandemic + National Air Filtration Association (NAFA) + Team San Jose Facility 360 Virtual Tour + Team San Jose Facility User Guide + Team San Jose Emergency Procedure Manual + Team San Jose Detailed Expense Rate Sheet + San Jose McEnery Convention Center Floor Plan and Specifications + Team San Jose Facility Overview
VERSION 210812 TSJ HEALTH & SANITATION PROGRAM 7 CLEANING & SANITATION PROTOCOLS
Team San Jose facilities use cleaning products and protocols that meet or surpass current Environmental Protection Agency (EPA) guidelines and are approved to be effective against viruses, bacteria and other airborne and bloodborne pathogens. We are working with our vendors, distribution partners and suppliers to ensure an uninterrupted supply of these cleaning supplies and the necessary PPE are available.
Team San Jose uses disinfectants labeled to be effective against emerging viral pathogens that are appropriate for the surface. Employees will be provided training on manufacturer’s directions and Cal/OSHA requirements for safe use. Workers using cleaners or disinfectants will wear gloves as required by the product instructions.
GOING BEYOND The San Jose McEnery Convention Center and the San Jose Theaters are following the sanitization guidelines recommended by the EPA and CDC. In addition to the recommended procedures, Team San Jose has implemented the following measures across our facilities:
GBAC STAR FACILITY ACCREDITATION PROGRAM All Team San Jose venues are Global Biorisk Advisory Council (GBAC) STAR facility accredited, currently the industry’s only accreditation for outbreak prevention, response, and recovery protocols and procedures to control risks associated with infectious agents. The 20 GBAC STAR Program Elements accreditation certifies that the San Jose McEnery Convention Center and the San Jose Theaters facility staff is operating at the industry’s highest standards for cleaning and disinfection of infectious agents. GBAC is a division of ISSA, the worldwide cleaning industry association. In addition to facility accreditation across all Team San Jose venues, several on-site staff members have also received individual GBAC accreditation. FREE STANDING & INDIVIDUAL HAND SANITIZER UNITS Placement of free standing hand sanitizer units near building entrances and public passthrough areas at the San Jose McEnery Convention Center and San Jose Theaters such as meeting rooms, lobby and elevator landing. Placement and allocation are to be determined by the Director of Facilities with consultation of local safety authorities. ELECTROSTATIC SPRAY SYSTEMS Electrostatic Spray Systems using a US EPA Registered Broad-Spectrum Disinfectant solution and application across our facilities and theaters after business hours as determined by the Director of Facilities. The disinfectant solution is an environmental hazard free solution and professional grade rated to a 99.9% two to four minute kill rate when applied to hard nonporous surfaces.
VERSION 210812 TSJ HEALTH & SANITATION PROGRAM 8 CLEANING & SANITATION PROTOCOLS
INCREASED FREQUENCY OF CLEANING & SANITATION The frequency of cleaning and sanitizing will be increased in all public and passthrough areas during event hours. Additional deep cleaning and disinfecting overnight routines will also be implemented on frequent contact surfaces. Cleaning protocols will have an emphasis on restrooms and high-touch areas including, but not limited to:
+ Elevators & elevator buttons + Escalator & stair handrails + Doors & door handles + Dining & table surfaces + Crash bars + Lobby chairs & seating areas + Light switches + Payment terminals & ATM pinpads + Public restrooms & toilet + Time clocks INCREASED MONITORING OF HVAC SYSTEMS All HVAC systems will be maintained on an ongoing scheduled basis. Indoor air quality will be monitored and adjusted, as needed, and use of outdoor air will be increased. SHARED EQUIPMENT SANITIZATION PROCEDURES Team San Jose has implemented a Shared Equipment Disinfecting Standard Operating Procedure to provide cleaning guidelines and procedures for all Team San Jose venues. The SOP applies to all shared equipment including but not limited to phones, radios, computers and other communication devices, payment terminals, kitchen implements, engineering tools and equipment, cleaning equipment, keys, time clocks and all other direct contact items used throughout the facility. Shared tools and equipment will be sanitized before, during and after each shift or anytime the equipment is transferred to a new team member.
