table of contents page# · 2020. 8. 18. · table of contents. page# o introduction & corporate...

COVID-19 RE-OPENING PLAN, PROCEDURES AND OUTLINE VENT Fitness Capital Region, New York August 18th, 2020 version

1

TABLE OF CONTENTS Page#

o Introduction & Corporate Contact 3

o Measures to Mitigate the Exposure and Spread of COVID-19 4

o Cleaning and Sanitization Plan 5

o A Member’s journey – Touch Points 6

o Expanded Cleaning and Sanitizing Scope of Work 7-9

o Team Member’s Responsibilities 10

o Communication and Contact 10

o General Operational Changes 11

o Guidelines by Area Building Exterior/Entry/Exit Member Check in/Service Desk Energy Bar Lobby, Common Areas, Hallways, Stairways Locker Rooms Pool Personal Training Small Group Training Group Fitness Basketball Cardio Decks Weight Room/Strength Equipment Massage, Tanning

12-14 12 12 12 13 13 13 13 13

13-14 14 14 14

2

COVID-19 RE-OPENING PLAN, PROCEDURES AND OUTLINE VENT Fitness Capital Region, New York May 18th, 2020 version

o Signage Signage Exterior and member Check in/Service Desk

15-20 15

Signage Locker rooms and weight floor 16

Signage move Studio and weight floor 17

Signage Specs 18

Signage House Rules Signage Equipment not available and CDC Recommendations

19 20

o Sample member communications 21

TABLE OF CONTENTS Cont’d Page#

Introduction

VENT Fitness has created this handbook to guide our staff and members through the implementation of new measures to safely reopen the four VENT Fitness locations in the Capital Region. Our main focus is to be part of the solution.

When permitted to reopen we will rehire hundreds of our former employees and continue our mission to improve the health and well being of our members. This includes the fight against Obesity, Diabetes, Heart Disease and Hyper-Tension, all of which are pre-existing conditions that may lead to weaker immune system especially when battling COVID-19. In general, fitness centers play a vital social role in maintaining and promoting a healthy lifestyle. This is important for both physical and mental health. We believe the services we offer are essential and an extension of the health care system.

This handbook continues to evolve as we learn more about the disease and how to combat it. All guidelines and plans contained in this guidebook are subject to change to meet requirements provided by state & local governments and health officials.

VENT Fitness Corporate Contact

Vincent Esposito Regional manager [email protected] 518-278-4610 X-1109

3


mailto:[email protected]

mailto:[email protected]

Measures Taken to Mitigate the Exposure and Spread of COVID-19

Follow all Federal and State Guidelines - to mitigate risk of resurgence, protect the most vulnerable and follow the best hygiene practices: a. Wash your hands with soap and water for 20 seconds or use hand sanitizer frequently, b. Avoid touching your face, c. sneeze or cough into a tissue, or the inside of your elbow; d. disinfect frequently used items and surfaces as much as possible; e. Using face coverings while in the general public

Screening and Observation of members – Members entering our facility must complete a mandatory health screening assessment. Members entering or in our facility who exhibit signs of illness, such as cough, shortness of breath, chills or sneezing with nasal discharge will be asked to certify they have not had ongoing symptoms. Anyone exhibiting these symptoms may be asked to leave immediately.

Social Distancing - Ensuring safe distance during exercise of at least 6 feet. Each VENT fitness facility is slightly different, but most have similar equipment pieces organized in separate zones. We have reorganized equipment to provide a minimum of 6 feet separation. Only in a few cases is it necessary to place pieces of equipment out of use to guarantee that distance. This is the case, for example, with the treadmills and other Cardio equipment, which are usually close together. Every other piece can be blocked off.

Screening of Staff – Staff will be asked to certify daily they have not had symptoms. Any staff members who exhibit signs of illness will be instructed to not report to work and to seek medical attention.

Enhancing Facility Sanitation and Disinfection - Staff will perform regular cleaning and encourage member assistance with cleaning equipment after each use. Detailed plan and checklist can be found on following pages.

Signage – Signage on cardio screens and other digital screens throughout the facility will display graphics instructing members on proper sanitation of equipment and proper handwashing procedures.

Hand washing and Hand Sanitizing – Providing additional sanitizing stations, and antibacterial wipes for staff and members at appropriate places within

the facility. Members and staff will be requested to sanitize hands upon entering the facility.


