COVID-19 SAFETY

VANCOUVER HOT YOGA 101 COVID-19 PROTOCOLS

UPDATED December 16.2020

The following COVID-19 safety plan is designed with the safety of our community and staff in mind.  Its purpose is to inform and communicate with transparency the steps that our studio takes to ensure a safe space for you and our staff.

The following standard of safety is based on the Vancouver Coastal Health COVID-19 Plan Checklist for Fitness and Recreation Facilities and the steps included in the Guide to Reducing Risk of Covid 19 as developed by WorkSafeBC.    This safety plan will be regularly reviewed and will evolve as we monitor the ongoing guidance from the Public Health Officer and relevant health authorities.

Please note the following upon our reopening:

  1. We will be running our Yoga Classes at room temperature (not hot) for the time being, as per Dr. Henry’s recent public health order.
  2. A COVID-19 Health Check must be completed daily for each time you come in for a class.  This can be done online beforehand here, or verbally at the studio.
  3. Changerooms are CLOSED.  Please arrive in your exercise attire.  Access to use the washroom is available if needed.
  4. Masks are required until you reach your designated spot inside the yoga room.
  5. Check in will start 15 minutes before the start of class to ensure an orderly flow and to reduce bottlenecking.
  6. Each designated spot in the Yoga room is setup to be at least 2.5 metres apart.

Our fully updated COVID-19 safety plan and protocols can be found below:

ASSESSING THE RISKS AT THE WORKPLACE

Vancouver Hot Yoga 101 has involved our Health and Safety Committee, Frontline Workers, our General Manager, Front Desk Employees, and Instructors, in assessing the workplace.

IDENTIFYING AREAS WHERE PEOPLE GATHER:

Studio Lobby and Front Desk Area:

  • Studio lobby area where people congregate will be minimized. Guests are requested not to linger or loiter in the studio before or after class, and masks or face coverings are required while in the lobby.
  • Posted signage of maximum occupancy limit in the studio.
  • Once the maximum number of persons is reached, we allow one person in for every person that leaves.
  • Removed ottomans to maintain the physical distancing requirement.
  • Removed cushions to minimize touch points.
  • Hand sanitizers and a lined waste bin are provided for customers and staff to use upon entering and exiting the facility.
  • Guests are requested not to arrive earlier than 15 minutes before class, but with staggering their entrance into the studio so as to avoid crowding.
  • Check-in process to ensure physical distancing:
    • Installed physical distancing markers in the lobby with intervals of 2 metres for guests to line up.
    • Where physical distancing cannot be maintained when a guest comes up to the front desk, plexiglass barriers have been installed.

Changerooms are CLOSED (as of December 16.2020)

  • Access to use the washroom is permitted and flow will be monitored by Front Desk Staff.
  • To use the washroom, please consult with the Front Desk prior to entering the changeroom.

Yoga Room:

  • There are marked, numbered, and designated exercise areas for each client to stay inside of during class.
  • The designated exercise areas are a minimum of 2.5 metres apart from each other.
    • Each participant is to keep their yoga mat within these designated exercise areas.
    • Instructors are situated in their designated instructor area and is a minimum of 2.5 metres’ distance from all participants and do not physically interact with participants.
  • The maximum occupancy limit in the yoga room is 19 participants and 1 instructor.
  • Instructor is to be located in the designated instructor area, which is at least 2.5 metres away from any participant.
  • Instructors will use a headset microphone, combined with built-in speakers in the room, to limit the amount of dispersed droplets.
  • Participants and the instructor will only be able to remove their mask or face covering once situated in their designated exercise area.
  • Participants and the instructor are required to wear their mask or face covering prior to leaving their designated exercise area.
  • We have in place an HVAC system that provides and exchanges outdoor fresh air into the yoga room, thereby preventing stale air in the studio.

IDENTIFYING JOB TASKS & PROCESSES WHERE WORKERS ARE CLOSE TO ONE ANOTHER OR MEMBERS OF THE PUBLIC:

Front Desk Reception Area:

  • All staff are required to wear a mask or face covering.
  • Installed physical distancing markers in the lobby with intervals of 2 metres for guests to line up.
  • Where physical distancing cannot be maintained when a guest comes up to the front desk, plexiglass barriers have been installed
  • Staff are instructed to stay behind the front desk as much as possible while guests are in the studio.
  • Staff are to maintain 2 metres of physical distancing from guests at any time.
  • Where physical distancing cannot be maintained, masks or face coverings are mandatory for all staff and guests.
  • Encouraging the use of contactless payment methods:
    • In cases where credit cards or debit cards are touched and/or exchanged, staff will sanitize their hands before and after physical contact with a guests’ credit or debit card.
  • Posted signage of hand hygiene policies including requiring workers to wash hands after handling cash and/or other shared items.
  • Computer stations are situated a minimum of 2 metres apart from one another.
  • Front desk staff and instructors are to maintain their physical distancing of a minimum of 2 metres from each other at all times.
  • During cleaning and disinfecting of the studio lobby, changerooms, yoga room, and high touch point surfaces, staff will wear gloves