VERSION 210812 TSJ HEALTH & SANITATION PROGRAM 9 PHYSICAL DISTANCING
We will implement protocols that meet or exceed current state and local health authority guidelines on proper physical distancing throughout the facility. All attendees must follow current mask recommendations when in the facility.
LOBBY ASSOCIATES The presence of lobby greeters can be made available at Team San Jose facilities to provide guidance to guests and assist in maintaining proper current physical distancing requirements. IATSE B32 is our exclusive provider of the following services (additional charges apply): ushers, door guards, badge checkers and ticket takers. Events in our San Jose Theaters venues also require services of the IATSE B32 staff. Please ask your Event Services Manager for rates.
BACK OF THE HOUSE Current recommended physical distancing protocols will be enforced. Team San Jose team members are trained on safety procedures to reduce the emission of COVID-19 at the workplace. In addition to continuous COVID-19 prevention trainings and daily pre-shift training updates, physical distancing protocols include: + Team member self-screening + Staggered schedules, including breaks and lunches + Daily COVID-19 prevention walkthroughs + Recommended guidances from CDC, Cal/OSHA, California Department Public Health and Santa Clara Public Health Department
SITE INSPECTIONS Facility and theater site inspections will meet or exceed current state and local health authority guidelines on proper physical distancing throughout the facilities. Virtual planning, pre-con meetings and virtual site inspections will be available. Please contact our Sales and Events teams for more information.
SAN JOSE MEETINGS CAMPUS IN 360 VIRTUAL TOUR To accommodate planning from home, Team San Jose has launched a new virtual tour for the San Jose McEnery Convention Center and the collection of San Jose Theaters. The new virtual site tour can be viewed at sanjose.org/360.
VERSION 210812 TSJ HEALTH & SANITATION PROGRAM 10 PHYSICAL DISTANCING
SET-UP ARRANGEMENTS Meeting and banquet set-up arrangements will allow for physical distancing between attendees in all meetings and events based on current CDC, State of California and County of Santa Clara Public Health Department recommendations. SETTING UP FOR SUCCESS + Team San Jose will assist event organizers in the planning and layouts for current distancing minimums, working with the Fire Marshal and County Health liaisons for special distancing needs + Doors will be held open during peak attendee ingress or egress, if possible and in accordance with security and safety protocols
+ All visitor attraction brochure racks and other self-service displays with printed handouts will be closed
+ Concourse lounge furniture may be physically distanced for small to mid- size events and removed for large events, depending on current public health guidelines
VERSION 210812 TSJ HEALTH & SANITATION PROGRAM 11 PHYSICAL DISTANCING
EVENT PLAN ASSISTANCE Meeting and banquet set-up arrangements will allow for physical distancing between attendees in all meetings and events based on current CDC, State of California and County of Santa Clara Public Health Department recommendations. Team San Jose will work with organizers on developing physical distancing plans as relevant based on type and size of the event. EVENT PLAN DEVELOPMENT + Maximum room sets in accordance to revised occupancy standards, in coordination with the Fire Marshal + Registration and box office queues + Staggered vendor/exhibitor move-in and move-outs + Scheduled adjustments to anticipate attendee flow in common areas FOOD & BEVERAGE PLAN DEVELOPMENT + Large meal function space utilizations to accommodate current physical distancing requirements + Longer and/or assigned meal times for attendees + Consideration of self-serve buffet style food service to be replaced by alternative service styles + Consideration of self-contained grab-and-go meals or snacks to limit contact
+ Water and beverage service options COVID-19 PREVENTION PLAN DEVELOPMENT COVID-19 prevention plans will be developed to address any additional areas of concern for each event and submitted to designated agencies for approval, as required. This supplemental plan will include or refer to any necessary measures for complying with contact tracing needs while protecting private health information in a manner consistent with HIPAA standards.
VERSION 210812 TSJ HEALTH & SANITATION PROGRAM 12 COMMUNICATION
Team San Jose will work with event organizers to develop communication around health and distancing measures both before and during the event.
CLEAR & CONSISTENT ADVANCE COMMUNICATION Team San Jose will create communications for local contracted labor to ensure awareness and compliance with check-in procedures, PPE and new policies or regulations. Emergency preparedness and response plans will be put in place for potential outbreaks or resurges within our community.