4

Cleaning and Sanitization Plan

Before Opening there will be a cleaning/disinfecting of all surfaces and areas in the facility following all CDC guidelines

Each facility is cleaned by VENT Fitness Employees every day. As part of the new measures, we plan to extend cleaning hours for every day of the week, including weekends. They will be paying extra attention to all surfaces and member/team member touchpoints. Each department will have a specific area of concentration – for example, the Front Desk will sanitize the lobby throughout the day and ensure the tanning booth, and massage chairs are disinfected after each use.

Our members also contribute to hygiene strategy. Under normal circumstances, the use of a disposable towel or wipe on the fitness equipment is already mandatory, as is cleaning the touched parts of the equipment after use. We will also ask them to wash or sanitize their hands when they arrive at the facility.

We will draw extra attention to this in our communication before and after reopening. Our employees supervise the member compliance to the rules. If a member is not conforming to the new rules, they will be suspended from the facility.

The combination of hygiene and cleaning measures by our employees and by the members themselves ensures that all contact surfaces are cleaned consistently and frequently.

Both our partners and our own employees work with certified cleaning products. We can supply the product sheets on request.

The following guidelines, procedures, and products have been put in place after COVID-19 to keep the facility the safest for our members and staff:

o We have added additional Hand sanitizer stations and sanitizing wipe stations throughout. o Added” Cleaning Stations” that will include hand sanitizers, cleaners, disinfectant, disposable towels,

and more for member and team member convenience throughout the facility in multiple locations o We will disinfect all rooms each morning before the facility opens and staff will continue to wipe down

frequently used surfaces throughout the day. Including specific times during the day members and staff are expected to see cleaning of the fitness floor.

5


o New signage installed stating the expectations we will have for all members, with reminders in the right places.

o All cleaning to be done with disposable towels/wipes and staff must wear PPE while cleaning o Sanitizing list of ingredients posted as per regulations

o We are using cleaning products and protocols which meet EPA guidelines and are approved for use and effective against viruses, bacteria and other airborne and bloodborne pathogens.

o We are always working with our vendors, distribution partners and suppliers to ensure an uninterrupted supply of these cleaning supplies and the necessary PPE.

Massage/Tanning


6

Expanded Sanitizing and Cleaning Scope of Work

7

Area of Building Task/Area Initials Description of cleaning

Building Exterior/Entry/Exit

Facility Entry and Exit paths

Cleaning and sanitizing of all handrails and doors, including sidewalks or breezeways

Waste receptacles Wipe and sanitize bin points of contact

Member Check in/Service Desk

Counters Clean and sanitize all points of contactScanners Clean and sanitize all points of contactTowel Drops Clean and sanitize all points of contactWaste Receptacles Clean and sanitize all points of contactComputers and Screens

Clean and sanitize all points of contact

Pens, Pencils, Sharpies


Phone Clean and sanitize all points of contactBinders, Holders, Ect.


Lobby/ Common Areas,

Stairways, Hallways

Doors hourly Wipe and sanitize all doors, kick/hand plates and thresholds

Fire Exits hourly Wipe and sanitize pushbarsGarbage/Trash - 3 times daily

Remove all trash and place in waste receptacles

Handrails & posts hourly

Wipe and sanitize handrails and posts

Digital Signage daily Wipe and sanitize all touchscreensPoster Cases and Frames daily

Wipe and sanitize poster cases and frames

Seating and Counters hourly

Wipe and sanitize any remaining seating and tables

Sofas hourly Wipe and sanitize any seats including arms if remaining in lobby

Water Fountains hourly

When in use sanitize and wipe push bars and mouth areas

Benches daily Wipe and sanitizeWaste Receptacles daily

Wipe and sanitize points of contact

Ledges Edges Handrails daily


Energy Bar

Counters and Cabinets per shift


All Seating hourly Clean and sanitize all points of contactProducts on self serve



Energy Bar (cont) Drinks, snacks (grab and go) per use

Clean and sanitize before giving to member

Drink Coolers per shift


Ice machine per shift


Credit Card Machine after use


Cups and Drinkware per use


Dispensers: Straws lids ect.. per use


Locker Rooms/Restrooms

Doors daily Wipe and sanitize points of contactWaste Receptacles Clean and sanitize points of contactToilets/Urinals full clean nightly, 3 times in day handles

Clean and sanitize all doors, toilet bowl pans, pedestals, partitions, seats and lids, around and underneath toilets and urinals

Washing areas and countertops 3 times a day

Clean, wipe, and sanitize sinks and fixtures, mirrors, and splash backs

Light Switches opening/closing


Dispensers, dryers, and toilet roll dispensers nightly

Wipe and sanitize soap dispensers, toilet paper dispensers, and dryers. Wipe

down/ sanitize tiles and grout.