 Changerooms – CLOSED

Yoga Room:

  • Instructors will wear a mask or face covering when entering and exiting the yoga room, only being able to take off the mask or face covering when teaching the class.
  • The Instructor will be in their designated “instructor area” which is at least 2.5 metres away from any participant.
  • Each designated spot is setup to be at least 2.5 metres apart.

IDENTIFYING EQUIPMENT THAT WORKERS SHARE WHILE WORKING:

Shared equipment includes:

  • Front desk and yoga room equipment:
    • Computer stations, stationary, equipment for telecommunications, headset mics, temperature gauge, humidity gauge, refrigerator, speaker, POS system, light switches.
  • Cleaning supplies:
    • Spray bottles, disinfecting wipes, disinfecting solution, mops and mop heads, toilet paper, paper towels, soap bottles and soap dispensers, toilet bowl and urinal cleaners, plungers, towels.
  • Retail products:
    • Yoga mats, towels, clothing, masks.
    • Rentals of yoga mats or towels are not available or provided.

IDENTIFYING SURFACES THAT PEOPLE TOUCH OFTEN:

High touch surface areas are disinfected, cleaned, and wiped down before, during, and after each class, and include:

  • Door handles, soap dispensers, sinks, toilets, washroom stall doors, paper towel dispensers (touchless), benches, and cubbies in the changerooms, parking validator, POS systems

 IMPLEMENTING PROTOCOLS TO REDUCE THE RISKS

The following measure and protocols have been implemented to reduce the risk of transmission of the COVID-19 virus in the studio.

MANAGING PEOPLE IN THE FACILITY:

  • Posted signage at the studio informing all staff and students that a mask or face covering is required.
  • Posted maximum occupancy limits to ensure the physical distancing requirement can be maintained.
  • Posted signage at the studio advising our studio health and safety protocols, including closing off showers and lockers, and for participants to bring their own yoga mat and towel.
  • Posted signage to remind guests to practice physical distancing in the studio at all times.
  • Staggering the check-in process over 15 minutes to avoid crowding and bottlenecking.
  • Posted signage informing all participants of our policies restricting those exhibiting symptoms, or suspected of exhibiting systems, of COVID-19 from the studio.
  • Participants are advised that they must cancel their class if they develop symptoms after booking in for a class.
  • We communicate our illness policy and studio protocols to participants prior to their class.
  • We adjusted the cancellation policy to allow for participants to cancel or reschedule their class without penalty should they develop, or suspect that they are developing, symptoms.
  • Doors are propped open so guests can enter and exit the studio without touching handles.

FRONT DESK AND SALES:

  • Installed physical distancing markers in the lobby with intervals of 2 metres for guests to line up.
  • Where physical distancing cannot be maintained when a guest comes up to the front desk, plexiglass barriers have been installed.
  • Removed ottomans to maintain the physical distancing requirement.
  • Hand sanitizers and a lined waste bin are provided for customers and staff to use upon entering and exiting the facility.
  • Encouraging the use of contactless payment methods:
    • In cases where credit cards or debit cards are touched and/or exchanged, staff will sanitize their hands before and after physical contact with a guests’ credit or debit card.
  • Staff training is held in a small group with physical distancing measures in place.
  • Staff will maintain a minimum physical distancing of 2 metres from one another.
  • Working staff at any one time will be limited to maintain physical distancing:
    • There will be no more than 3 staff per shift (working in cohorts).
    • Staff are scheduled with the same group every week to minimize risk of broad transmission.
  • Posted signage for delivery people and couriers of our policies restricting those exhibiting symptoms, or suspected of exhibiting systems, of COVID-19 from the studio.

HAND HYGIENE:

  • Posted signage for handwashing policies and hygiene practices throughout the studio.
  • Hand sanitizers are available and easily accessible throughout the studio lobby and front desk area.
  • Hand washing stations are available on site for all staff and participants.
  • Hand washing sinks and soap in both the men’s and women’s changerooms are available after use of the washroom and are visible, and easily accessible.
  • Multiple lined waste bins are provided in both the men’s and women’s changerooms, as well as behind the front desk and in the studio lobby, and are emptied daily.
  • Staff are required to wash their hands before starting every shift, before and after each class check-in, before and after each break, and before and after cleaning duties.

