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Risk assessment & useful resources list
Date posted: 20 March 2020
It’s a busy time online right now, with lots of fantastic resources and ideas coming at us all left, right and centre. Our Director of Development, Ruth Bates Lee has been keeping an eye on some of the useful FREE resources and useful tools available to help you deliver your work and sustain your practice in the coming weeks. It’s a start, and we’ll be adding to it as things unfold.

Risk assessments for virtual classes and sessions

As dance artists and teachers find themselves needing to look at different - and for them, often new - ways of presenting their work, we’ve received a lot of questions about virtual and video-based classes and sessions. Here are some useful pointers to help you navigate this.

People Dancing’s Director of Learning Anna Leatherdale – who is also freelance dance practitioner – has recorded this short video about things to consider when risk assessing your online or live streamed classes and staying safe online, based on her own experience of putting this in place. People Dancing’s information sample Risk Assessments and Accident Report Forms are available as downloads at the end of this page.

The insurance benefits provided to Professional Individual Members of People Dancing includes cover for dance teaching work either in person or online such as; virtual, live, pre-recorded classes (subject to the usual risk assessments and general conditions of the policy).

Activities excluded from the insurance provided to Individual Professional Members of People Dancing:

These are:  Yoga; Martial arts (inc. Capoeira); Aerobics; Acrodance; Trapeze; Aerial work; Pole dancing; Stunting; Gymnastics; Zumba with weights; Aqua Zumba. Full time practice of Dance Movement Therapy (DMT) - where this is the main focus of your work - is beyond the scope of cover.

If you are concerned that your planned work may fall within any of the above categories, please refer to People Dancing for clarification. Contact us by phone on 0116 253 3453, Mon-Fri, 10am-5pm or email info@communitydance.org.uk

Use of personal data / General Data Protection Regulations (GDPR) /licensing & security:

Most of the widely used services provided for uploading pre-recorded videos onto are GDPR compliant. We believe this is also true of most of the main live-streaming/video conferencing providers, but we would advise confirming this first – check out service providers’ individuals Terms and Conditions.

If you are running a live stream class or session, we strongly urge you to use a pre-registration system and password protection – and in so doing, retain a ‘class register’ as you would in face-to-face sessions. This enables you to know who is ‘in the room’ and be able to evidence this if ever needed.

Don’t allow participants to record sessions they’re taking part in. If you record a session for your own records ensure you have specific permission from all adults and the parents/guardians of those under 18s. We recommend not uploading and sharing publicly this material on the internet unless this is made explicitly clear when obtaining permissions.

Using pre-recorded music: YouTube and Facebook (including Instagram and Oculus) have licensing agreements with a large number of major and independent labels, with the result that you do not need to get your own personal music licence to deliver via these platforms. However, if you start playing music that has been produced by a company that has not made an agreement with these platforms you may find that the music you are playing is muted and cannot be heard by your audience. People Dancing is working with several other dance membership bodies to accertain the licensing position in relation to other live delivery platforms and will put updates here.

What and how this all works may differ for people working in different contexts. This film and these resources are presented as information and signposts to support your work, rather than as comprehensive or expert advice.

Below are links to some FREE and useful tools to help you deliver your work and sustain your practice in the coming weeks:

Technical Support: How to deliver your work online?
 
The following three links should put you in touch with ideas on how to live stream and record your classes, workshops etc and what platforms might be the most useful for you. 

We’ve seen some great examples of people creating short ‘what to expect and how to join in’ introductory videos. Many people are opting to test ideas out with a trial run.

1. The Space support the UK arts and cultural sector make great art and reach new audiences using digital media, content and platforms. This link is to information on the best low-cost options available for streaming etc. 
 
2. Arts Marketing Association (AMA) is pulling together resources to support you through Coronavirus to help you find relevant information for the arts, culture and heritage sector. They have also created a Coronavirus Support Group on Facebook which is open to all sector professionals (not just AMA members) to share resources, ask questions and discuss ways to help each other. They are currently offering free webinars to help you during this time. 
 
3. Digital Culture Network: Having recently attended some training from Arts Council England's Tech Champions we advise you to connect with these no-nonsense tech champions for support. They can provide you and your team with one-to-one support and assistance in:
  • working and collaborating remotely
  • keeping up engagement with your audiences
  • strategies for generating income through online retail and donations
  • maximising your website offer.
Financial support: Many of you will be anxious to find out what financial support might be available to you as freelancers or SME’s. We will update this section as more information becomes available. HMRC have an emergency helpline for businesses and self employed people: 0800 0159 559. The is also useful information about claiming benefits at:

www.understandinguniversalcredit.gov.uk/coronavirus

Dance Professionals Fund: Provides financial support for professional dancers, dance teachers, choreographers and choreologists in time of need.
 
Below is a list of links to organisations that have the most up to date information about Covid-19: 

Other useful resources:

If you just need someone to talk to right now then the following organisations know what they are talking about and are offering FREE support:
 
Arts Fundraising & Philanthropy Power Hours: FREE hour of consultancy support every day on a first come first served basis to arts organisations that may need help in the coming weeks. This emergency power hour can be focussed on a range of areas including income generation, fundraising strategy, or donor cultivation.
 
Voluntary Arts: #CreativeNetwork - a daily online get-together open to anyone involved in arts, culture and creativity who would welcome the opportunity to talk to others about dealing with the current situation, the challenges of working from home and what we can do together to make the most of difficult circumstances.
 

As well as other online resources including:

Dance Resource Base: Good list of information for practitioners working in NI. 

Arts Professional: As the sector turns to technology, here’s what you need to know about running online-only events: Covid-19: Connecting online during social distancing.

Running professional development online? Promote your online training or networking events FREE during the lockdown - FREE listings in Arts Professional for your professional development opportunities. During the coronavirus crisis Arts Professional are going to publicise these events across the sector, free of charge, so that everyone can find out about them. Anyone with something to share can benefit from a Premium listing on the ArtsProfessional website and in their regular emails.

MORE TO FOLLOW IN THE COMING DAYS.