ONSITE REMINDERS Health reminder signage will be posted in strategic and highly visible back and front-of-house areas to reach attendees, contractors, employees and vendors. Team San Jose events team will collaborate with clients on additional materials to remind guests and exhibitors of important hygiene practices and current physical distancing measures (e.g., floor markings and physical partitions).
PRE-SHOW MESSAGING DEVELOPMENT
Team San Jose will assist show organizers in the development of pre-show messaging. Messaging in advance of the event should communicate relevant information, including updates from global and local health authorities, hygiene briefings, health protection measures, and event admission policies. By communicating to attendees and exhibitors in advance, show organizers will set proper expectations, especially regarding updated or new policies. Messaging distribution may include: + Increased facility messaging on digital advertising boards + Wi-Fi splash page information + Website banner or client/event specific website + Booth flyers + Targeted client email + Facility PA system
VERSION 210812 TSJ HEALTH & SANITATION PROGRAM 13 FOOD & BEVERAGE
CATERING, BANQUETS & CONCESSIONS SAFETY
Service stations, service carts, beverage stations, counters, handrails and trays will be frequently sanitized.
Team San Jose takes pride in utilizing as many green and eco-friendly products available to sanitize and clean our facilities and equipment. As new green sanitization products are introduced to market, Team San Jose will reevaluate our supply inventory to incorporate improved environmentally- safe products.
Point of Sale (POS) terminals will be assigned to a single server where possible and sanitized between each team member usage as well as each shift change. If multiple servers are assigned to a POS terminal, servers will sanitize their hands after each use.
All Food and Beverage operations will follow the CDC, State of California and County of Santa Clara Public Health Department recommendations.
ADDITIONAL PROTOCOL CONSIDERATIONS + Condiments will be served in single use containers (either disposable or washed after each use) + Trays (all types) and tray stands will be sanitized after each use + Storage containers will be sanitized before and after each use + Food preparation stations will be sanitized at least once per hour + Kitchens will be deep cleaned and sanitized at least once per day + Food and beverage items being prepared will be transferred to other team members using contactless methods (e.g. leaving on expediting tables, conveyors, etc.) + All shared equipment and meeting amenities will be sanitized before and after each use. If not able to be sanitized, amenities will be single use. + Current physical distancing protocols will be followed + All buffet and self-serve style events to be suspended until further notice + All food and beverage items will be individually plated and served + Coffee and other break items will be attended and served by a server + Flatware will be prepackaged for single-use only. Silverware options will be provided as a roll-up.
+ Seating capacities and floor plans will be reviewed on an event by event basis to ensure current appropriate physical distancing guidelines are met + Individual bottled water will be provided in lieu of water carafes on meeting tables and water stations + Daily electrostatic spray system procedure
VERSION 210812 TSJ HEALTH & SANITATION PROGRAM 14 SAN JOSE THEATERS
The mission of the San Jose Theaters is to provide excellent professional services and exceptional customer care, setting the stage for the success of your event. Our highly experienced staff includes experts in sales, marketing, event services, production, food and beverage, safety and security, operations and ticketing. We have partnered with local labor unions, the San Jose hotel community and the San Jose arts community to build an environment that will allow you and your guests to have a fantastic event in our San Jose Theaters.
The collection of the San Jose Theaters include the Montgomery Theater, California Theatre, Center for the Performing Arts (CPA) and the San Jose Civic. Below are modifications to the San Jose Theaters experience.
BOX OFFICE & TICKETING SERVICES San Jose Theaters provides several degrees of Ticketing Services ranging from a centralized Box Office out of the San Jose Civic (Tuesday – Saturday), full ticketing services for on-sale events and day-of-event support with cashiers and equipment for ticket scanners.
The following guidelines will be implemented at the Box Offices across the San Jose Theaters:
PHYSICAL DISTANCING All San Jose Theaters Box Office Representatives will adhere to current physical distancing protocols in each designated Box Office space. Clients managing their event’s onsite Box Office services will be provided with Team San Jose recommended policies for best practices. All Box Office queue lines will be marked for physical distancing, if neccesary. MODIFIED TRANSACTION PROCEDURES The majority of transactions will move to a touchless purchasing option, when applicable.
