COVID-19 Preparedness Resources

During this challenging period, art houses around the world are working together to innovate and develop film programming and education for their audiences. Art House Convergence strongly encourages film lovers to invest in their local art house now so that theaters can continue to serve them in the future. 

General
Closures and Reopening 
Administration & CARES Act
Advocate for Arts Funding and Support
Online Platforms and Solutions
Prevent the Spread of Misinformation & Racist Rhetoric
Resources for Individuals
COVID-19 Overview 
Development 
Fundraising
Member Benefits
Revenue Opportunities
Education
Bringing Education Online
Marketing
Communications
Operations
Reopening Operations
Accessibility
Human Resources & Staffing
Operations
Reduce Expenses
Programming
Reopening Programming
Virtual Cinema: FAQs
Virtual Cinema: Platforms
Virtual Cinema: Live Events 
Alternative Programming
More Resources

General Resources

Closures and Reopening

  • Theaters should always comply with public health guidelines and enhance precautions when appropriate in order to ensure the safety of staff and guests. 
  • Before reopening, identify and assemble key stakeholders and board members and establish a task force to address the ethical, legal, and financial concerns associated with reopening.
  • Consult with your insurance broker and legal representation. Identify risks associated with reopening and scope of insurance coverage. 
  • Establish regular communications with local and state departments of health.
  • Work with human resources to provide a forum for staff and front of house staff to share their thoughts and concerns about returning to work.
  • Work with communications to create a survey to assess community sentiment. IU Cinema: Reopening Survey, FilmScene: Summer 2020 Camp Survey, IndieWire: Risks and Rewards of Reopening.
  • Assess if it is possible for your theater to reopen safely. Art House Convergence: Operations Assessment, Art House Convergence: Public Health Assessment.
  • Reopening: Operations, Reopening: Programming

Administration & CARES Act

    • Review updated tax provisions. Tax return filing dates have been extended to July 15, 2020 and corporate tax payments are delayed until October 15, 2020. Read more here.
    • The Coronavirus Aid, Relief, and Economic Security (CARES) Act
      • Resources: Small Business Owners Guide, Inside Charity: “How Nonprofits Will Receive CARES Act Funding“
      • Paycheck Protection Program: Businesses with under 500 employees may qualify for federally guaranteed loans to cover the cost of payroll and may be eligible for loan forgiveness equal to the amount spent on costs including payroll, rent, and utilities. Small businesses are eligible to apply if they were harmed by COVID-19 between February 15, 2020 and June 30, 2020. Starting April 3, 2020, small businesses and sole proprietorships can apply. Starting April 10, 2020, independent contractors and self-employed individuals can apply.
      • Emergency Economic Injury Disaster Loans: This program provides emergency advances of up to $10,000 to small businesses and non-profits harmed by COVID-19. EIDLs are low interest loans of up to $2 million. These grants are available between January 31, 2020 and December 31, 2020. Resources: Application.
      • Small Business Debt Relief Program. This program provides relief to small businesses with non-disaster SBA loans, in particular 7(a), 504, and micro-loans. SBA will cover all payments on these loans including principal, interest, and fees for six months.
      • Employee Retention Credit. This provision provides a refundable payroll tax credit for 50% of wages paid by eligible employers to certain employees during COVID-19 crisis. The credit is available to employers, including non-profits, whose operations have been fully or partially suspended as a result of a government order limiting commerce, travel or group meetings. This credit is not available to employers receiving assistance through the Paycheck Protection Program. More information available here.
      • Delay of Payment of Employer Payroll Taxes. This provision would allow taxpayers to defer paying the employer portion of certain payroll taxes through the end of 2020, with all 2020 deferred amounts due in two equal installments, one at the end of 2021, the other at the end of 2022. Payroll taxes that can be deferred include the employer portion of FICA taxes, the employer and employee representative portion of Railroad Retirement taxes (that are attributable to the employer FICA rate), and half of SECA tax liability. This deferral is not available to employers receiving assistance through the Paycheck Protection Program.
      • Seeking support from a business counselor? Find a local resource partner here.
    • Contact your landlord or lender, renegotiate payments schedules and terms.
    • Review your insurance policy and contact your insurance provider to determine if your business interruption and liability insurance include any coverage for an outbreak in your community. Even without explicit coverage for pandemics of communicable diseases, theaters can file a claim.
    • Review existing contracts and check force majeure and cancellation clauses to ensure that they include protection during epidemics and pandemics. Communicate with your board and key stakeholders about financial risks and liability.
    • Contact you vendors and suppliers, anticipate changes in demand and respond accordingly.
    • Protect your liquidity. Assess how long you can operate during a period of temporary closure and identify expense reductions that can extend this period. Make financial plans for variable outcomes ranging from 1-12 months of potential interruptions.