EQUIPMENT LAYOUT:

  • Participants are required to bring their own yoga mat and towel, or to purchase a new one from the studio.
  • All personal equipment is to stay in each participants’ marked and designated exercise area, which is a minimum of 2.5 metres apart from other participants’ designated exercise areas.

MAINTAIN PHYSICAL DISTANCING

  • Signage to remind guests to practice physically distancing at all times.
  • Signage at the studio advising of occupancy, and closing off of all high touch amenities such as changerooms, showers, and lockers.
  • Installed physical distancing markers throughout the studio, and will limit the # of people in the studio at any one time.
  • Reduced capacity in the yoga room to 19 participants and 1 instructor to ensure proper physical distancing:
    • Each designated spot is least 2.5 metres apart from the next spot.
  • Staff will maintain at least 2 metres distance from one another when at the studio.  There will be limited staff on at any one time to ensure physical distance is maintained.
    • There will be no more than 3 employees per shift (working in cohorts).
    • Employees are scheduled with the same group every week to minimize risk of broad transmission.
  • Developed a process to ensure the orderly exit from the yoga room after class:
    • Upon exiting the room, the instructor will lead an orderly exit – one row at a time, informing guests to maintain physical distancing, while ensuring capacity in the change room areas are not exceeded.
  • Installed plexiglass at the front desk to provide an additional barrier between staff and participants.

GROUP CLASSES:

  • The reduced class size and occupancy limit in the yoga room is 19 participants and 1 instructor per class, to ensure that physical distancing measures between each participant, and the instructor, is maintained.
  • There are marked, numbered, and designated exercise areas for each client to stay inside of during class.
  • The designated exercise areas are a minimum of 2.5 metres apart from each other:
    • Each participant is to keep their equipment within these designated exercise areas.
    • Instructors are situated in a designated instructor area which is a minimum of 2.5 metres’ distance from all participants and do not physically interact with participants.
  • Instructors will use a headset microphone, combined with built-in speakers in the room, to limit the amount of dispersed droplets.
  • Participants and the instructor will only be able to remove their mask or face covering once situated in their designated exercise area for the participant, and podium for the instructor.
  • Participants and the instructor are required to wear their mask or face covering prior to leaving their designated exercise area for the participant, and podium for the instructor.
  • Upon exiting the room, the instructor will lead an orderly exit, one row at a time, informing guests to maintain physical distancing while ensuring maximum capacity in the changerooms are not exceeded.
  • Removal of the follow equipment that may elevate the risk of transmission:
    • Hand weights, yoga blocks, and yoga straps
  • Classes are schedule at appropriate intervals to allow for enough time to clean, disinfect, and ventilate the studio lobby, changerooms, and yoga room, before the first class of the day, in between classes, and after the last class of the day

VENTILATION

  • We have in place an HVAC system that provides fresh air intake into the yoga room.
  • All use of floor and walls fans are discontinued.

CHANGEROOMS (Closed as of December 16.2020)

  • Access to use the washrooms is available, and will be monitored by Front Desk Staff.
  • Installed physical distancing markers in both the men’s and women’s changerooms, with a minimum a distance of 2 metres.
  • Posted occupancy limit of 5 males in men’s changeroom at any one time, to maintain physical distancing of a minimum of 2 metres between each guest.
  • Posted occupancy limit of 6 females in women’s changeroom at any one time, to maintain physical distancing of a minimum of 2 metres between each guest.
  • Once the maximum number of persons is reached in each changeroom, we allow one person in for every person that leaves.
  • Shower facilities and lockers have been blocked off and are not available.
  • Shared personal items, such as hairdryers, have been removed and are not available.
  • Reduced the amount of cubbies available to limit the amount of touchpoints and accessibility.
  • Reduced guest access to changerooms and advising to only use the changerooms if absolutely necessary.

LINENS AND TOWELS:

  • Rental of towels are not available or provided.
  • Towels are used one-time for each cleaning or disinfecting task where usage of disposable shop towels is not available or appropriate.
  • A clearly marked laundry bin is labelled and dirty towels are placed in a laundry bag in this bin.
  • Dirty towels are laundered before next use.