All credit card transaction machines will be placed outside of Box Office windows for direct patron contact.
Transactions will be cashless when possible.
VERSION 210812 TSJ HEALTH & SANITATION PROGRAM 15 SAN JOSE THEATERS
PROMOTOR & VISITOR THEATER EXPERIENCE Effective April 15, 2021, the San Jose Theaters can operate under the State of California and CAL/OSHA COVID-19 Guidance: Indoor Seated Live Events & Performances.
The San Jose Theaters continue to follow State of California and the County of Santa Clara Public Health Department’s guidelines on when and how live entertainment can resume. As we anticipate further details, our San Jose Theaters Event Services and Ticketing teams are available to work with event organizers to start discussions around appropriate seat configuration and protocol options for individual shows or events.
As with all events at Team San Jose, the following standard guidelines are scalable to event size to minimize intrusion to the overall visitor experience.
State of California COVID-19 Guidance: Indoor Seated Live Events and Performances
PHYSICAL DISTANCING + Scale seating to adhere to current capacity caps mandated by the County of Santa Clara Public Health Department to allow for physical distancing, if neccesary
+ Stagger entry times to the venue to allow for physical distancing to give patrons ample time to settle into their seats, if neccesary
+ Establish intermission egress and ingress protocols into house chambers, lobbies and restrooms
+ Determine egress protocols for end-of-show (i.e. Usher to release rows from back to front)
+ Develop schedule and plan to allow ample time between shows (i.e. matinee and evening shows) for sanitation and cleaning of house chambers
VERSION 210812 TSJ HEALTH & SANITATION PROGRAM 16 TEAM SAN JOSE SAFETY PLEDGE
Team San Jose monitors and protects the San Jose McEnery Convention Center and the San Jose Theater venues at all times. Our in-house security staff works closely with local, state and federal law enforcement agencies to ensure rapid and smooth communication.
All Team San Jose facilities adhere to the recommendations set forth in the United States EPA Emerging Viral Pathogen Guidance regarding cleaning disinfectants effective against COVID-19. Team San Jose are following advised CDC and WHO protocols. All Team San Jose Safety & Security staff, Emergency Medical Services and first aid office personnel have been briefed and are prepared to handle any incident. Team San Jose is in communication with the County of Santa Clara Public Health Department and are trained to follow appropriate protocol to notify health department officials.
We know how important safety is to you, your leadership and attendees. We share with you your interest in providing a safe environment in which to meet and network. Rest assured that our security and safety personnel are highly trained in disaster preparedness and emergency response procedures.
Many of our groups are interested in establishing a relationship between their safety officials and ours to ensure comprehensive communications and thorough understanding of one another’s safety measures We welcome these conversations and will be proactive in establishing this communication to the satisfaction of all parties.
The following section outlines our guide of contingency policies, rules, standards and regulations that will be implemented across our facilities:
+ San Jose McEnery Convention Center + San Jose Civic + Montgomery Theater + California Theatre + Center for the Performing Arts + South Hall Modified or new protocols will be implemented in all areas of business, including Operations and Production, in-house Food & Beverage team, Administrative Offices and on-site franchises.
Should you have any questions about our security programs as they relate to your upcoming event or if you need any assistance in determining your security or medical needs, please feel free to contact us.
Welcome back to San Jose. We are ready for your return.
Eddie Cuevas Director of Safety, Security & Parking Team San Jose
VERSION 210812 TSJ HEALTH & SANITATION PROGRAM 17 SAFETY & SECURITY
COVID-19 PREVENTION PLAN DEVELOPMENT COVID-19 prevention plans will be developed by Show Organizers to address any additional areas of concern for each event and submitted to designated agencies for approval, as required. This supplemental plan will include or refer to any necessary measures for complying with contact tracing needs while protecting private health information in a manner consistent with HIPAA standards.