Advocate for Arts Funding and Support

Online Platforms and Solutions

Prevent the Spread of Misinformation and Racist Rhetoric

  • Do not ignore racist remarks, condemn racist rhetoric and actions when they occur.
  • Do not use images or terms that reinforce negative stereotypes like “Wuhan virus.”
  • Discuss and enforce anti-discrimination and anti-harassment policies with volunteers and staff.
  • Monitor social media platforms for racist behaviors.
  • Craft your own public statement. Resources are available from the Association for Asian American Studies and Asian American Journalists Association.

Resources for Individuals 

COVID-19 Overview

COVID-19 is a respiratory disease caused by the SARS-CoV-2 virus. It is spread through person-to-person transmission. 

  • Between people who are in close contact with one another (within approximately 6 feet).
  • Through respiratory droplets produced when an infected person coughs, sneezes, or talks.
  • Some recent studies have suggested that COVID-19 may be spread by people who are not showing symptoms.
  • It may be possible that a person can get COVID-19 by touching a surface or object that has the virus on it and then touching their own mouth, nose, or possibly their eyes. This is not thought to be the primary source of transmission.
  • Current research shows that COVID-19 is spreading “very easily and sustainably between people”.

Development

Fundraising

  • Continue to celebrate your mission. Arts and culture still matter, continue to make your unique mission central to your conversations with donors.
  • Tell your story. Explain what support will be used for and personalize your asks.
  • Every dollar counts. Encourage patrons to donate the value of their ticket instead of requesting a refund.
  • Pace yourself. Because of uncertainty about the duration of closures, roll out fundraising initiatives slowly.
  • Mobilize your Board. Encourage Board members who are able to pay dues in advance.
  • Renegotiate Grants. Request that funders re-designate restricted funds for general operating costs.

Member Benefits

  • MUBI, a curated streaming service for art house and independent films, is offering 3 months of free streaming access to your art house’s members complete with a bespoke landing page for your theater. Email knewmark(at)mubi.com for details.
  • Music Box Direct, a streaming service featuring films including Transit and Frantz, is offering one month of free streaming access to your art house’s members. Email bschultz(at)musicboxfilms.com for details.
  • Engage filmmakers, professors, and staff to host special virtual happy hours and film conversations as member benefits.

Revenue Opportunities

  • Magnolia Selects and Spotlight Cinema Networks are offering art house theaters 100% of the subscription fees when their patrons sign up for Magnolia Selects. After July 1, fees will be divided on a 50/50 split between the theater and Spotlight/ Magnolia. Read more here.
  • Facebook Boost Grants. Facebook is offering small grants to eligible businesses.
  • Gift Packages & Swag. FilmScene: Concessions Bundle, Texas Theatre: Home Cinema Survival Kits, Sidewalk Cinema: Curbside Concessions, Frida Cinema: QuaranZine, The Little Theatre: Popcorn Pass.
  • Sponsorship. Encourage sponsors to support your new initiatives and virtual programs. Offer email logo placement as a sponsor benefit.
  • Reach out to local community foundations and emergency grant programs.
  • Remain active and keep your supporters updated about progress.
  • Virtual Fundraisers. Seed&Spark:Art House Crowdfunding.

Education

Bringing Education Online

Marketing

Communications & Marketing 

Operations

Reopening Operations

  • Prior to reopening, states should carefully review federal, state, and local public health guidelines and restrictions.
  • Include a public announcement about steps your theater is taking to prevent the spread of COVID-19.
  • Art House Convergence: Reopening Safely, Gina Cuomo (Denver Film), George Myers (Amherst Cinema).
  • Art House Convergence: Reopening Approaches and Questions, George Myers (Amherst Cinema), Beth Gilligan (Coolidge Corner Theatre).
  • Encourage social distancing. Lines, seating, and staffing should allow for 6 feet of between individuals.
  • Enhance cleaning efforts: prepare cleaning checklists, stagger screenings to allow more time for cleaning between shows, regularly clean surfaces and touch-points (knobs, railings, touchscreens, dispensers).
  • Work closely with staff. Develop plans around sick time and absenteeism, establish communication channels, provide training on PPE.
  • Provide personal protective equipment, including gloves, sanitizer, and masks for staff.
  • Schedule fewer screenings to avoid crowding in lobby and other common areas.
  • Discourage sick patrons from attending screenings. Offer full refunds to sick patrons.
  • Make hand sanitizer, napkins, tissues, and soap readily available to guests.
  • Make trash cans readily available for the disposal of tissues and napkins. Change trash regularly.
  • Post hand washing instructions at sinks.
  • Minimize touching customers phones, credit cards, and tickets. If possible, allow customers to swipe or insert cards themselves or make their purchases in advance.
  • Event Safety Alliance: Reopening Guide