CLEANING AND DISINFECTING PLAN:

  • Posted signage encourage and ensure proper hand hygiene for guests and staff.
  • Hand sanitizers are available and easily accessible throughout the studio lobby and front desk area.
  • Enhanced cleaning protocols for the studio and surfaces are communicated to all staff, including:
    • Using a hospital grade disinfectant (Benefect) and one-time use towels, disposable shop towels and paper towels to clean and wipe down all common areas and surfaces.
    • Enhanced cleaning of the studio lobby, change rooms, yoga room, door handles, light switches, common tables and desks, toilets, cubbies, and sinks, countertops, desks, phones, computer stations, and POS systems.
    • Disinfecting, cleaning and wiping down of the changerooms and studio lobby, including benches and high touch surfaces, before, during, and after each class.
    • Disinfecting and cleaning of the yoga room after each class.
    • A daily deep cleaning schedule, in addition to the enhanced cleaning of the studio, which includes:
      • Vacuuming, mopping, and disinfecting the floors of the studio lobby, changerooms, and yoga room
      • Cleaning and disinfecting mirrors of the yoga room and changerooms
      • Cleaning and disinfecting windows of the studio lobby
    • All staff and instructors required to clean will be provided with formal training, and a checklist will be made available to ensure proper cleaning protocols are followed and adhered to.
    • Removal of the following unnecessary tools and equipment to simply the cleaning process:
      • Hand weights, yoga blocks, and yoga straps.
      • Cushions and ottomans in the lobby.
      • Hairdryers in the changerooms.
      • Showers and lockers are not available in the changerooms.
      • Limited the number of cubbies available in the changerooms.

MASKS OR FACE COVERINGS:

We require all guests, participants, and staff members to wear a mask or face covering when entering the studio, and to keep it on while in the studio lobby and changerooms, and while entering and exiting the yoga room.

  • Participants are to keep their mask on at all times, until they reach their designated exercise area in the yoga room
  • Participants can take their mask off during class, but are required to put it back on when they leave their designated exercise area of the yoga room, when re-entering the studio lobby.
  • The instructor will wear their mask into the yoga room, until they reach their designated teaching spot on the podium, and will remove their mask prior to starting class.
  • The instructor will put their mask back on after class to lead and direct an orderly exit of the yoga room.
  • For guests, participants, or staff who enter the studio without a mask, our staff will ask and remind them to put their mask on before entering the studio.
  • Should a guest, participant, or staff member have forgotten their mask, we have disposable masks, as well as three-layered cloth masks, available.
  • All staff members have been informed by visual representation on how to correctly use a mask.
  • We do note the following about masks and/or face coverings:
    • Non-medical masks may help prevent the risk of transmission from the wearer.
    • Masks can become contaminated on the outside when touched by hands, so employees are encouraged to avoid touching or adjusting them often.
    • Masks that become wet, soiled or damaged are less effective and must be replaced.
    • Masks must be put on and taken off correctly, including not touching the front of the mask, and washing hands.
    • Cloth masks must be washed every day using the warmest water setting and stored in a clean dry place to prevent contamination.
    • Masks should never be shared.
    • If a non-cloth mask is used (e.g. medical mask), ensure employees know these items are single use. In addition to following safe procedures for putting them on and taking them off, they cannot be cleaned or reused.

DEVELOPING NECESSARY POLICIES

 COVID-19 self-screening

All Hot Yoga 101 employees and customers will self-screen prior to entry of the facility following the BC COVID-19 Self-Assessment Tool guidelines.  https://bc.thrive.health/covid19/en.

As a member our community, the following statements must be completed online via our health questionnaire OR read and verbally acknowledged before attending a class at the studio:

  • I do not have any symptoms of COVID-19, including, but not limited to: fever, cough, sore throat, shortness of breath, runny nose, loss of taste or smell, nausea, and vomiting, headache, muscle aches, fatigue, loss of appetite or diarrhea.
  • I have not been in close contact with someone who has tested positive for COVID-19.
  • I have not travelled outside of the country within the last 14 days.
  • I understand that by choosing to attend a class at Hot Yoga 101, even with the increased health and safety protocols, I acknowledge and accept the additional risks associated with visiting public spaces during the COVID-19 pandemic.
  • Should I show any signs of symptoms within 24 hours after attending a class, I will let the studio know as soon as possible.

Should any of the above statements be false, the participant is prohibited from attending class at our studio and will be asked to self-isolate at home for 14 days.

  • We also prohibit any guest directed by Public Health to self-isolate, from our studio.
  • Visitors are limited in the workplace.
  • Staff have been properly trained on how to handle situations in the workplace due to guests or participants adapting to modifications in the studio.

If a staff member, participant, or guest shows any signs of symptoms, or is returning from outside Canada:

  • They will not be permitted entry to the studio, OR will be asked to leave immediately.
  • They will be recommended to stay home and self-isolate and self-monitor as per BC CDC guidelines.

Staff who are ill will be asked to stay home and self-isolate.  We are flexible to allow employees to stay home if they perceive any symptoms that may warrant a COVID-19 test.  A negative test result is required before coming back to the studio.