Lockers nightly If/when open to members clean and sanitize points of contact

Showers nightly Clean and sanitize points of contact

Weight Room/Strength/Cardio

Areas

Door, Door Handles, and Door Jams 3 times daily


Equipment displays, seats and handles, equipment pads, per use


Drinking Fountains/ Water Bottle Fillers per use


Restrooms See restroom checklistWeights, Kettlebells, Weighted Balls, Cables, Cable Handles, Benches, and bars per use


Lounge and Seating Areas hourly


8


useSanitation Carts Clean and sanitize all points of contact

Group Fitness/Training Studios

Doors, Handles, Jams after class


Handrails after class Clean and sanitize all points of contactWeights, Risers, Mats, Bars, All other equipment after class


Bikes: All Touchpoints after class


Headsets and Stereo Equipment per use


Sanitation Carts Clean and sanitize all points of contact

Basketball CourtsDoor, Door Handles, Jams 3 times daily


Handrails Clean and sanitize all points of contactBenches, Seating 3 times daily


Pools, SpaPool Railings after class


Shower knobs nightly


Door, Door handles, Door Jams nightly


Massage, Tanning

Doors, Door handles, Door jams after use


Tanner per use Clean and sanitize all points of contactLight Switches nightly


9


Team Member’s Responsibilities

Our Staff are vital for an effective sanitation and health program.

o Hand Washing - Correct hygiene and frequent handwashing with soap is vital to help combat the spread of virus. All Staff have been instructed to wash their hands, or use sanitizer when a sink is not available, every 60 minutes (for 20-seconds) and after any of the following activities: using the restroom, sneezing, touching the face, blowing the nose, cleaning, sweeping, mopping, eating, drinking, going on break and before or after starting a shift.

o COVID-19 Training -All Staff will receive training on COVID-19 safety and sanitation protocols

o Personal Protective Equipment (PPE) - Appropriate PPE will be worn by all Staff 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. All Staff have been issued masks and will be required to wear within 6 feet of a member and each other.. Gloves will be provided to Staff whose responsibilities require them as determined by medical experts including housekeeping and public area attendants in direct contact with members.

o Daily Pre-Shift & Timekeeping -Staff meetings will be conducted in areas that allow for appropriate physical distancing between Staff or be will be held virtually. Hand sanitizer will be available at each timeclock location and Staff will be required to sanitize their hands after clocking in. Our management team will ensure constant communication and proper PPE and sanitation procedures are followed and updated per the latest expert guidance.

10


Communication and Contact

o Staff interaction with Members • All staff interaction with members will be done at a distance and kept to a minimum, with

screens and sneeze guards in place in areas where that is possible

o Staff with other Staff • All team member interactions will be done virtually or over the phone when possible. • No large meetings, all meetings done virtually unless 5 or less people maintaining 6 foot social

distancing rule

o Member to member interaction • Members will be encouraged to maintain social distance and wear a mask. Members will

be responsible for bringing their own masks.

11


General Operational Changes Capacity Restrictions – Facility and individual room capacities will be reduced to meet state and local guidelines. If no guidelines are provided, 33% capacity will be used for the initial opening phase and re-evaluated weekly.

No Contact Check In – All members will be checked into the facility, classes, and sessions electronically with no person to person contact.

PPE/Masks – Masks will be required to be work by all staff and by members at all times.

Cashless Transactions – VENT Fitness will suspend uses of cash

Kids Club – All Kids Club(Child Care) areas will be suspended indefinately

Oxygen Bar –Service suspended indefinately

Community Seating Areas – All public furniture will be appropriately spaced to maintain 6 feet between each individual.

Controlled Access flow – All facility entry and exit points have been divided to allow necessary access while maintaining maximum distance

Guidelines by Area:

Building Exterior/Entry/Exit o Touch points, 2 handles and 2 doors. o Anti-bacterial NanoSeptic strips on most handles o Prop open any doors possible, weather permitting o Put lines upon entry of front door to lead towards check in station and separate from people

exiting building Member Check in/ Service Desk

o Six feet separation social distancing for check-in o Members arrive, then they are greeted by staff and reminded to abide by social distancing and mask

policy, complete health assessment questionnaire and they proceed to self-check in. *Data will be available for contact tracing if needed.