Accessibility

Human Resources & Staffing 

  • Remain in regular communication with staff. Leadership should establish clear communications plans to help team members understand workflow and decision-making.
  • Counter stigma by disseminating accurate information about how to prevent the spread of COVID-19. Speak out against negative behaviors, and maintain employee confidentiality.
  • Establish compassionate and clearly communicated staffing protocols to account for workplace disruptions. Plan for work redistribution, flexible schedules, and increased absenteeism.
  • If staff need to perform work onsite, schedule them to avoid overlap and provide additional supplies to regularly clean workspaces (alcohol-based hand sanitizer, Clorox wipes, tissues, hands-free waste receptacles).
  • During furloughs or layoffs, assist staff with applying for unemployment.
  • Create opportunities for staff engagement like weekly check-ins or Netflix viewing parties.
  • Ensure that your sick and leave policies are consistent with public health guidelines and that staff are informed about these policies. Offer paid sick leave.
  • All employee health information is confidential, even during a crisis. Employers should not reveal the identities of infected employees.
  • In most circumstances, the Americans with Disabilities Act (ADA) prohibits employers from asking employees about health conditions. However, the U.S. Equal Employment Opportunity Commission (EEOC) does allow for some exceptions to mitigate the negative impact of pandemics in the workplace. The EEOC recommends that employers follow CDC guidelines and has provided additional guidance about employer actions during an influenza pandemic.

Operations 

  • Carefully annotate your building closing checklist. Make sure multiple staffers have the tools and information they need for data backups, bank deposits, building security, and reopening.
  • Care for your building while closed. Download our checklist here.
  • Prepare your projectors and servers for an extended shutdown. Instructions from Boston Light & Sound are available here.
  • Arrange for at least one staff member to visit the building regularly.
  • Check concession stands for perishable items. Arrange to sell or donate items.
  • Communicate closure to distributors, Deluxe, and Cinevizion.

Reduce Expenses

  • Cancel all non-essential subscriptions, including software, advertising (print, social media, digital), concessions ordering, and shipping.
  • Adjust your thermostat.
  • Contact your landlord about rent relief. Research business eviction protections in your city or town.
  • Contact your bank or lender about mortgage or loan payment relief.

Programming

Reopening Programming

  •  Art House Convergence: Virtual BORs & Reopening Programming, Rebecca Fons (Film Scene & The Iowa Theater).
  • Reopening Programming Offers:
    • IFC Films: The Indie Theater Revival Project.
    • Paramount: Repertory titles can be developed into custom programs, or book preexisting programs through the Back to the Big Screen Program. Full list here.
    • Searchlight: Offering select titles beginning June 1 for a limited fee including Isle of Dogs and Jojo Rabbit.
    • Sony Pictures Classics: Offering select repertory titles including Only Lovers Left Alive and All About My Mother.
    • United Artists Releasing: $125 flat for select catalogue titles, $40 donated to Will Rogers Relief Fund.
    • Universal Repertory: Offering 25 themed combo drives of titles from Blumhouse, Dreamworks, Focus Features, and Illumination. Full list here.
    • Warner Bros: WB Classics Program : 5 TIERS

Virtual Cinema: FAQs

  • What are virtual cinema screenings? Virtual cinema screenings are ticketed screenings of films unavailable on any other VOD platform that viewers can enjoy from the privacy of their own home. Once a customer purchases a ticket they will receive access to a temporary film rental.
  • How can viewers enjoy a virtual screening? Audiences can buy tickets through their local art house cinema.
  • How does this support independent theaters? Virtual screenings allow theaters to keep programming films, even when their doors are closed. A portion of each ticket sale will go directly to the buyer’s local art house cinema.
  • What films are available to book? We recommend theaters contact their regular bookers and/ or distributors to stay on top of current titles available. Dear Producer list of available titles.
  • How many films should my theater book at once? We recommend theaters offer the same number of films they usually do. If you regularly book four films and have capacity to market, promote, and discuss four, then you should adhere to your established model.
  • How do we help our patrons navigate the tech? Offer a FAQ. a/perture cinema: FAQ, Coolidge Corner Theatre: FAQ, Jacob Burns Film Center: Virtual FAQ.

Virtual Cinema: Platforms

Virtual Live Events (and Security)

  • Staff as you would any special program.
  • Keep your event secure. For Zoom, this means never post your link publicly, and adjust settings to make sure the host has control over the meeting.
    • Participant Video (Off)
    • Join Before Host (Off)
    • Mute Participants Upon Entry (On)
    • File Transfer (Off)
    • Screen Sharing (Off)
    • Allow removed participants to rejoin (Off).

Alternative Programming

More Resources

Last updated at 2:00 PM ET on August 17, 2020.