LATE CANCELLATIONS DUE TO COVID-19 SYMPTOMS

If for any reason a guest feels it would be more cautious to miss a booking, please contact us at: info@hotyoga101.ca to request a cancellation free of charge. We would prefer to err on the side of caution for the safety of our staff and community.

NEW POLICIES

New policies have been introduced to reduce the risk of transmission within the Hot Yoga 101 studio:

  • We developed and implemented enhanced cleaning protocols and more frequent cleaning, including scheduled deep cleaning of the studio, with additional employee hours and improved procedures.
  • We have reduced capacity in the yoga room.
  • Our yoga room capacity is set at a maximum of 19 participants and 1 instructor to ensure proper physical distancing as per standards set by Vancouver Coastal Health and Worksafe BC guidelines.
  • All marked and designated exercise areas in the yoga room are spaced a minimum of 2.5 metres apart.
  • We developed a new sick policy for guests, participants, and staff – those that show any symptoms of COVID-19 are to stay home and to self-isolate as per BC CDC guidelines.
  • We removed the option for rentals of shared items such as yoga mats and towels to prevent transmission points.  Only new or unused mats and towels can be purchased.
  • Microphone headsets will only be used once per day to ensure proper sanitization.
  • Hand sanitizer is provided at the entrance and studio for use by guests, participants, and staff to encourage proper hand hygiene practices.
  • We implemented changes to the yoga sequence to eliminate the beginning and ending breathing exercises to reduce heavy exhalations.
  • Classes are scheduled with additional time in between classes for appropriate cleaning, disinfecting and ventilation.
  • We implemented mandatory pre-booking of class online.  No drop-ins are permitted.
  • Each guest will be pre-assigned a specific and designated exercise area in the yoga room.

DEVELOP COMMUNICATION PLANS AND TRAINING

Vancouver Hot Yoga 101, its employees, guests, and participants, will do everything possible, including following all requirements laid out by the provincial and federal government, to minimize the chances of spreading COVID-19. We have a training plan in place to ensure everyone is trained according to the Hot Yoga 101 COVID-19 Safety Plan.  All employees have received policies for staying home when sick or symptomatic. We have posted signage at our studio indicating occupancy limits and effective hygiene practices. Supervisors have been trained on monitoring staff members and the workplace to ensure policies are being followed.

MONITORING THE WORKPLACE AND UPDATING PLANS AS NECESSARY

Vancouver Hot Yoga 101 has a plan in place to monitor these risks and will make changes to our policies and procedures as necessary. When resolving safety issues, we will involve our health and safety committee, as well as frontline workers. If we identify a new area of concern, or if it seems like something isn’t working, we will take steps to update these policies and procedures. Our entire team is involved in this process. Employees are encouraged to raise safety concerns, and the General Manager will take steps to update these policies and procedures, if required. Employee input will be sought for any new measures that will improve the workplace to ensure a safe environment for guests and staff. 

ASSESSING AND ADDRESSING RISKS FROM RESUMING OPERATIONS

Employees will be given additional COVID-19 procedural training as they return to work.  The General Manager will ensure all employees acknowledge, and are comfortable with, any new products, procedures and equipment being used to safely conduct our business.

All employees will be asked to review the Hot Yoga 101 COVID-19 Safety document acknowledging they have read and understand the contents.

 IN THE CASE OF COVID-19 EXPOSURE AT OUR STUDIO

If a Vancouver Hot Yoga 101 Employee or Instructor has tested positive for COVID-19, they must immediately inform the General Manager to be replaced on the schedule and self-isolate appropriately.

Vancouver Hot Yoga 101 Management will then contact Vancouver Coastal Health immediately for next steps. All Employees and Instructors from the studio will be contacted and requested to follow the guidelines from Vancouver Coastal Health.

In cases deemed low risk by Vancouver Coastal Health, we will notify all staff and participants who may have had exposure, and communicate any provincial health services protocols.

In cases deemed moderate to high risk by Vancouver Coastal Health, we will repeat the above action and follow any additional steps deemed necessary by health authorities. These may include a studio closure, additional deep cleaning and/or a message to our entire community via email and social media.

While we are taking every precaution to keep our community safe, we recognize and are prepared for, the possibility of a second wave or third wave.

 

If you are deemed to be high-risk for complications from the virus, or live with someone who is, we would recommend you not return to the studio at this time. By choosing to come back to Vancouver Hot Yoga 101 studio classes, you acknowledge and accept the additional risks associated with COVID-19 regardless of the increased safety and cleaning protocols we are putting in place.