Our team is in active communication with our health and industry agencies to receive recommended guidelines from expert health agencies, including:
+ County of Santa Clara Public Health Department + State of California + Center for Disease Control (CDC) + World Health Organization (WHO) + Global Biorisk Advisory Council (GBAC) EVENT SECURITY Show Management is required to arrange a security contractor to provide event security services for your lobby, meeting room and exhibit hall areas from move in to move out. Any security contractor you choose must be qualified through Team San Jose to work in any of our facilities. Please note that pre-qualification does not imply endorsement of any provider by Team San Jose. See Service Provider List here.
If your chosen provider is not on the list, please discuss with your Event Services Manager. Likewise, if your event is a public event or large party involving large numbers of people, you will be required to provide Security for crowd control purposes. In some cases, we will require that you employ uniformed off-duty San Jose Police Officers to assure safety and control. This coverage would be in addition to independently contracted security that you must arrange for your event. If it is determined that coverage is required, the cost for retaining the officer(s) is the responsibility of the Event Organizer.
Armed services are provided only by the San Jose Police Department. If interested, your Event Services Manager can provide more information. The SJPD contact is below:
+ SAN JOSE POLICE DEPARTMENT Captain Carlos Acosta E [email protected] P (408) 277-5271
VERSION 210812 TSJ HEALTH & SANITATION PROGRAM 18 SAFETY & SECURITY
INFECTION MITIGATION COORDINATOR Team San Jose recommends that a worker with appropriate medical and risk management knowledge be designated the “Infection Mitigation Coordinator” for the event, venue, or business. This role is essential during this pandemic, and it should be incorporated into health and safety plans and training.
The Infection Mitigation Coordinator should have the following functions:
+ Coordinate with, communicate, and help implement public health guidelines + Work closely with Show Organizer to develop and implement event health plans + Ensure existing safety plans are modified for compatibility with new health plans
+ Help create worker training that applies current information about hazards and infection control measures, including: physical distancing, handwashing, temperature checking and disinfecting high-touch surfaces
+ Determine, in conjunction with the venue or event organizer, if a worker or patron may safely enter the event space when there is a health concern
EMERGENCY COMMUNICATION PLAN Team San Jose will work with event organizers to provide a contact list of event-related on-site medical personnel and the closest local medical facilities. In addition, Team San Jose will follow all local public health official protocols and standards.
Show organizers will ensure there will be lobby greeters to provide guidance to guests and assist in maintaining proper current physical distancing requirements.
VERSION 210812 TSJ HEALTH & SANITATION PROGRAM 19 SAFETY & SECURITY
ONSITE MEDICAL ASSISTANCE To ensure guest safety and effectively respond to medical incidents, Emergency Medical Technician (EMT) professional(s) will be required for public and private events.
EMT will follow these steps when treating patients that may have COVID-19 symptoms. Patients will be instructed and escorted off the event floor and will be treated in the First Aid Room or an event designated isolation room.
1. The EMT will isolate the patient and conduct a vital sign check – temperature, cough, blood pressure and breathing. Patients with respiratory symptoms will be provided a medical mask and will be instructed to seek medical care as soon as possible if they’re experiencing: fever, cough and difficulty breathing. 2. Patients that are treated by an EMT but have mild respiratory symptoms will be advised to leave the event and contact their health care provider (doctor, physician assistant, etc.) for medical care advice. 3. The EMT will provide treated patients with a Coronavirus (COVID-19) Prevention and Mitigation Card. The card includes prevention measures, vital signs record of the patient, contact and address information for local hospitals, urgent cares and clinics.
VERSION 210812 TSJ HEALTH & SANITATION PROGRAM 20 SAFETY & SECURITY
INCIDENT REPORTING & INVESTIGATIONS The Team San Jose Safety & Security Department maintains an onsite and on-call 24/7 security team to oversee all San Jose McEnery Convention Center and San Jose Theater facilities, respond to radio and hotline calls, follow-up with investigations and prepare documentation of incident reports related to health and safety, medical calls, security, property damage and theft.