o Member uses his/her app, barcode or RFID card for self checkin and staff will ensure all members have updated picture and contact information

o Any staff or facility member with any symptoms such as coughing, shortness of breath, fever, chills, or sneezing with nasal discharge should not come to the facility. Anyone exhibiting these symptoms will be asked to leave immediately. All staff and members that are considered high risk (age or other symptoms) and/or do not want to attend should not come to the facility and will be placed on a no- cost hold until they feel comfortable returning.

o Plexiglass sneeze guards are used at check in desk and point of sale station for protection for staff and members.

o For POS transactions, we will use charge to accounts as much as possible. Signs urging members who purchase to charge on account if they can. Credit card terminals positioned for self service.

o Phones, computers, cash drawer, mouse, camera, credit card terminals etc. strict safe sanitizing procedures and single user protocols.

o Maximum of two Staff at reception desk at a time

Energy Bar o For POS transactions, we will use charge to accounts as much as possible. signs urging members who

purchase to charge on account if they can. Credit card terminals will be positioned for self service. o Phones, computers, cash drawer, mouse, camera, Credit card terminals etc. strict safe sanitizing

procedures and single user protocols. o All straws to be wrapped o Single use cups for water and coffee (We serve, no refills) o No member bottle refills at Energy bar.

12


Lobby/ Common Areas/ Hallways/ Stairways o Take away or mark off seating that is unavailable to stay compliant with social distancing and

discourage gathering and sitting

Locker Rooms o Sauna, steam, hot tubs closed - out of service. o Showers open, must be sanitized before and after each use by member.

Pool

o Pool – will be open, maintain capacity and social distancing Limits of one person per lane. o Aquatics classes are limited to 33% capacity and must maintain at least 6 ft between each person.

Personal Training o Encourage clients to wash their hands before and after workout o Safe distance from trainer as much as possible, trainers wear masks if within 6 feet of member o Small amount of equipment used/ sanitized by member and Trainer before and after use. o When possible, outdoor workouts or workouts in less congested areas of the facility

Small Group Training o Encourage clients to wash their hands before and after workout. Do not touch face o Class help to wipe down equipment after use, having Staff for instruction o 6-foot distance in between each participant o Encourage any outside running, workout portion of classes o Instead of rotating station to station surround participant with their own equipment for the entire

class.

Group Fitness o Attendance Capacity limited to 33% o Class schedule offerings will be reduced for opening and evaluated weekly based on demand. o Members and or staff to sanitizer bike touch points before and after each use.

13


o All class participants must reserve their spot when enrolling in the class using the website or mobile app to hold their place in classes that are size restricted.

o Limiting the amount of equipment, we use to lessen the exposure and cleaning time. o All mats are removed from use and we will evaluate this weekly. o Class times will be adjusted and separated by 15-30 minutes to allow for cleaning protocols. o All members will have access to cleaning bottles paper towel or wipe to sanitize with. o Online schedule for all Group Classes (MOVE/RIDE/E3TRAINING) and access to on demand classes

online for those who do not get into live classes or do not feel safe attending live classes in the facility o Instructor cleaning to ensure all equipment is clean, set up, and ready to go o Instructors will have to give instruction on social distancing, cleaning and exiting the facility. o Listening to our members and reevaluating on a day to day basis changes that need to be made. o Make adjustments to group schedule based off of facility traffic and evaluate weekly

Basketball o Front desk to check out all basketballs, none left out on court, sanitize upon return o Shooting only keeping social distance policy in place. o Absolutely no games where people are guarding other people

Cardio Decks o Procedural signage and expectations posted o Every other machine disconnected from power and blocked off with “Unavailable” signage o In all weight rooms, sanitation stations, wipes & spray are available. Members will be required to

sanitize cardio equipment before and after use. o Signage printed and added digitally where possible to block off cardio equipment and confirm 6 feet of

separation

14


Weight Room/Strength Equipment o Procedural signage and expectations posted o 6’ Tape markers on floor as a reminder to Members o Members must sanitize equipment before and after each use

Massage, Tanning o PPE Equipment must be worn while using massage beds/chairs o Stand up tanning equipment will be available. Touch points including floor must be cleaned and

sanitized before and after each use. o Hydro Massage will be set up to provide for social safety. Members must sanitize equipment before and

after each use

Signage

Posting signs around the facility, reminding our members that we are here to create a safe environment for them. We will listen to all suggestions and make the proper changes if needed. These are meant to build confidence in our staff and our members.

15

Signage Samples


Signage Samples Continued


16



17



18

19

Equipmentnotavailable

CDCRecommendations

SAMPLEMEMBERCOMMUNICATIONS

21

table of contents page# · 2020. 8. 18. · table of contents. page# o introduction & corporate...

Documents