TEAM SAN JOSE INVESTIGATION METHODS + Conduct a timely, fair and thorough investigation that provides for the appropriate due process + Use only qualified and impartial manager(s) or consultant(s) to conduct an investigation + Document and track the complaint, investigation and outcome + Maintain confidentiality throughout the investigation to the extent possible under the circumstances + Consider appropriate options for remedial actions and resolutions + Reach a reasonable conclusion based on the evidence collected CASE REPORTING PROTOCOLS TEAM SAN JOSE RESPONSIBILITIES + Team San Jose will establish and communicate protocols to guests should they become ill or complain of symptoms during the event + Establish protocol for identifying and separating symptomatic attendees upon arrival, which may include self-reporting questionnaire and temperature screenings + Assist in developing a contingency distribution plan should attendees arrive without masks (if local face covering protocols are in place) CLIENT RESPONSIBILITIES + Clients are required to contract with an on-site medical provider CASE NOTIFICATION If we are alerted to a presumptive case of COVID-19 at the San Jose McEnery Convention Center or the San Jose Theaters, we will work with the Santa Clara County Public Health Department to follow the appropriate actions recommended.
VERSION 210812 TSJ HEALTH & SANITATION PROGRAM 21 SAFETY & SECURITY
INTERNAL REPORTING
1. Team San Jose Security Supervisor to notify the Preliminary Investigator to prepare an incident report 2. The report will be submitted to the head of Crisis Management 3. At a minimum, the incident report is to include the visitor name, identification information and room number (if applicable) 4. The incident report will be updated as new information is available and when/if the visitor returns to property
TEAM SAN JOSE EMERGENCY PROCEDURAL MANUAL A copy of the Team San Jose Emergency Procedural Manual can be found here.
VERSION 210812 TSJ HEALTH & SANITATION PROGRAM 22 FREQUENTLY ASKED QUESTIONS
Do you require event organizers to submit a health & sanitation plan of policies and 1 procedures specific to their event? Yes, Team San Jose requires event organizers to submit an event-specific health & sanitation plan for their meeting. When does the plan need to be submitted? Team San Jose requires event organizers to submit an event-specific Health & Sanitation Plan for their event scaled to current COVID-19 requirements. Plan should be submitted to the Team San Jose Director of Event Operations and must be received no later than 45 days prior to the first load-in date of the respective event. The submitted plan will be reviewed and approved by a Team San Jose GBAC Certified representative and the TSJ Re-Opening Committee. What are the event-specific Health & Sanitation Plan requirements? 1. PPE Requirement & Distribution Plan for staff, crew, vendors and attendees queuing and Ingress/Egress Strategy and Plan 2. Additional Signage Plan to support existing facility signage Queuing Strategies 3. Comprehensive Safety and Security Response Plan 4. Guidelines, protocols, compliance supervision and staffing coverage 5. Event-specific Health & Sanitation Plans should be submitted to: Charles Baran, Director of Event Operations E [email protected] What is the approval process? Your plan will be reviewed by our Team San Jose GBAC certified members. 2 Will there be any cost implications to the event organizer to utilize new health and safety equipment or procedures that Team San Jose has implemented (i.e. thermal scanners)? Team San Jose has not installed or implemented a customer or attendee facing thermal scanning system. Team San Jose’s preferred vendor is below and they will provide a quote for your event.
+ SYSTEMS INNOVATION by LMG Joe Mathews C.T.S, Account Executive E [email protected] M (925) 852-1094
VERSION 210812 TSJ HEALTH & SANITATION PROGRAM 23 INDUSTRY RESOURCES
HEALTH & SANITATION GUIDANCES CENTER FOR DISEASE CONTROL STATE OF CALIFORNIA (CDC) WORLD HEALTH ORGANIZATION CALIFORNIA DEPARTMENT OF (WHO) PUBLIC HEALTH UNITED STATES ENVIRONMENTAL COUNTY OF SANTA CLARA PUBLIC PROTECTION AGENCY (EPA) HEALTH DEPARTMENT
GLOBAL BIORISK ADVISORY COUNCIL (GBAC)
TRAVEL & MEETINGS BEST PRACTICES CONNECT ASSOCIATION SMART MEETINGS EVENT SAFETY ALLIANCE (ESA) U.S. TRAVEL ASSOCIATION PROFESSIONAL CONVENTION MANAGEMENT ASSOCIATION (PCMA)
VERSION 210812 TSJ HEALTH & SANITATION PROGRAM 24